4matix: Conversion Process

Conversion Process

The 4matix data conversion process can be generally broken down into six parts:

Data Collection | Database Processing and Mapping | Data Interchange Test (DIT)
Production Delivery | Delta Conversion | Reconciliation

(Annotation processing – if part of the engagement – would happen at the end of production)

Data Collection

The conversion takes place from backup media – often optical platters, tapes or magnetic devices such as USB drives or SNAP servers, in our secure lab environment. The entire conversion process will not impact the day-to-day use of your current ECM system and will not introduce any foreign software into your production environment. The process will be transparent to your users and will not cause any system performance issues or resource contention. Additionally, this process will not put you in conflict with your current ECM SLA.

The process is divided into several parts to assure the smooth transition of your legacy data to your new platform. The first part is data collection.

The data collection step requires the customer to send us the following items: backup media, an export from the source application database (ASCII flat file, Sequel Server dump or ORACLE dump file) as well as other specific items depending on your current application. (Some customers will also send database extracts from other sources to be merged with the current ECM database tables. Examples would be data from JD Edwards, SAP, PeopleSoft, etc.)

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Data Processing

Once we have processed the database(s) we will work with the customer or assigned third party to determine how the legacy indexes will be migrated to the new system. Once the data mapping has been agreed to – we will produce a Data Interchange Test.

Data Interchange Test (DIT)

The DIT is a production run test and will be delivered in the same format as the production data. The purpose of the test is to give a customer converted data incorporating all the data mapping rules and covering every different document class/type. This test data is delivered to the customer for review and approval. The data will be written in an import format specific to the new ECM application. The customer is to verify the following:

1. The data delivered matches (count) the data imported.
2. The database mapping/conversion was properly implemented.
3. The pages in each document are in the proper order and match their indexing.
4. The data format is correct for each document. (i.e. single page TIFF versus multi-page TIFF)

Accompanying this test will be a sign-off form. Once the test has been accepted it should be signed and faxed back to the project manager.

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Data Production Delivery

Once the test is approved the production conversion begins. Converted data will be delivered every week until all the original data has been delivered. With each production delivery a packing slip is included. This packing slip will identify what has been delivered and should be used to reconcile the import. Any discrepancies should be brought to the immediate attention of the project manager.

Delta Conversion

Once all the back-file data has been converted it is expected that we would perform a delta conversion. This delta conversion should take place once all scanning into the source ECM application has stopped. To perform the delta conversion we would require updated database exports / dumps and new media with the newly committed data. This data will be quickly put into our production line and the delta converted. A final accounting of all data converted and not converted will be delivered after the delta has been completed to assure accuracy. (Note: data not converted usually falls into one of the following categories: listed in the DB but not on the media, a corrupt file, or zero bite file.)

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Reconciliation

This conversion process has been tried and tested for many years delivering billions of converted pages. Our staff has over 35 years of applicable experience performing large high volume conversions with this methodology. When considering a conversion vendor or methodology it is important to consider the items listed below:

In addition to the above – the conversion can be performed to assure the data most accessed is accessible first in your new ECM system. This can be done by processing data Last-in First-out. In conjunction with that – media can also be sorted so that media with a large concentration of documents from a particular document classes are processed first to maximize early usability in your new system.

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