Assecor Migration Studio

Read a interesting case study about an automation software that enables a particular smooth digital filing system
Business
Energy Business
Sales
700 Million
Employee
800
Residence
Frankfurt/Main, Germany
ASSECOR Services
  • Business Application
  • Data Management
  • Software Development

Assecor has developed the Assecor Migration Studio (AMS) from a customer project, a company-wide archiving service. It can convert all file formats from any output format, is enormously scalable and offers many other features. With this tool the digital transformation can be accelerated.

Challenge

In every company, including Energie AG, digital documents accumulate on servers and on individual computers, they are partly either poorly sorted, cannot be found or are stored in a wrong file format. An unmanageable number of documents can burden a company-wide network. They can be costly, for example in the need of continuous expansion of the physical storage space. But other costs are also rising, for example, through means of time-consuming research and exceeding frustration tolerances, which means that the productivity of employees decreases. In most cases, only a fraction of the available documents are needed. The other and larger part may be used exclusively for documentation purposes. Energie AG already knows that the archiving system is in need of improvement.

This is where Assecor comes in. Together with the customer during a consultation meeting, requirements are defined, which later serve as a basis for the project. From the requirements, we can determine when the customer needs a conversion service. This conversion service should be able to archive files around the clock and, if necessary, to convert them to PDF / A format - regardless of the source file format. In addition, performance should be scalable, but a minimum of 10,000 files can be archived daily.

From the requirements, we can determine when the customer needs a conversion service.
Carsten Schulze, Manager Digital Workplace

Solution

No software was found on the market that meets the requirements to at least 90 percent. Assecor recommended the Assecor Migration Studio. It can easily and efficiently implement all the requirements placed on the scenario.
The AMS converts all common file formats and more

  • For example, the AMS converts the most commonly used office format to extremely low error rates by being able to use Microsoft Office software remotely.
  • The file formats to be converted can be chosen almost arbitrarily: The AMS is not a closed system, but can be adapted as required by the customer.
  • Currently there are interfaces to Microsoft Word (doc, docx, dot, dotx) and OpenOffice (odt, ods, odp, odg, odf).
  • In addition, it is possible to convert graphics (bmp, jpg, png, tiff, wmf) to PDF.
  • In addition, the AMS is able to unpack, convert and store content from ZIP files (also individually).

The AMS is enormously scalable

The Assecor Migration Studio has a theoretically unlimited performance. Any number of conversion computers can work together on a single task without duplicating one file. Depending on the customer's requirements, the computing performance can also be transferred directly into the cloud and the conversion can be carried out via Microsoft Azure®. As a result, the AMS is enormously scalable and can be used as part of a one-time effort, but also as a permanent service.

The AMS converts on request or automaticall

The Assecor Migration Studio offers two operating modes for the conversion. It is possible to monitor a folder and automatically convert all files within this folder without user interaction; afterwards an archiving by a foreign system (on premise) is initiated. The interface between AMS and third-party software is defined at the beginning of the project in consultation with the customer. It is also possible for the AMS to retrieve the files from a DMS system.

Another option (on demand) is to explicitly convert files to user requests. In either case, any number of meta data can be processed.

Whether on premise, on demand or a hybrid solution of both is used, depends on the customer's needs. The needs are determined by our consultants in a request meeting and are validated in feedback rounds.

Should conversion errors occur, the AMS detects these errors and reports them to the user. Such errors occur, for example, with complex office documents with integrated database connections, which are not connected to the database at the time of the conversion. How the AMS should behave exactly when an error occurs can also be defined by our consultants with the customer in advance.

Benefits

Energie AG has an automated and customizable tool that provides rapid success in producing the desired target data structure. The AMS is also permanently available to the customer to the extent desired. In this project alone, a cost advantage of 32% can be achieved with the aid of the AMS. The specific error rate decreases compared to manual migration from an average of 48 percent to now 0 percent. In addition, the customizable conversion behavior of the AMS enabled the inclusion of change requests also in current and future projects.

Facts & Figures

  • Together with the customer, we determine the exact requirements for the tool

    Adaptable and expandable

    Together with the customer, we determine the exact requirements for the tool
  • cost advantage with the help of the AMS alone in this project

    32 percent

    cost advantage with the help of the AMS alone in this project
  • Previously, it was 48 percent

    0 percent error rate

    Previously, it was 48 percent