Content-based data migration plan and solution-reprinted

More and more enterprises use content management systems to manage structured or unstructured data such as electronic invoices, electronic documents, and human resources, and outsource these businesses to third-party IT companies. Outsourcing companies, or existing content management systems, cannot meet business growth, performance, compatibility, and other needs, the company plans to adopt business management, performance and compatibility better systems. At present, some enterprises do not adopt the content management system. All invoices, electronic documents, and human resources information are managed and maintained in the form of paper texts or archives. In order to improve the operational efficiency of enterprises, these enterprises plan to adopt content management solutions.

How to migrate the content data from one system to another without interfering with existing services and ensure data integrity during the migration process, compatibility and data security? In this way, we need a system migration solution. This article focuses on analyzing and introducing a content data migration process from analysis to design to implementation to system switching. The analysis mainly involves the source content management system, existing business logic, and target system analysis. The actual design includes the design of the target system and the design of the migration plan.

The implementation mainly includes setting up the target data management system, implementing content migration, and checking the migrated data. System switching mainly refers to switching between the old and new systems and retiring the old systems.

Source Content Management System Analysis

To ensure that the new system is fully compatible with the business needs of the existing system and ensure that the existing business logic is not disturbed by data migration, we need to conduct a detailed evaluation and analysis of the existing content management system. Develop detailed document information and table templates. The document information mainly includes:

1. for existing content management system technologies and business owners, we need to collect and sort out their positions, contact information, and applications. Table 1 is a simple example:

Table 1. Contact Information

Appid	Appname	Business	Contact Name	Email	Phone #
1	Cm	Businessprocess	Mary	[Email protected]	7012111
2	DB2	Database	John	[Email protected]	7012112
3	Bytes	Image scan	Peter	[Email protected]	7012113
4	LDAP	Security	Candy	[Email protected]	7012114

2. Existing content management system architecture, as shown in Figure 1

Figure 1. Content Management System Architecture Diagram

3. Data Models of existing content management systems

Data Models are enterprise-level content management products used to implement complex and variable metadata standards and data structure information. Custom customization does not require any system design or programming, and data models are directly used.

Figure 2 shows a data model of the Content Management System. With this model, you can customize the data types required by the folder, document, item, item attribute, and other data storage systems. This model has the following features:

• As a container, folder can accommodate documents or other folders.
• The folder attributes is used to describe the folder information.
• Document can also contain other child components, such as attachments.
• Use document butes of document to describe the information of this document.
• Document can be classified by itemtype.

Figure 2. Structure of the Content Management Data Model

4. Hardware and Software Information of the existing content management system. The table definition in Table 2 can be used as a reference:

Table 2. system hardware and software information table definition

Column name	Column description
APP ID	Software and hardware resource no.
App name	Software and Hardware Resource Name
APP description	Description of hardware and software resources
App Type	Resource types, including software, hardware, and software and hardware
APP Environment	Is it distributed or centralized?
SLA	Service quality agreement
Retention Period	Data Retention Time, such as month, day, and year
AO	Resource availability, such as the monthly availability of more than 99.95%
Weekend down time	Change Time allowed on weekends
Sunset date	Retirement time
Timezone sensitive	Time zone sensitivity of software and hardware resources

5. Security Policies of existing content management systems

Generally, we use a role-based system security control method, that is, assigning and canceling roles to grant or revoke user permissions. The logical separation between users and access permissions is achieved through the relationship between access permissions and role associations and the relationship between roles and users. Table 3, table 4, and table 5 are examples of access security control.

Table 3. access permission control objects

Itemtype	D_apinvoice
Itemtype	D_hrdocument
Itemtype	D_ap_readonly
Process	P_ap_process
Process	P_hr_process
Worklist	W_ap_index
Worklist	W_hr_rescan
Menu	M_search
Menu	M_createfolder
Report	R_workflow
Document Function	F_delete
Process function	F_startonprocess

Table 4. role definitions

Role	Content Management Group
Basicoperator	D_apinvoice, d_hrdocument, p_ap_process, p_hr_process, w_ap_index, m_search, M_createfolder, r_workflow
Teamlead	D_apinvoice, d_hrdocument, p_ap_process, p_hr_process, w_ap_index, w_hr_rescan, M_search, m_createfolder, r_workflow, f_delete, f_startonprocess
Readuser	D_ap_readonly, m_search
Supportuser	D_apinvoice, d_hrdocument, p_ap_process, p_hr_process, w_ap_index, w_hr_rescan, M_search, m_createfolder, r_workflow, f_delete, f_startonprocess

Table 5. User-Defined

User	Role
John	Teamlead
Robert	Readeruser

6. Business Processes of existing content management systems

The analysis and in-depth understanding of the business logic of the existing system is a crucial part of content migration. After analysis, we need to obtain the following information:

• The level of availability required by the customer's business logic. For example, business invoice processing, human resources information, financial information, and different business logic have different availability for the system.
• Business peak period.
• Historical business data volume and estimation of future business data volume.
• Tolerable data loss.
• How to compensate for lost business data.

Generally, we use a business flow chart to record and analyze the existing business logic.

Figure 3. Process Definition

We use the table shown in Table 5 to record the business data volume in the year, month, or quarter. The source location refers to the content data source, debit memos, expense reports, invoice intercompany, invoice non Po, invoice Po refers to five different data types, and grand total refers to data aggregation.

Table 6. Business Data Volume statistical table

Source location	Debit memos	Expense reports	Invoice intercompany	Invoice non Po	Invoice Po	Grand total
Demoa-Czech			150	167.65	3185.35	3503
Demoa-Denmark				0	0	0
Demoa-Finland				0	0	0
Demoa-France	852	1500	3600	1026.9	5819.1	12798
Demoa-France/Iberia	3210		2457	1365	0	7032
Demoa-Germany	7734	150	883	524.4	2097.6	11389
Demoa-Italy		375	5000	300	700	6375
Demoa-Norway				0	0	0
Demoa-Russia				1726	0	1726
Demoa-Sweden				0	0	0
Demoa-Switzerland			719	940	0	1659
Demoa-UK	1649		0	3465	0	5114
Demob-Denmark		75	423	488	0	986
Demob-Finland		75	539	455	0	1069
Demob-France		412.5	5240	3313.12	63.8797	9029.5
Demob-Germany		150	859	70	0	1079
Demob-Italy		300	0	2000	0	2300
Demob-Netherlands		187.5	0	47	0	234.5
Demob-Norway			317	488	0	805
Demob-Sweden		300	918	3887	1001	6106
Demob-UK		225	922	4803.11	1078.89	7029
Grand total	14878	3937.5	22094	31240.6	14183.4	86333.5

7. Existing content management system service quality, problems or defects

As shown in table 7 and table 8, SERVQUAL can be used to evaluate service quality, as well as problems and defects.

Table 7. Business Data Volume statistical table

SERVQUAL dimension	Weight score
Tangibility	11
Reliability	32
Responsiveness	22
Assurance	19
Empathy	16

Table 8. Summary of problems and defects

Column name	Column description
Problemid	Question No.
Category	Problem category
Description	Problem description
Priority	Question priority
Impact	Impact of the problem

 

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Target Data Management System Analysis Design

Like the same source content management system analysis, I also need to evaluate, analyze, and design the target content management system in detail. Develop detailed document information and documents, and form templates. The document information mainly includes:

1. For the technical and business owners of the target content management system, we need to collect and sort out the positions, contact information, and applications of these owners. For the design of the contact list, see table 1.
2. The architecture of the target content management system. For details, refer to figure 1.
3. The data model of the target content management system. For the design of the data model, see Figure 2.
4. For more information about the hardware and software of the target content management system, see table 2.
5. For details about the security policies of the target content management system, see table 3, table 4, and table 5.
6. The Business Process Design of the target content management system can refer to the business logic of the existing system and further analyze the business needs to upgrade and improve the existing business logic. For business flow charts and data volume analysis, see Figure 3 and table 6.
7. Refer to the existing system for the service quality, problems or defects of the target content management system.

 

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Migration Implementation Plan

After detailed analysis and design of the Source Content Management System and target content management system, we need to create a detailed migration implementation plan, whether a migration project is successful or not, the key is to ensure the continuity and availability of business products before and after migration. Therefore, before developing a plan, we need to carry out some in-depth investigation work, such:

• Investigate system dependencies between applications.
• Investigate data types and data dependencies between types
• Time zone relationship between the source content management system and the Target Management System
• Investigate the ing between source content data and target data
• Investigate the file system of the Source Content Management System and target content management system to ensure reasonable data migration package size
• Create a data migration package based on the data ing relationship and business logic
• Investigate the data transmission parameters of the source and target content management systems
• Investigate the security policies of the source and target content management systems

After obtaining all the survey information, we need to plan the migration phase and timeline. Table 9 is an example of the definition of the migration phase.

Table 9. Definition of the migration phase

Phase	Description
Analysis	Analyze Data capacity, data structure, and data validity.
Data cleansing before migration	Before data is exported, the data is cleaned and shaped based on the source content management system.
Export	Parternera exports source content images, source files, and metadata from the source content management system and delivers them to IBM using encrypted hard drives.
Data conversion before loading	Re-analyze the metadata and sort and classify the source files.
Data transmission Loading	Step 1: upload the data on the encrypted hard disk to the target system SFTP. Step 2: Copy data from SFTP to the target content management system file system. Step 3: load the source content to the target content management system through the interface of the target content management system, and perform detailed logging. Step 4: Exception Handling and log analysis during loading
Data conversion after loading	On the target content management system, sort the loaded data in more details.
Reconciliation	Use the report system to compare the content before and after migration and generate detailed report data.

In a specific plan, each stage has a detailed document describing the input, output, and processing tool processes. In addition to the migration plan, we also need to develop a detailed rollback plan. If data loading fails, how should we perform rollback, rollback steps, and the granularity of rollback data.

 

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Build a Target Data Management System

According to the analysis and design documents of the source and target content management systems, we need to first set up the security policies, data models, and data models of the Target Data Management System as the basis of the entire content management system. Next, we need to establish a security model for the entire content management system. Finally, establish the business process of the content management system.

After the system is built, we need to perform unit testing, system integration testing, system performance testing, and user acceptance testing.

Implement migration

According to the formulated migration plan, the most important implementation process is to export data from the old system and then import the data to the new system.

The most important part in the data migration process is the information processing log management during the migration process.

Data Inventory and reconciliation

Compare the content data before and after migration and generate a comparison report.

Table 10. Definition of reconciliation reports

Report	Description
Quantity statistics	Statistics based on the number of dates Statistics on the quantity of more document types
Exception	Lists All exceptions based on the business logic, and collects statistics on exceptions. For example, in a HR content management system, each employee must have a copy of the ID card. In this way, we need to make statistics on records without copies of ID cards in the report.
Random Detection	A certain amount of content is randomly extracted from the new system and compared with images, documents, and metadata of the old system. A certain amount of content is randomly extracted from the old system and compared with images, documents, and metadata in the new system.

 

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System switching

To reduce the impact on the business and ensure the service quality of the business system during the migration process, we also need to select the system switching method that best suits the system business.

There are usually three system switching methods:

• Direct switch: when the new content management system runs correctly, the source content management system is terminated at a certain time and the target content management system is enabled. This conversion method is cost-effective, simple, but risky.
• Parallel switching: the source content management system and the target content management system work in parallel for a period of time, to replace the source system when ensuring that the target content management system runs correctly. This conversion method is helpful for reducing the switching pressure and providing better security, but the cost is high.
• Segment switching: this refers to the combination of direct conversion and parallel conversion. Each subsystem of the target content management system replaces the source system in stages. This conversion method is safe but expensive.

We usually adopt segment switching as the switching mode of the content management system. Figure 4 shows the sequence of system switching.

Figure 4. system switching sequence

 

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Conclusion

Based on the analysis-> Design-> Implementation-> system switching content data migration process, the author summarizes the eight steps of the content management system based on the features and implementation methods of the content management system, detailed analysis of the content data migration solution.

1. Source Content Management System Analysis-create detailed document information and templates
2. Business Logic Analysis
3. Target Data Management System Analysis-create detailed document information and templates
4. Migration Implementation Plan
5. Build the target data management system-create detailed document information and templates
6. Implement migration
7. Data Inventory and reconciliation
8. Policy for switching between old and new systems

This section describes the specific activities and required information in each step during the system migration process, provides document templates for information sorting, and information examples in the form of images and tables. Hope to help your work.

Original address: http://www.ibm.com/developerworks/cn/data/library/techarticle/dm-1211wangr/index.html? CA = Drs