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Systemware Content Conversion Content Conversion That Really is Cheaper, Faster and Better

Systemware Content Conversion

Conversion That Really is Cheaper, Faster and Better

One of the most valuable assets to any business is information, but extracting that value requires a corporation to repurpose its enterprise content to help improve business processes, increase productivity and reduce costs. That takes systems capable of storing, managing and accessing content whose volumes are expanding at tremendous rates. Not surprisingly, many managers are unsatisfied with their current systems and considering content conversions to take advantage of newer, more flexible, more feature-rich technologies. However, with several approaches to content conversion available and an abundance of providers all claiming they can do the job, managers can be left wondering which approach is best, what to look for in a provider, and what results they can expect. The numbers being used to illustrate the speed of data growth are all too familiar. There are estimates that volume of the world’s digital information doubles every two years. The firm IDC says that by 2020, the world will generate 50 times the amount of information it does now. Of this data onslaught, some 80 percent is said to be unstructured, and that figure is headed for 90 percent, and soon. While data growth is the most discussed challenge facing data managers, it’s far from the only one. There are the information sharing issues brought about by incompatible enterprise content management systems, the headaches caused by mergers and acquisitions, along with redundant systems, multiple vendors, and the push to shift information from mainframes to lessexpensive distributed platforms.

In exploring content conversion, managers tend to focus on five objectives: ►►

Seamless migration -- It’s vital to maintain system availability and avoid any degradation of response time throughout the process.


Speed -- Migrations be done quickly for cost savings and optimal benefit.


Scalability – Solutions must effectively manage large amounts of content and grow as the business grows.


Improved customer service -- A customer-centric view of content ensures strong customer relationships, along with proactive process management and oversight for compliance requirements.


Lowered cost of ownership -- An enterprise content management system has to be cost effective to implement, manage and maintain.

“We selected the Systemware solution due to its ease of migration from our current mainframe content storage to an open systems solution.”

Systemware Conversion Services

Brad Kowal


Some ECM providers like to talk about cheaper, faster and better, but few can deliver all three in the same solution. To be truly effective, a conversion strategy must identify the most efficient ways to migrate documents to formats such as PDF or XML; and when required convert to the new platform quickly and seamlessly without downtime or disruption. Four methodologies typically are employed in content conversion: ►►

Remote services, in which documents are sent to a server


Capture services that feed content into the system


Custom services adapted to specific needs


Utilities that unload existing definitions from legacy systems and load them into a new solution.

Among the leading utilities is Systemware’s Legacy Archive Processor (LAP), the cleanest, most efficient approach to data conversion in the industry. Instead of converting the actual data, the LAP builds references to the documents previously archived by a legacy system. This technology makes what used to be a slow, cumbersome job much faster and more efficient.

LAP Process Install Software Run Utilities


Load Definitions User Acceptance

3 2

5 4

Unload Legacy Configure Software System



De-commision Legacy System






Parallel Data Capture

Legacy Report Data (LAP)

End Parallel

Systemware’s approach has typically been significantly faster than other solutions and correspondingly less expensive. This solution enables Systemware customers to successfully manage hundreds of petabytes of data with confidence

What to Look for in a Provider, and What to Expect Choosing a provider to handle a content conversion project means answering a list of questions related to technology, flexibility, security, ease of use, cost savings and the conversion experience itself. With respect to technology: Is it scalable? And can it handle both structured and unstructured data? Is the solution flexible, with service oriented architecture and seamless support across mainframe and distributed systems? How is security addressed? Look for role-based user access and authentication, support for single sign-on and directory services, and detailed audit logs of Systemware Conversion Services


access and activity. Is the new system easier to use? This is key for maximizing adoption. Does the new system save money? Top providers should be able to offer both cost savings and process improvements in the same solution. Over the years, Systemware has converted hundreds of millions of documents and petabytes of data from legacy document management systems including Mobius View Direct, Mobius InfoPac, ASG Cypress, IBM RMDS, IBM OnDemand, FileNet, CA-Bundl, CA-SAR, CA-View, CA-Deliver, CADispatch, Fiserv Nautilus, Jack Henry Pinpoint, Jack Henry Synergy, Metavante TREEV, FileTek AMMO, INSCI WinCOINS and numerous homegrown and one-off solutions. It’s developed a threephase process that leverages its experience, expertise and proven processes to complete content conversion projects on time and on budget.

Conversion Method

Remote Services Capture Service

Repository Type IBM Content Manager OnDemand and - PNC Financial & Customer SunTrust Banks ASG Cypress Zions Jack Henry SunTrust Banks Jack Henry PinPoint - Zions Fiserv Nautilus SunTrust Banks FSI eDesk SunTrust Banks Gumbo Software Report Manager SunTrust Banks OPTI-2000 SunTrust Banks Westbrook Fortis ScanStation Campus Partners

Jack Henry Synergy Zions

Utilities ASG ViewDirect (formerly Mobius Infopac) Campus Partners, First American Real Estate, Shands Healthcare, UWHCA, CA Dispatch AMEX, BART, CIGNA, Sempra Energy, Zions CA View Deliver (formerly SAR) Ameriprise, Bank of America, BNSF, Mazda, Northern Trust, Northrup Grumman, PepsiCo, PNC Financial, SunTrust Banks, YUM! Brands,

Custom JES2 People’s Gas JMR National Grid ORS Northfolk Southern & Zions Metavante (fomerly Treev) AMEX INSCI WinCoins Northern Trust

IBM RMDS - Amex, CIGNA, Norfolk Southern, State of North Carolina, Quest FileTek AMMO - J.P. Morgan Securities, DTCC, Quest

Systemware Conversion Services


Content Conversion -- Phase 1

Software installed – Systemware Content Server and UI are installed in a process that takes just hours. Systemware technicians can be on site or on the phone. Definitions from the legacy system are uploaded and conversion utilities run – This builds the document definitions, indexes and user definitions, and obtains the security rules to be applied to the content to be converted. Conversion utilities are in place for many legacy systems, so in most cases no custom work is required. Software is configured for the customer environment – This process takes all the information obtained and matches the new system to what the customer has been doing. Definitions then are loaded into the new system.

Content Conversion -- Phase 2

Parallel data capture begins – New content is sent to Content Server, which sends a copy to the legacy system. Parallel data capture means users can have access through both the old and new systems. Users can try the new system and learn about the new features and functions that will be available. This also allows for training to occur before the legacy system is decommissioned. Version records added -- Adding version records from legacy content to Content Server makes all records available through the Systemware UI. Historical versions get converted as they are recalled or searched for.

Content Conversion -- Phase 3

LAP implemented -- Information can be converted to the new system all at once or on an as-needed basis. At this point content can be migrated from mainframe to another platform.

“Systemware solutions are well-suited to the needs of large organizations like US Airways that need to manage significant amounts of information and make it rapidly available across the enterprise.” Todd Christy

Distribution from the old system turned off – Now parallel processing can end. Legacy system is decommissioned – Old files not yet converted can still be accessed by the LAP. Because licenses typically cover only the archiving of new data, old data can stay where it is for retrieval later and eventual expiration. To end users, older documents appear to be stored in the Systemware repository along with all new documents being captured and archived. When a user requests a restore of a legacy-archived document, the LAP automatically retrieves the data from the legacy archive media and converts it for viewing through the Systemware solution. This approach, with its common look for both new and legacy data, has dramatically reduced the time, effort and cost of conversion Case studies highlight the benefits of content conversion As they considered whether to replace ASG-Mobius, managers of a data center operation at a large medical network followed a process that led to a simple decision. Their extensive RFI process brought them to a choice between sticking with Mobius and undertaking a content conversion Systemware Conversion Services


with Systemware. After speaking with several Systemware customers and hearing firsthand how seamless and transparent the conversion process is using Systemware’s Legacy Archive Processor (LAP), the choice was clear. “We also saw in Systemware the ability to grow our uses of the system,” said one data center manager. “We knew that we had to get to get off of Mobius and convert what we had Day 1. But we also wanted a system that didn’t lock us into the types of reports we could ingest and the types of reports we could distribute to our end users.” The Systemware conversion team took the time to understand the customer’s environment and processes, including how documents were indexed and secured. Despite the size of the task, the change to Systemware was virtually transparent to end-users and required minimal training. While the overall project time for the Mobius replacement was seven months, it took just 30 business days to move over the documents and definitions using the LAP. “The LAP conversion process was explained by the technical resources so that we were very comfortable with it,” said a data center manager, “and then it was delivered as it was told to us. It worked as it was presented to us.” In the end, the Mobius conversion resulted in the migration of more than 70,000 LAP versions from the Mobius mainframe to Systemware Content Server on the distributed platform and more than 5,500 document definitions. One manager said, his natural concerns about support in an unfamiliar topography were short-lived. “The product is really stable. Our servers don’t crash. … If they do, we don’t have any loss of data.” The managers of the data center termed the rollout “incredibly successful.” They were able to roll out a parallel, new UI to users. The user database and all the report access controls were in place. Said one: “It was really no fuss, no muss.” “Since Day 1, it’s been a partnership,” he said, “and it’s continued to be a partnership.”

Results of Other Systemware Conversions A credit card giant reduced its ongoing costs for software maintenance, increased efficiencies and enhanced the scalability of its systems after Systemware managed the migration of all the company’s third-party archives. Systemware’s transparent approach dramatically reduced the time, effort, and cost of the conversion. And with Systemware as its single global standard, the card company was able to phase out all its other systems, including RMDS, CA Dispatch, RSD’s WSF2, Treev, and CAView/Deliver (SAR/Express). A major airline saw cost savings, improved functionality and an enhanced user experience with a content conversion by Systemware that came after a merger with a former rival. The newly combined company had several content repositories by multiple vendors, with some repositories managed by an outsourcer. It selected Systemware to consolidate all of its repositories. In a project that ran quickly and smoothly, Systemware easily migrated and consolidated legacy data stored in the various content repositories into the Content Server.

Systemware Conversion Services


A world banking power standardized practices and improved response times to customer queries with a single, scalable statement archive solution to address two major acquisitions. During one migration, the Systemware team simultaneously captured approximately 100 million pages per hour of fully composed Advanced Function Print (AFP) statement data even as customers and associates continued to access existing statements through the Intranet and Internet portals. In the second migration, Systemware handled an unprecedented volume of statement data—a combined 60 million card accounts—and completed the migration in only five months. The Systemware solution gives the bank the ability to scale to 300 million card accounts before any performance concerns need to be addressed.

Better, Cheaper Faster Systemware takes pride in getting to know the needs of each customer and helping develop a content conversion strategy that fits those needs. Our stable product set and proven methodology, our people and our experience combine to provide enterprises with content conversions that really are cheaper, better and faster.

About Systemware 15301 Dallas Parkway #1100 Addison, TX 75001 1-800-535-8681

Copyright © 2013 Systemware, Inc.

Systemware, Inc. is a leading ECM company that effectively and efficiently capture, index, store and manage the billions of documents generated by some of the largest organizations in the country. Systemware enables customers across vertical industries—including financial institutions, insurance, healthcare and retail—to make better business decisions, capitalize on information assets, improve customer service, reduce operating costs and ensure compliance. Systemware offers a variety of ways to license and deploy its software — traditional implementation, cloud or hybrid.

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