This document summarizes the key steps and considerations for migrating from the eRoom collaboration platform to Microsoft Office 365 and SharePoint. It outlines a 6-step methodology: 1) analyzing the existing eRoom environment and content; 2) mapping eRoom features to Office 365; 3) evaluating migration tools; 4) conducting a pilot migration; 5) learning from the pilot to finalize the migration plan; and 6) performing post-migration checks. The goal is to streamline the data transfer, preserve metadata and security settings, and help users leverage new Office 365 collaboration features.

1. Migration from eRoom to
Office 365 and SharePoint
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2. Session Speaker
Madan M
Senior Architect
WinWire Technologies

3. Agenda
2. Drivers for migrating to Office 365
3. Migration Methodology
4. Q&A
1. Why migrate from eRoom

4. Why migrate from eRoom?
What is eRoom?
1. Online project collaboration
system
2. Has flexible folder and room
structure
3. Two versions of eRoom –
Documentum eRoom and
eRoom.net
Why migrate from
eRoom?
1. Specifically for small to medium
sized businesses only
2. Mainly for collaboration and not
for full fledged content
management system
3. Difficult to implement governance
4. No option for enterprise social
features like blogs, wikis, discussion
boards or RSS feeds
5. No Personal space / My Site
eRoom improvements
and EOL
1. 7.4.4 end of support in March,
2017

5. Drivers for migrating to Office 365
Platform consolidation
Migrate essential
content
Integrated Search
Mobile Enablement
User friendly publishing
& content workflows
Enterprise metadata
management
Video Portal
Corporate Documents and content consolidation into new systems reduces
costs on infrastructure and licensing
Analyze and migrate only the content needed and purge / archive legacy
content
Reduced time to search the content
Mobile enable the access to the corporate content in a secured way
SharePoint, Flow and PowerApps makes end user workflows and publishing
smoother and easier
Manage the corporate metadata centrally
Enables to manage and stream videos effectively and only stream when the user
is watching as opposed to downloading the entire video

6. eRoom to O365 Migration methodology
Step 1
Pre-migration
analysis
Step 2
Map Office 365
features
Step 3
Migration
options
Step 4
Perform pilot
migration
Step 5
Learnings from pilot
and plan migrations
Step 6
Execute migrations &
post migration
checks

7. Step 1: Pre-migration analysis
i. # of eRooms
ii. Internal vs External
iii. Volume of content
iv. # of internal and external users
v. # of documents and their versions
vi. Security matrix
vii. # of calendars
viii. # of discussion boards
ix. # of databases
x. # of inboxes
xi. # of links
xii. # of polls
xiii. # of users, groups and custom roles
DocAve’s pre-migration scanner for the analysis
Part 1: Existing environment analysis –
Gather metrics using tools Part 2: Conduct user interviews
i. Discuss and document the usage
pattern – highly used vs not used
features
ii. Document objectives of migration
iii. Document the pain points of current
system
Part 3: Content analysis
i. Identify the content not to be migrated
ii. Define migration complexity for each
eRoom
iii. Map eRoom and O365 features

8. Step 2: Map Office 365 features
eRoom Container Type
Calendar
Discussion List
Folder
Links
Notes
Poll
Database
Documents
Permissions
Versions
Metadata
eRoom
Custom processes
Custom Forms
O365 / Office Product recommended
SharePoint Online
Yammer
OneDrive for Business
SharePoint Online
Microsoft OneNote
SharePoint Online
SharePoint Online
SharePoint Online
Office 365
SharePoint Online
SharePoint Online
SharePoint Online
Microsoft Flow
PowerApps
O365 Product Feature recommended
Calendar
Discussions
Folders
Links List
Notes
Survey
Custom List
Document library
O365 groups
Document and list versioning
Managed metadata
Site Collections OR, Sites OR, Document libraries
Flow
PowerApps

9. Step 3: Evaluate migration tools
• Migrate to any target:
• As Site collection
• As Site
• As document library
• Migrate any source container:
• All items migration
• Container migration
• Database migration, etc.,
• Powershell based migration scheduling
• Manage migration collisions
• Nested content and security migration
Option 1: Metalogix Content Matrix – eRoom
edition
Option 2: DocAve6 – eRoom migrator
i. Streamline the data transfer easily from
eRoom to SharePoint
ii. Preserve and map all associated
metadata and security settings
iii. Plan migration jobs according to
business needs with granular or bulk
content migration and customizable job
scheduling
Option 3: Tools
i. Tools (for SP Online migration) and
Custom migration approach for Office
365 products

10. Step 4: Perform pilot migration
1
2
3
4
5
Choose site(s) with different complexity
levels
Choose site(s) with unique feature sets
Identify business users who wants to pilot
Define migration process and methodology
Leverage multiple migration tool options
6 Document each migration tool pros and
cons based on pilot migration
7
8
9
10
Prepare to re-migrate as necessary
Identify the tool best suited for customer
environment
Demo the migrated solution
Gather the feedback and make necessary
modifications in migration process
11 Finalize the migration plan for remaining
sites

11. Step 5: Learnings from pilot and plan migrations
Hybrid approach (third party tool +
custom migration tool) as need be
Document pilot migration learnings
Identify the most suited tool for customer
environment migration
Update the migration complexity matrix
based on learnings as needed
Finalize the sequence of migrations
Finalize the mapping and migration
plan

12. Step 6: Post migration checks
1 Define and implement
governance plan
2 Conduct user trainings and
brown bag sessions
4 Enable users to leverage out of
the box Office 365 features
3
Measure user adoptability
5 Co-existence: Run both the
environments in parallel for a
period of time
6 Decommission: Decommission
the existing environment
7 Develop the maintenance plan by
working with customer lead

13. Who We Are
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for enterprises in the Mobile-Cloud world.

14. Q & A
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