It is time to move! Nearly everyone has taken advantage of the opportunity to sort and purge when moving. You have the same chance when moving your content from a legacy system into new one. We recommend that you take a demand-driven approach and go through a sorting exercise to identify the most valuable knowledge. If you are restricted on time and budget, only focus on these documents.
Here are some suggestions on how you might make decisions on what to bring and what to leave behind.
The 80-20 rule applies here. Identify those pieces of knowledge that are used most frequently. Specifically, identify the top 20% that generate the most usage from your end users. Consider these your priority documents.
If you are not able to access usage data, you can still rely on a manual demand-driven migration strategy. Architect a manual process and enable your end-users to identify those documents that they use and flag them for migration. Enabling your end users to identify those documents that they find most valuable will mean less cost as you migrate content.
Accuracy and relevance
Once you have identified your top 20%, review this content for accuracy and relevance. In some cases, you will have user feedback data to help provide clues. Look in your feedback data to identify those documents that appear to need improvement work. Examples include documents that are being opened many times but where users are not giving them good ratings. These documents are candidates for content migration, but will need to be updated at the same time you move to the new system.
If you don’t have access to user feedback data, you might consider using a tool like Irrevo’s KnowledgeAQ to review and gather data on the accuracy of the knowledge that you have targeted for migration. Establish a standard set of review criteria questions and manually gather accuracy data on all the documents in your content migration inventory.
Unsupported and very old
Perhaps in your environment it is easiest to identify what NOT to bring. Start by eliminating those documents that align to unsupported products or processes. Also, if it works in your situation, identify those documents that have not been updated for quite some time. These are also candidates for documents that can be left behind.
Hold on, we have to migrate all our documents!!
Sometimes, especially in highly regulated industries, content can’t be purged for a specific period of time. In those cases, we recommend that you establish a very cost effective process to move your content inventory from the legacy system to the new system as efficiently as possible. Don’t be tempted to make extensive content improvement efforts just yet. Defer those content improvement activities until you have been in the new system for a bit of time and can take advantage of the usage data to identify the most valuable. Once you have visibility to that which is most valuable to you, then you can make your formatting improvements.
Don’t make a costly migration investment and move everything to the new system unless you are required to do so. Instead, take advantage of the opportunity to purge and sort your knowledge while you have the chance.