The state of Alaska

Migrate Oracle WebCenter Content to Alfresco at the state of Alaska


The state of Alaska

Alaska, northwest of Canada in North America, is geographically the largest, but most sparsely populated U.S. state. It's known for its diverse terrain of open spaces, mountains and forests, with abundant wildlife and many small towns scattered throughout its expansive environment.

The IT department at the state of Alaska has been using Oracle WebCenter Content (Oracle WCC) for document and records management. “Our Oracle installation contained around 230,000 documents, many of them with multiple versions,” said Zoya Ponomareva, program coordinator. “Browsing through these documents was far from easy and, besides that, we were not satisfied with Oracle's support.” The state government’s leadership decided to choose Alfresco as their new enterprise content management system, but needed to securely migrate all documents from Oracle WCC to Alfresco.

Alfresco
Ponomareva: “There was quite a few unknown for us as Alfresco was completely new to us, had not been configured and we had never done such a content migration before, so we needed a vendor with expertise and patience to guide us in the most efficient way possible.” After a search on the internet, Alaska’s IT department assigned Xillio as its partner in this process. The assignment initially did not include transformations, but instead only required an export of data out of Oracle WCC and an import into Alfresco.

Xillio used its migration software with already built-in Oracle WCC connector and the Alfresco connector for this purpose. The migration was fully automated with Xillio’s software that was designed for extraction, transformation and loading, using the CMIS plugin for import. The complete export from Oracle WCC took less than a full week and the import lasted just four days.


Transformations to content
Although the state initially did not need transformations to the content, its IT leaders decided to move forward with doing so because their content needed to be placed appropriately in the new system. Because the new Alfresco system was not yet configured, there was no structure and the Xillio professional service department designed a tentative data model in Alfresco and imported the Oracle WCC content to it. Thus, state officials could easily reference a target version and they asked to change a number of things during the systems implementation to gain the full benefits of the migration and the conversion.

Besides the changes to the Alfresco structure, Xillio consultants advised the state not to import all documents to the same folder, which was initially the plan. Doing so would have had a negative impact on the performance of the system; therefore, Xillio created additional rules and a folder structure for the documents.

Record time
As a result of this project, Alaska now has a new Alfresco system filled with all the (valid) content it had in Oracle prior to the change in systems. State officials were forced to rethink their document management system and Xillio created a consistent, manageable structure for them in multiple iterations offering advanced insights. Browsing through documents is now extremely easy, while that was next to impossible in the Oracle system.

Zoya Ponomareva: “Thanks to the help of Xillio we were able to accomplish this challenging project in record time. Xillio’s expertise is outstanding. What Xillio has accomplished is more than we would have imagined in this period of time. Furthermore, the software is very flexible. Xillio could make changes to export settings without having to do a whole new export. Even while users are continuing to use the system changes are reflected in download. 

Download case

“Thanks to the help of Xillio we were able to accomplish this challenging project in record time. Xillio’s expertise is outstanding. What Xillio has accomplished is more than we would have imagined in this period of time."

Zoya Ponomareva
- Program Coordinator