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Presentation from AIIM Greater Los Angeles Chapter Meeting on Feb 24th. Pilar C. McAdam, CRM, ERMm Director of Business Intake and Records Sheppard Mullin Richter & Hampton LLP Jim Higdon Senior Director of Information and Strategy Vendor Direct Solutions
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Pilar C. McAdam, CRM, ERMmDirector of Business Intake and Records Sheppard Mullin Richter & Hampton LLP
Jim HigdonSenior Director of Information and Strategy Vendor Direct Solutions
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Preparing Your Data for ECM
What is a data conversion?
The process used to translate data elements (information) from one location and/or application (the source) to another (the target).
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When would you convert/map data?
Changing from one system to another Combining data from 2 (or more)
systems into one (merger/acquisition) Connecting 2 or more systems
together so that data can flow from one to another
Automating a process
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Why should you care?
You want the project to succeed You have a stake in the final result;
you need to be able to speak to the participants in the project
If it doesn’t work right, you’ll feel the pain
Pain is bad
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What the presentation is about
Introduction to data conversion: Concepts Terminology Typical steps Roles
High-level Every project is unique
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Who does what?
Project Manager (PM) Database Administrator (DBA) Developer Business Analyst/Records Manager Consultant(s) Data Owners/Stakeholders System Users
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Data/applications shape processes
Your source data is the result of current applications and processes
Converting the data will change how you operate
Use this as an opportunity
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Where do you start?
Flowchart current processes Learn and be able to explain:
What the content is How it’s used Where it goes Screen prints from source
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Develop a Roadmap
How does the content get captured and used today?
What’s the optimal way to manage it? Will there be multiple stages to get
from “now” to “optimum”?
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Analyze Processes/Systems
Are there steps that don’t make sense or don’t add value?
Is data being entered multiple times into the same system and/or other systems?
Are there integrations with other applications? If not, should there be?
Is content being captured from the best source?
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Data Conversion Basics
Understand how the content is used and its business purpose
Where does the data come from? Transferred from other systems Entered from forms or other documents Who uses it and what for? Does it feed other systems? Are other processes triggered?
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Data Conversion Basics, continued
Understand both source and target data formats
To avoid loss of information: Target format should support the same
features/data constructs as source file If it doesn’t, you must use logic to
transform the data
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How ECM Applications Work Set up a series of tables Multiple interrelated tables will contain
pointers to keep things connected Provide an interface for:
Capture of profile information by end users (metadata)
Data populated directly into a table Perform transactions that use those
tables to achieve a business purpose
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Sample Table Layout
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Table Name
Field Name Required Data Type
Description Default Value
Doc destroy_status No char (1) Has this item been destroyed? Yes/No
(‘N’)
Doc entered_by Yes int Link to employee who created this record in the system.
Doc event_date Yes datetime Date that an event will happen (or did happen)
Doc event_desc No varchar (100)
Description of the event that occurred
Doc notes No varchar (1023)
General notes field for this record
Common Data Types
Variable character (varchar): alphanumeric
Integer (int): numeric Date/time (datetime) Character (char): flag (e.g. yes/no,
on/off)
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Typical Field Characteristics
Required (nullable/mandatory) System-generated (e.g., today’s
date) Field length Normalized (look-up/discrete values) Default value
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Configuration options in new system
How do source and target assign values for: System generated Sequential Numeric versus alphanumeric Can a field be blank (is it nullable)? Unique identifiers (e.g., document ID)
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Converting data
May introduce logic to perform conversion
Validate mapping and logic with team Explain the logic to developers:
They will write the program (script) to move the data per the rules
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Should you convert all content?
Can some content be excluded? Too old Target doesn’t have a place for it Easily available elsewhere Not relevant to the business purpose
of the application
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First pass
Set up a test environment Run conversion routine Find out what worked, what didn’t
work (data vetting)
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Data vetting/testing routines
Never, ever, ever, ever assume that “it will all come out just fine”
Test, retest, and test again Use a variety of scenarios Plan for multiple passes Expect more passes than you plan for
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High-level checklist
Create process flowchart for existing system
Analyze source content Understand target configuration Map Convert
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High-level checklist, continued
Find out what didn’t work and why Remap Reconvert Use, rinse, repeat Document final configuration Train users and deploy
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Questions?
