EASY Migrations – “We can do it!”

At the Partner Barcamp, the focus was on EASY partners and their experiences in projects. Participants discussed challenges with the audience and exchanged solid tips and tricks. Jaco van Buren, from Ricoh Netherlands, provided insight into their experiences with migrations in recent years.
The starting situation at Ricoh: Most customers used EASY ENTERPRISE.i (EE.i), others already used the update EASY ENTERPRISE.x (EE.x), some of them with the link to EASY Archive for document storage. “Older” customers among the latter group used only the archive, while newer customers used the document workflow or at least the web-based front end. Ricoh also had many customers with integrations, XML servers, SOAP, Quickview, or SAP. So much for the situation at Ricoh.
EASY SOFTWARE AG introduced EE.x 2005. At the time, migration seemed too complex and for a long time it was unclear if there would be an integration in the Otris core for it. Shortly thereafter, EASY announced the end of EE.i, although without stating an exact date. Because the situation was unclear, customers hesitated on migrating to EE.x. Besides, there was nothing but the import-export option. But when EE.i Reader appeared, Ricoh was finally able to perform a migration via the server using archiving. With the Reader, it was possible for Ricoh to migrate large customers and customers with SAP integration to EE.x.

Migration problems with EASY ECM Suite

After testing the EASY ECM Suite, Ricoh was able to fill 40 pages of documentation with suggestions for optimization. A couple of problems were really tough nuts. “So what do we do with our customers?” Jaco van Buren asked the group. A migration tool was needed to convert the data to Archive Smart. At that time, migration tools were not sophisticated enough to perform this quickly at the customers. This is exactly why a solution needed to be created as quickly as possible – and Ricoh decided to write their own migration tool. Thus, bridges were built, and migrations from EE.i to EASY Archive could begin. Things are very different today. Modern migration tools allow quick and controlled migration. Jaco van Buren said that the current version demonstrates even better performance than their own migration solution.
The tools also run in the background, while the system renews the data in the EE.i Reader at the same time.

Best practices by Ricoh

In summary, Ricoh recommended the following sequence for migrations:

  • Install ECM Suite
  • Create old EE.i connection in documents
  • Import EE.i data and create appropriate data types
  • Delete EE.i archive and connection to documents
  • Configure the EE.i Reader in Archive Smart
  • Migrate the archive in Archive Smart, selecting the corresponding data types
  • Connect document type with the correct tab

Ricoh also recommends using the latest versions of the ECM Suite and Archive Smart as well as Documents 5 or the HTML 5 interface. The EE.i Reader should be used together with the new migration tool. The migration takes place in an adaptive scheme. At the end, there was nothing more for Jaco van Buren to add besides, “EASY Migrations – We can do it,” a quote that amused the audience.