Legacy data migration as the key to success

On the file server sit CAD data and general documents such as data sheets, contracts, quotations and calculations. It is likely that some duplicates are among them. E-mail correspondence in personal and public folders has to be considered as well. And there may be an ERP system whose master data is to be used.

What needs to be clarified is which of this existing data should be taken over into the new PDM system or DMS^tec. Or is there even a possibility to migrate data from an existing system? It also needs to be clarified whether the new system should use master data from the existing ERP.

CAD data

CAD data is often in an inconsistent state. As a result, the CAD system cannot open assemblies without errors, because certain files - possibly filed locally by a design engineer - are not accessible.

A clean-up of the CAD data and an export into a file system area are required so that the assemblies can be opened from a neutral machine. It must be ensured that references are accessible at all times. In the next step, the assemblies are imported into the PDM system using import routines. The process is time- and resource-intensive, since the import tool uses the CAD system to open each assembly and check it into the PDM system. Afterwards, all assemblies and their associated files are opened and saved. Once this process is complete, the design engineers can continue working with "clean" assemblies.

There are, of course, also companies that already run a PDM system and want to replace it. In that case, the CAD data is first exported into a file system area. Here too, the data must be checked for correctness and it must be ensured that the assemblies, models and drawings can be opened in the CAD system.

General data on file servers

Unlike CAD data, different requirements apply here. This is a multitude of different Office documents - Word, Excel and PDF files as well as scanned documents.

The challenge is that these documents are largely valid on their own. There are no links or references to other documents. The documents sit in folders structured with varying degrees of intelligence.

Duplicates and versions of these documents pose a further challenge. Duplicates frequently exist as 1:1 copies in different folders. Data analysis shows that one and the same file - binary-identical - can exist up to a hundred times in different folders across the company. Consequently, a decision is needed on how to handle these duplicates during import: should they be deleted, or do they perhaps serve a purpose after all? There is no universal answer to this question. In principle, the goal in a DMS^tec is to file a document only once.

So what quality can be expected from a document import? A further goal of the import is a meaningful classification of the documents. What document type is it - invoice, data sheet, order, correspondence? Can the document be assigned to a customer or order? In what period was it created?

At trisoft, an intelligent, learning tool is used to determine the originator of the document. Based on probabilities, descriptive metadata is derived from file names, extensions and directory paths with very high accuracy. It is possible, for example, to build version chains from several files automatically, documenting the history of a document's development process. As a result, the document appears in the DMS^tec only once - with the option of accessing historical versions at any time.

The import tool is able to import a large number of documents within a very short time and to generate the metadata required in the DMS^tec automatically. After such an import, the file servers are set to read-only or user access to them is blocked. Experience shows that users are able to work with the new system very quickly after the documents have been taken over. An essential precondition, however, is high metadata quality at the time of the migration.

E-mails

The third big topic is e-mails stored on Exchange servers. Microsoft Exchange Server is in use at most companies and - together with its public folders - is frequently used as a storage or mail management system. It is not ideally suited for these requirements, though. Just as often, e-mails are in fact orders, order confirmations, documentation, specifications or change requests. When e-mails are checked into the DMS^tec from Outlook, the .msg file is removed from the Exchange server - which ultimately also relieves the Exchange server.

What should be done with the historical e-mails on the Exchange server? Here too, mails can be taken over into the DMS^tec in bulk, just as with the general Office documents. Because of distribution lists and the many duplicates that come with them, a procedure needs to be defined here as well.

Master data from the ERP system

Databases and systems such as the ERP are among the most valuable data pools. Parts in particular - also called materials, items or similar objects - are of great interest because of their master data.

At first glance, this looks like a task that can hardly be managed. It is therefore essential to use a PDM system or DMS^tec that takes over the existing data with the highest possible quality. Working with an experienced partner who supports you competently in this project is of decisive importance.

PRO.FILE also understands parts and items and is therefore able to communicate with the ERP system as an equal. Coupling the PDM system or DMS^tec with the ERP has become established best practice. Before the system goes live, however, the initial load of all parts is mandatory. The trisoft import tools also offer the option of linking documents with the parts - not only 3D and 2D files and assemblies, but also general documents such as data sheets.

In all types of data migration, the fine-grained permission options are always respected and the permissions of the original filing locations and systems are taken into account.

Conclusion

The takeover of existing data from different sources into a PLM, PDM or DMS^tec system with PRO.FILE by trisoft happens with very high quality and accuracy. Finding data and documents precisely will make your colleagues' work considerably easier from the first day of using PRO.FILE. Acceptance of the system is there from the start, because all users have the documents they need for their daily work available from day one. The investment has paid off.