Migrating MS Office Documents from Office 2003 to Office 2010 Case Study

The Client

The client is an independent provincial agency responsible for regulating trading in securities. They offer information on investment, policy, and enforcement.

The Challenge

Our client needed help migrating Windows XP to Windows 7 and, in particular, help migrating documents from Office 2003 or older versions to Office 2010. Many of these Office documents made use of macros. The client uses OpenText Humming Bird (v 5.2.103.34) as their document management system.

Other sources of documents include:

  • File Servers
  • Application Servers
  • Network Drives
  • Personal Drives

The client was not sure about the scope of the document migration. They needed help finding the various Microsoft documents across all of the document sources and asked Optimus to help identify the documents and estimate the scope of the migration.

The client provided a mix of names, numbers and file locations to identify the documents. We had to extract the metadata and use the same identifiers.

The Process

  1. Find all of the documents.
  2. Setup and customize MS OMPM scripts.
  3. Validate the OMPM output.
  4. Collect and consolidate information from users.
  5. Analyze the data and estimate the scope of the migration.

How Optimus Helped

Steps followed:

  1. Client identified target network drives to use the Microsoft Office Migration Planning Manager (OMPM) tool.
  2. Optimus used OMPM tool to go over every object in the network drives, identify Microsoft Office documents, identify which documents use macros and list this information in XML format.
  3. Optimus created a macro detection shell script to process the XML output from OMPM and generate a list in the Excel format for analysis. The list contained meta-data information from the documents including file name, location, file owner, created date, modified date, macro or non-macro identification and the other file metadata.
  4. The client identified key business users in different departments for one-to-one interviews.
  5. Client and Optimus interviewed the business users to collect a list of the Microsoft Office documents that are used regularly.
  6. Optimus consolidated the lists using a macro detection script and one-to-one interviews with business users.
  7. As there were more than 2 million records, Optimus created a database in the local SQL Server 208 R2 and queried to get consolidated results such as:
    • Breakdown by macros, non macros and total
    • Breakdown by created year and modified year
    • Breakdown of different file extensions by created year and modified year

Creating the database also helped with end-user interviews by mapping the document names, paths or MS numbers provided by users with the records that were output after scanning the document locations.

Optimus analysed the data in the list to produce the final detailed information. The consolidated list highlights the most important Microsoft Office to be converted.