Document Management System Extraction
Are you frustrated with your current ageing Document Management System? Many businesses fail to consider how important their documents are until it’s too late. Either a vendor goes out of business and can no longer maintain their system, or their servers become inoperable and require a specialist to come bring them back to life.
The Data Group specializes in helping customers overcome their challenges by extracting their data from an ageing system and can also migrate their data to a new system. We have done migrations anywhere from 5 Gigabytes to 5 Terabytes of data in order for a customer to seamlessly move from one system to another within various industries, such as Accounting, Insurance, Medical, Real Estate, Education and others.
The Process:
When a customer requires help extracting their data, we perform a free system analysis, a member of The Data Group staff will provide a comprehensive extraction/migration migration plan suited to your business. At no point will anyone but a vetted US Citizen have access to your data.
Initial Analysis:
First and foremost, an analysis of your existing system needs to be performed
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What system are we extracting data from?
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Is the system on premises?
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Is the system running?
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What sort of database infrastructure is it running?
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Are the files stored in the database or on disk?
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Is the system in the cloud?
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How is the provider providing your data, if at all?
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Does the cloud provider currently provide an API?
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​​When is your subscription scheduled to terminate?
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What type of data is being stored?
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Single Page PDFs
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Multi Page PDFs
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Single Page TIFs
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Multi Page TIFs
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Is there a conversion requirement to the new system?
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Do we need to convert your single page TIF or PDF files to multipage for this extraction to succeed?
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What other types of files live in your current system? (Word, Excel, Powerpoint, Photo, Video etc)
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Does your current system have a hierarchical file structure?
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If not, how would you like your documents to be stored if your structure isn’t already defined?​
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What sort of meta data is associated with your current system?
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Some customers have invoice dates, first names, last names, et al associated with files or file folders.
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Is your data multi homed within your document management system?
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For example, a file called “Insurance Policy 123.pdf” could be stored in “Policies” and “Renewals” at the same time​
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Will users continue to use your system while the extraction/migration process is being built/processed?
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If users need to keep scanning during the migration process a "Gap Fill" will need to be performed, where all steps of the original migration are done over and will incur an additional cost.​
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Where is the data being migrated to?
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Typical options are on disk, to another on premises system or a cloud Document Management System.
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How will The Data Group access your files/database/data?
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How will The Data Group access/extract your files
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Via your cloud system?
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Via remote access to your systems?
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Via a file transfer?
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How long will The Data Group retain your files for, post job completion?​
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What is the timeline for the extraction/migration process?
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When can the migration commence?​​
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Legal
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Does your business require a BAA due to HIPAA?​
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What sort of insurance limits are required to commence work?
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References?
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Extraction/Migration Plan and Written Estimate.
The Data Group provides a written estimate with all details of file extraction/migration, these will include:
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System Details
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​Original Document System details,
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File Count
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File Size on Disk
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Estimated extracted disk space requirement
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File Extraction Work Details​
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Where work on your files is to be done (Via Remote Access, On Site, Via Copies)
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File conversion requirements and cost (If Applicable)
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If the customer needs to move single page documents to multipage, there is an additional labor involved
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Migration Requirements (If Applicable)​
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​The name of the new system​​
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Cloud Based or On Premises
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Meta Data equivalence
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Timeline and cost
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Gap Fill Requirement (If Applicable)​
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If the customer needs to use their existing system we're migrating from during the migration period, there will be a gap fill requirement and additional cost to complete the extraction/conversion/migration.
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Complete Cost Estimate​
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After all of the above are stated, a total of estimated fees to complete your extraction will be provided.​
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Post Extraction Report
The Data Group provides a written report of all missing/corrupted files and a report of successfully migrated files to the customer
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Extraction/Migration Stats
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File Count (Success)
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An Excel Spreadsheet of successfully moved files and original locations.​
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File Count (Failure)
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Files Missing​
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Corrupt Files
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Files Failed To Convert
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An Excel Spreadsheet of failed files with reasoning.
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Data Retention (If Applicable)
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The Data Group will indicate a data destruction date for your data.​
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Job Completion.​
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You, and your data will be free from your old system for good!
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The Data Group has successfully extracted and migrated data from the following legacy systems, and we are adding to this list daily. Please contact us for a consultation to free you from your ageing Document Management System.
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Ademero
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Alchemy
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Alfresco
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Canon ImageWare
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DocStar
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DocStar Eclipse
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DocuFetcher
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DocuLex
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DocuWare
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EFile Cabinet
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FileBound
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InfoRouter
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OptiView
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Paperless PVault
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PaperSave
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Ricoh ECabinet
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SharePoint
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Thomson Reuters GoFileRoom
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Treeno
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Ultima
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And others...