Big Data

Category: Big Data (3 posts) [RSS]

May 29 2017

3 common issues with intranet data import and how to avoid them

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Many managers approach intranet migration with the feeling that all they need to do is move all their content onto the new system and everything will work seamlessly. Obviously, most of the time this is not the case. Not only can this approach lead to user experience problems, but it also denies you the opportunity to manage and refine your content database.

Take the time to read about the following three mistakes that most people make when migrating data to their intranet so you can avoid them in your organization.

1. Omitting a content audit beforehand

The mistake of thinking that all content on their current system is equally valuable is the most common amongst companies migrating to an intranet. This leads them to the conclusion that they should migrate all their content over onto the new system. However, as we found out during our 14 years of experience, migrating all your content is very inefficient.
A better approach is to perform a content audit to find out what content you have on your current system, and out of that what you really need.

Your content audit should answer the following questions:

  • How much content do you have?
  • How old is your content?
  • What’s the metadata of your content?
  • How valuable is your content?

We provide help with any migration project from an existing solution to XWiki, by taking over your existing data. As part of our data recovery projects, we implement the following methodology, meant to smooth the transition for you:

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 2. Forgetting to install the structure to the new intranet

Most organizations upgrade to a new intranet because they want to reap the benefits of a new or better platform. However, moving to a new platform can throw up some unexpected problems in the way your intranet works. A good structured intranet identifies important differences between the old and new platforms, so you can predict problems that might occur after migration and address them now.

This strategy should let you know which data you need to migrate, what you should archive, and what you can delete. All companies should have a content governance strategy in place anyway, but if you don’t currently have one, an intranet migration is a good opportunity to develop one.

For example, your content might end up being stored in surprising places on your new intranet, which could make it difficult for your users to access it as part of their daily activities. Use your governance and structure solutions to predict issues like this and address them before they become a problem for your users.

 3. Doing the migration by themselves

To capitalize all the information and knowledge of your business, it is important that the new solution is able to handle this transition. This is why we offer to assist you with the process. To avoid losing data and to save time, we have developed this import to be fully automated and secure.

These are the top benefits of performing a data import process with XWiki:

  • Each document becomes a webpage;
  • Documents are accessible from any web browser;
  • Edit and View interfaces on the same page (no back office);
  • Decrease or disappearance of information silos;
  • Addition of various features to collaborate around the content: comments and annotations;
  • Our technology allows you to perform massive imports of documents in your wiki, reducing the risk of losing data to almost none.

 

Want to know more? Drop us a line at sales@xwiki.com or try our solution, for free, to convince yourself. No strings attached.

Alina Luchian
Content Marketing Specialist @XWiki

May 10 2017

[Infographic] Reasons to start collaborating right now

Thinking that you can do all by yourself? Well, we think you'll be very much interested in this infographic showing how collaboration impacts success in business.

Download it to get a better view.

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DOWNLOAD THE INFOGRAPHIC

Sep 26 2016

Global needs. Simple solutions.

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Economic globalisation represents the concept of countries transacting commodities, services, know-how and money in an international context with the intention to stimulate and develop the world’s economy. This concept comes with a lot of benefits, but also some downsides. Companies often report a lack of communication and collaboration due to the geographical distances between the offices. Moreover, the large amounts of unstructured data, gathered after years of activity, are preventing multinational companies to perform efficiently and to be cost-effective.

Rapid growth of unstructured data

According to 40% of the respondents of a ESG survey on the cost of unstructured data, the most persistent challenge over the years is the rapid growth and the way unstructured data is managed. Moreover, the same study shows that only 36% of the average IT budget is spent on investments which are able to produce ROI, while the rest of 64% is spent on managing the unstructured data.

The reasons are diverse and could be influenced, as an example, by the lack of knowledge of how many copies are archived, what documents are relevant and there is always the risk of new employees to create or duplicate documents. Based on these facts we can understand of what importance it is to have everything structured in a collaborative platform, where any employee, no matter the technical skills is able to create, modify or share documents.

The client

This was the case of one of our clients. EMC is a global leading company with activities in the information systems and storage on the international markets. After continuously collecting data, EMC has faced a challenge in structuring and managing it in an efficient way. The consequence of leaving it unstructured is linked to poor efficiency and higher administrative costs. They had to find a way to manage large amounts of information mainly consisting in business proposals in Word format.

Our solutions

After research, they have chosen XWiki as the most suitable company to address their needs. Constantly communicating, we have understood the needs and started developing a structured knowledge base able to support EMC in their efforts of storing the internal competitive intelligence data. Moreover, in order to easily access information, we have implemented special filters for the ground teams to easily contribute with new articles and relevant information about their competitors. Furthermore, the Sales and Marketing teams have had their own special filter which was able to structure data based on the market and the product lines.

Once arrived in the implementation stage, we have offered our support in importing 30.000 Office documents in the newly created database. As the solution has been considered a valuable asset for the company, currently more than 5000 people within EMC are using it. If you want to know more about the EMC solution, please follow this link.

George Nikolic
Marketing Specialist @ XWiki