Fully auditable migration of a document ... - migration-center

ECM-SOLUTIONS
The user
surface of the
smartBar is
reduced to its
essentials in a
user-friendly
way.
Fully auditable migration of a
document management system
Over the past six years, Boehringer Ingelheim has implemented a global DMS infrastructure (IDEA). In the areas of
submission, controlled documents and general business documents there are now a series of applications available which
assist the handling of a number of different document types and their related business processes. There are over 5,000
users working with this system, which currently manages a total volume of two million documents, or three terabytes of
information.
OBJECTIVE
Since the introduction of IDEA documents needed to be
moved from old or existing systems to a document management
system, frequently involving extensive volumes of
documents on large databases in various formats including
existing meta-information. Where such meta information was
not available, it should, of course, be generated. The legacy
systems needed to be disabled as quickly as possible in order
to minimise the due license costs and to eliminate the risks
arising from the use of unsupported software. Some changes
in the customer’s business processes were to be implemented
at once and required the existing relevant documents to be
made available under the new system at the same time. Users
were to switch to IDEA immediately upon initial training.
REQUIREMENTS
For a long time a Documentum system based on EDMS98 had
been in use at the US subsidiary as the central system for
the management of submission dossiers, but this now needed
to be shut down on 31/12/2005. The department concerned
needed to go live by the first week of January 2006. During
a first pilot migration in the USA, document structures and
existing meta-information were transferred to a Documentum
5 system.
Boehringer Ingelheim is
currently one of the most
research-intensive companies
in the world and
employs 37,500 employees in 143 associated companies in Germany
and abroad. Of the worldwide revenue of 9.53 billion Euros achieved in
2005, around 14 per cent was reinvested in research and development.
The family owned company with its head office in Ingelheim is one
of the 20 leading pharmaceutical companies in the world. Boehringer
Ingelheim has the following business areas – human pharmaceuticals
with the segments practise/clinic, biopharmaceuticals, self medication,
chemicals and animal health, and since 2004 also microsystems
technology. Boehringer’s drugs contribute significantly to
the treat-ment of respiratory diseases, diseases of the central nervous
system, cardiovascular diseases, disorders of the metabolism and the
immune system, and cancer.
SOLUTION
Due to the migration-center’s capability of transferring large
data volumes to the target system on schedule, the department’s
requirements could be met on time. Using the migration-center
documents and their properties were extracted
from the source system to be subsequently rearranged and
reclassified during the automatic enrichment phase in accordance
with target specifications. Before actually moving
documents, this process was simulated with the help of the
migration-center in order to identify and correct any possible
errors in good time. As a result, documents were later transferred
to the Documentum 5 system smoothly and without
errors.
BENEFIT/OUTLOOK
Using the fme tool, the pilot migration could be carried out
successfully on time. All relevant documents were transferred
to the new Documentum system without problems. This
meant the old system could be taken out of operation before
the end of 2005, thus saving on further support costs. The

ECM-SOLUTIONS
department concerned was able to work as normal beginning
the first week of January.
»We are really pleased with the quality of the migrationcenter.
All our requirements for a smooth data migration were
met and we will use this tool in the future as a company-wide
standard in order to carry out other migration projects in this
fully auditable and time-saving fashion«, enthuses Dr. Jörg
Werner, Project Manager at Boehringer Ingelheim.
Meanwhile the migration-center has been established as
an infrastructure component at Boehringer Ingelheim for
a whole range of projects dealing with data transfer to
IDEA. The user-friendly and flexible configurability of the
migration-center has already provided much value in several
projects. Thus the first follow-up project of the division could
be carried out in-house, cost effectively, with minimum IT
support.
TECHNOLOGY
migration-center 1.4.1
More information on the product is available at
www.migration-center.de
fme group
Braunschweig | Düsseldorf | Frankfurt | Munich (DE)
Cluj-Napoca (ROM) | Danbury, CT (USA)
Tel. +49 531 238 54 0 | info@fme.de
Tel. +01 203 894 8299 | info@fme-us.com
This case study is copyright by fme AG. Reproduction or reprint of parts or the
entire text is not permitted without prior written consent from fme AG. (03/2007)
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