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Data Migration

Overview

The OpenAsset Data Migration Service ensures you hit the ground running. We've migrated hundreds of clients' data into OpenAsset. We'll help you get up and running quickly. 

What is a data migration?

The process of bulk inserting your files & metadata into OpenAsset.

Migration: Folders to OpenAsset

You store your files in folders on a shared drive. We'll work with you to identify or create consistency in your folder structure and plan what files and data should be added to OpenAsset. 

Data Migration Steps_Folders to OA_800.jpg

The Folder Scan (Step 3)

After you have cleaned up your files we will conduct a folder scan (step 3 above). We scan your file directory and create a .txt file containing a list of the folder paths. We'll then turn that .txt file into an Excel spreadsheet containing the folder path, project name and a field for you to add/edit the project number.  

Reasons for the folder scan:

  1. We need to identify the project level in your folder structure.
  2. We need you to assign a project number to each of those projects.
  3. You can indicate which project paths should not be migrated.

Rules for the folder scan:

  1. Folder clean up must be done in advance of the folder scan - It is very important for you to have completed any folder clean up prior to the scan. If you start making changes to your folder structure after the scan has been completed then we'll have to start the scan process over. So clean up your folders first and then we'll conduct the scan. 
  2. Project paths must be "frozen" after scan - The folder path up to the project level cannot be changed once the scan is completed. Once you say "we are ready for the scan" we expect those folder names and locations to be frozen. Those exact paths will be used during the migration. 
  3. Sub-folders and files can be added/removed up until migration starts - While the project level path must be final and frozen at the time of the scan, the files and folders listed below the project level can be changed up until the start of the migration. So if you want to add or remove some files from an existing project folder after the scan has been completed, that is fine! You just can't change the paths up through the project folder level.
  4. You don't need the project number in the folder name - You may not have the project number listed in the project folder name. That's OK! We will create a spreadsheet from the scan. You will then add the project number to each project path listed in the spreadsheet. 
  5. The timely review and update of the folder spreadsheet is important - Since your folder structure needs to remain "frozen" after the scan and up through the migration, we highly encourage a quick turn around with the final spreadsheet. This means that you should dedicate resources to adding and reviewing project numbers in the spreadsheet. The longer it takes for you to finalize the spreadsheet with project numbers the more likely folders are to be added/edited, which will result in missed files during the migration or require a new scan.

Video Tutorial: Migrating from folders to OpenAsset

The following video is a brief overview of how we move files from project folders into OpenAsset (including an example of the folder scan/spreadsheet). The tricky part is getting the project numbers right, but watch out for our ninja skills in overcoming this hurdle.

 

Migration: DAM to OpenAsset

You are already using a DAM, but have decided to switch to OpenAsset! Great choice! We have migrated many clients from a DAM to OpenAsset. The process will be similar to the migration from folders, but with more of an emphasis on exporting the data from your DAM and determining what should be added to OpenAsset. 

Data Migration Steps_DAM to OA_800.jpg

3 Keys to a Successful Migration

  1. Consistency
    • If you are migrating project-related files, we need to be able to identify the project in the folder structure. Typically this means that all of the project folders are located at the same level in your folder structure. Whether it is two levels deep (C:Marketing\Project Name) or three ((C:Marketing\Client name\Project Name), the key is for the structure to be consistent. You may need to clean up files to achieve this consistency.
    • Similarly, if you don't want all files migrated, you can consistently create sub-folders called "OA migration" and add copies of the files that you want added to OpenAsset. This consistency allows us to create rules for the migration. 
  2. Dedicate Resources to Clean Up (if necessary)
    • It is really important to maintain momentum during the OpenAsset implementation. Migrating your files is an important part of this process.
    • Set a goal for completing the file cleanup and stick to it! If you let this drag on then you'll lose momentum on the entire project. 
  3. Prioritize
    • Your current way of managing files may be very disorganized. You may think that organizing all of your files in advance of a migration "is going to take forever." It doesn't have to!
    • You don't have to include all files in the initial migration. In fact, many clients don't. The data migration is a great way to get the initial batch of most important files into OpenAsset. It is not uncommon to pick the most important 50 or 100 projects and organize those for a migration, knowing that you'll have to manually upload the remaining files at a later date.
    • Migrating the most important files while maintaining momentum in the project will allow your core users to start using OpenAsset quickly without being bogged down organizing files that are not used very often. 

Expectations

Data Migrations are a very important part of the implementation process. It requires effort from you and from us. Let's set some expectations.

What you can expect from Axomic:

  1. Attention to detail - We will work hard to deliver a quality data migration and meet your requirements. 
  2. Timeliness - We will complete our tasks in a timely manner and keep you updated on our progress throughout. We will do our part to meet the agreed upon timelines.
  3. Fairness - We conduct many migrations each week. This requires advanced planning and scheduling. In fairness to all our clients, we will not schedule the start of a migration until all clean up and data reviews have been completed. 

What we expect from you:

  1. Stick to your goals - Let's set a realistic timeline for completing the migration and stick to it. 
  2. Timeliness - You will review and sign-off on formal migration documentation in a timely manner. 
  3. Attend meetings - The migration is so important that we'll schedule regular meetings until it has been completed to your satisfaction. 
  4. Access - We'll need easy access to your IT team, the OpenAsset server and the location of your current file store (and/or DAM). 
  5. Dedicated resources - You may need to clean up data prior to migration. You'll also need someone to review the project numbers being added to OpenAsset. It's important that you dedicate resources to completing this in a timely manner.
  6. Manual upload if needed - We hope to migrate all of your files into OpenAsset. But sometimes files are not (and will not be) organized in a way that lends itself to a mass migration. If this happens, then you will need to upload these remaining files through the OpenAsset interface. 
Last modified
06:40, 27 Apr 2017

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