ISO Matters

7 Reasons Legacy ECM should be replaced – Your Data Migration Strategy Simplified

Shifting to a Modern Enterprise Content Management System

Current Situation…

Setting a data migration strategy is vital as there are many challenges with legacy systems. With Everteam, your data migration strategy is simplified.

One of the most difficult challenges CIO’s are facing is maintaining and upgrading legacy systems like (FileNet P8 and Content Manager 5.2.1, LaserFiche 8 and previous versions, Documentum 6.5 etc…). While technology continues to evolve, the business value of legacy systems weakens as enduring with legacy systems brings with it countless disadvantages that can do tangible damage to your company. Here is how; Legacy IT systems are no longer prepared for change as software editors have discontinued support to those systems. This also means that your company will be paying extremely high maintenance costs. With all those costs escalating, security threats also increase as legacy systems make security worse and not better because of their age especially that installing upgrades and patches are no longer enabled. This consequently affects performance and meeting customer terms becomes impossible. New generations use new technology. This new technology is able to keep up with volume and performance unlike legacy systems which have restricted update features. We also have new generation employees which are also more familiar with latest technologies. Imagine the difficulty in finding someone with the knowledge and technical skills for legacy systems.

Urgent Need for a Data Migration Strategy

Real Issues with Legacy Systems that WILL Damage Your Organization…

Let us see why does it make sense to migrate old legacy systems before they continue to hold your company back and how  your data migration strategy is simplified.

 1) Discontinued support from software editors                        

Many in the IT industry are focusing on improving the standard of operating systems used in organizations, IT professionals refuse to further support legacy systems and are instead forcing their clients to upgrade.  The older the application gets the more difficult it becomes to quire support. For example, IBM support for older software and hardware for version 05.02.01 (IBM official support) will be discontinued in September, 2018.

 2) Performance and Security-related threats

Legacy Systems are unable to keep up with volume, performance and high availability. This means an increase in manual labor. Consequently, there will be a higher potential in bottlenecks and other inefficiencies. More time will be spent trying to understand high volumes of data instead of focusing on real tasks at hand that could actually affect employee performance and efficiency positively. This also creates a higher risk of data loss and security related threats, without the ability to install upgrades and patches.

3) Higher Costs

Probably the most obvious disadvantage in legacy systems. Not only is the cost for maintaining old systems high, but there are other costs which make legacy systems expensive.. These costs include; hiring specialists familiar with legacy stems, support engineer pay rates as most engineers are not familiar with legacy systems. Specific IT environment and hardware needed to run the solution as legacy systems cannot be installed or run on any existing environment. Finally, since legacy systems are based on old technology,  these systems won’t be able to supports their company’s constant evolving needs,  resulting in increased costs for expanding the solution, installing upgrades developing new features, deploying new solutions or integrating with other systems..

4) Difficulty in Finding Experienced Labor

 There is no doubt the legacy systems are based on antiquated technologies. Therefore there has become a lack of technical knowledge needed to operate and maintain such systems. New generation employees are more familiar with latest technologies.   It is very challenging and tough for companies to find expertise who work with legacy systems and know how to operate them. Instead you can easily find IT support personnel already familiar with the latest new generation technologies and databases, saving time, effort, and costs related to maintaining old-fashioned technical skills.

5) Client Differentiated Versions

In this section, we are going to address our experience in the Middle East specifically. As there are country specific standards for data and information exchange especially when dealing with government entities, set by each country in the Gulf (for example YESSER in Saudi Arabia, MOTC standards in Qatar etc.) these requirements cannot be disregarded when putting in place a large-scale enterprise content management implementation. One of the many challenges faced is the involvement of software integrators (i.e implementers) in most implementations happening in our region, due to the fact that software vendors are not physically present in those regions. Therefore, and also due to the customers’ ever-changing functional and technical requirements, the customer ends up with a custom-developed solution where a different version is installed at each client.  Upgrade in those cases becomes difficult if not impossible… This eventually leads to discontinued versions in addition to discontinued application support.

6) User Adoption

User adoption of the system is almost always a necessary ailment for the success of the project. With legacy systems there are many challenges related to user adoption, particularly for newer end-users. Reason being that the newer end users are not familiar with legacy systems. If the company chose to train those employees, it will be very demotivating to train a new generation on an old system while everyone else is evolving.

7) Lacking Customer & User Experience

The only fashioned legacy systems are not familiar with all interfaces customers use now-a-days. Examples include tablets, smart phones, and laptops without forgetting web-based user interface. Consequently performance is affected creating a negative user experience with a deteriorated document viewing and annotation. This affects the overall business performance and innovation.

8) Migration with Everteam…

Everteam has built a very good reputation over its 25 years’ experience in the field with user experience at the center of all implementations. Migrating to an Everteam ECM Solution will provide you many competitive advantages that would make you wish you migrated a long time ago. All our clients have the same solution version customized to fit their individual business needs. Our worldwide proven enterprise content management solutions are well in sync with the latest technologies in the field of ECM. With an average of two months implementation time frame, your organization can will get a modern browser-based interface, with improved performance and user experience. Everteam has offices all over the MENA region to offer customers a direct level of support sparing them the hassle of dealing with resellers who tend to make the experience unpleasant.

But wait, there is a simpler way! With Everteam, you don’t have to migrate, you can simply archive your legacy!

With Everteam, setting a data migration strategy is facilitated. A simpler approach to data migration is data archiving.  Instead of migrating older unused data you can instead archive it  so that it is kept and referenced in the current system. This is suitable in cases where older data is important to the organization and may be needed for future reference, or data that needs to be retained for regulatory compliance. Archiving data is simply a win-win scenario using a pre-determined set of business requirements to move data and or documents from legacy systems to a cheaper, secure and accessible storage. This journey is very successful and very simplified. Think of It as three main stages. 1) Capture data using our standard connectors and upcoming ones, 2) manage data whether by classifying it, applying retention rules and destroying it based on pre-defined workflows 3) finally store records while making them available across all search points within the organization for descriptive and predictive analytics.

I Want To Migrate With Everteam!