your new ECM solution
When Is It Time to Invest in New ECM Software?
It’s always difficult to move on from legacy technologies. But in certain situations, it’s better to start over, instead of desperately trying to extend the lifespan of an unsuccessful investment.
It may be time to migrate to a new enterprise content management system if:
- Your current ECM system is no longer supported by the vendor or is in the process of being phased out
- Your current system has been acquired by another vendor, who isn’t familiar enough with the technologies to provide an adequate level of support
- You’re currently using a combination of niche “point solutions”, but need an enterprise approach to support your company’s growth
- You’re paying thousands of dollars for annual software maintenance, but aren’t receiving enough new features to justify the cost
- You’re looking to add new document features – like OCR-enabled data capture or mobile workflow processing – but your legacy system can’t support them (or the cost of implementation is just too high)
- You never fully deployed your original content management system due to technical challenges, lack of support, or a poor user experience
It’s understandable to be hesitant about the prospect of moving to a new ECM. After all, document management systems are significant investments. That said, upgrading to a newer software can more than pay for itself – often in annual maintenance costs alone.
10 Steps in ECM Migration
Choosing a New Enterprise Content Management System
When you invest in a new ECM software system, you’ll want to base your decision on what’s not working with your legacy system. That could be a lack of functionality, a low user adoption rate, or a poor technical implementation that’s causing more work for your IT department. From there, you can decide on your “must-have” features, and move forward accordingly.
Migrating to IntelliChief
IntelliChief is one of the most comprehensive content management systems on the market today. It’s designed for multiple ERP integration and offers cloud-based, server-based, and mobile access options. You can implement it across your entire enterprise, from Accounting and Order Processing to Customer Service and HR. Plus, each new release includes updates that our customers have specifically asked for – allowing our software to provide the highest possible value over time.
When it comes to ECM migration, we make the process as simple as possible. Our conversion services team will handle the technical aspects, allowing you to move on from your legacy software without disrupting your business. And thanks to a comprehensive, carefully tested data migration strategy, you won’t lose any of the information you already have saved.
What Enterprise Content Management Solutions Can IntelliChief Migrate Data From?
We can migrate your content from any software program you currently use, including:
- Hyland OnBase
We can import all your existing documents – from contracts to customer records – and organize them in a way that makes sense for your business. We can also evaluate your business processes and recommend ways to make things more efficient, thanks to features like workflow automation and Capture Enterprise OCR.
Best Practices for ECM Migration
With more than 10 years of experience in enterprise content management, we’ve developed a proven set of best practices for ECM migration. Our experts will develop a comprehensive plan based on the volume of data that you have, what sort of metadata you use and where it is stored, and what your new storage architecture will look like.
We’ll get started with a comprehensive inventory of everything you have saved in your source system. This not only includes the documents in your archive, but all of the other settings as well – from users and groups to metadata and document profiles.
As we move through the process, we’ll add your unstructured content to a well-organized, easy-to-search electronic archive. Our data migration tools ensure that everything is properly indexed and organized. We’ll verify the business rules that your CMS uses to manage your documents and confirm all of your policies are correctly mapped into the new system. We’ll even create custom access & destruction rules to make records management effortless.
Once your content is fully migrated, we’ll thoroughly test the new
system before sending it live. The final step – decommissioning your old system – marks the end of the process.
ECM Implementation and User Training
Our role doesn’t end after your ECM is fully migrated. We’re here to make sure you can make the most of your new investment. Our team can get your employees up to speed with comprehensive training – either in a gradual user roll-out or all at once. And, even after implementation, we can continually touch base to make sure you’re managing your documents as efficiently as possible.
When you partner with IntelliChief, minor issues won’t derail your project. We’ve seen almost everything when it comes to ECM migration, from slow database speeds to corrupted files, so we’re well-equipped to solve any challenges that come up along the way. Our software can keep pace with your rapidly changing needs – which means that you won’t have to change systems yet again as your business grows.
If you’d like to discuss your upcoming ECM migration project with one of our experts, just reach out and let us know what you have in mind. If you’re still trying to decide on the right content management system to switch to, we’d be happy to get you set up with a custom IntelliChief demo.