Transferring Documents into CCH Document Management
Wolters Kluwer offers migration and merge data services by extracting documents from your current document management systems. Approved competitors and document sources for these services are listed below, if your system is not listed please discuss options with your account manager who will arrange for an analysis and scoping session with a professional services consultant.
Document services are available to new and existing customers. As standard this service is phased into different stages and you can expect conversion of up to 500,000 documents over a period of maximum 6 hours (2 sessions) during the live conversion stage. During the analysis and scoping phase of your project the number of sessions required for your system will be confirmed.
New customers who are using CCH Document Management as part of their CCH solution have options available to onboard documents from the current network folder structure into their new CCH Documents system or to migrate from an existing approved document management system.
CCH Document Management onboarding (10127137)
This service is designed for customers who have been maintaining their clients current documents/files in a structured network folder setup. Using client codes as sign posts our consultants will work with your teams to specify where the documents will be imported into your client library using an agreed mapping structure based on the following properties:
- Document Type
- Assignment
- File Name
- Description
- Created Date
- Last Modified Date
The imported files will be latest version only, if mapping to assignments, these must be set up before the documents can be imported, we are unable to map to Jobs\Schedules.
The majority of this service will be provided by consultants during standard working hours, while live work will occur outside of regular office hours to minimise any impact on user performance.
Document Migration (10127135)
Customers often merge documents from other sources into their existing CCH systems, such as integrating documents from a newly acquired company or consolidating document systems from multiple offices.
This process requires careful planning to ensure seamless integration without disrupting operations. Our teams provide full support, guiding you from assessment to final integration, and ensuring your system's performance and reliability are protected.
Customers migrating data from an approved competitor document management system can expect services to accommodate the most frequent customer requests including :
- Migrating from one approved source into CCH Document Management
- Migrating documents from more than one approved source ie competitor and network folder structure – Bespoke CCH DM Merge Migration
Document Management Merge (10127136)
Customers who have more than one instance of CCH Document Management and are looking to merge the systems under one will be guided by our consultants during the discovery process. With analysis and scoping we will work with your teams to define a mapping which will meet your needs. Often the document management systems are merged after the standing and any practice management data and therefore decisions on clients codes, assignment and document types will have been part of those discussed.
As with the document migration and onboarding services we will focus on client library documents, current version only, assignment and document types, and field properties which will ease the transition to the new single system.
The majority of this service will be provided by consultants during standard working hours, while live work will occur outside of regular office hours to minimise any impact on user performance.
CCH Document Management offboarding (10127138)
The export of all client documents into a structured folder network is a new offering by Wolters Kluwer UK. Whether for divestitures, restructuring, organisational or EDMS changes, our document offboarding services are designed to export documents as files while maintaining data integrity and minimising disruption.
This services does not include archiving or destruction of documents – additional services are available to support this need if required by your business.
Our consultants will work with your teams to creating a mapping structure for exporting files into your network location, ensure that there is sufficient storage space for the exported documents, keeping in mind that the original document data base will be unaffected by this service.
This service will be provided by consultants during standard working hours and is not expected to impact on user performance.
Typical document migration process
There are several stages involved with migrating client only documents from your existing system to the client library in your CCH Document Management system.
Customer preparation for day one
In preparation for the analysis on day one, a copy of the third party document system must be provided along with the CCH Central database or access to live/or copy of system.
Day One - Wolters Kluwer analysis
Wolters Kluwer test standard extraction routines on metadata and produce Client, Document type and assignment reports.
Customer preparation for day two
Customer to outline mapping requirements in Excel worksheets which includes these fields:
- Document Type
- Assignment
- File Name
- Description
- Created Date
- Last Modified Date
Day Two - Wolters Kluwer mapping routines
Wolters Kluwer modifies extraction routines according to the mapping requirements provided and the scripts are created.
Customer preparation for day three
Customer to provide Wolters Kluwer with access to third party document system and directory plus the CCH Central SQL Server box.
Day Three - Wolters Kluwer test conversion
Wolters Kluwer perform the following tasks for the test conversion:
- Install and set up import tool
- Set up and modify extraction routines (file paths)
- Run test extraction and import a single client’s documents
- Arrange for customer review of the imported documents and verification of mappings.
Day Four onwards - Wolters Kluwer live conversion (Out of Hours)
Wolters Kluwer perform the following tasks for the live conversion:
- Run live extraction\import
- monitor and produce feedback (results)
- run script to de-activate Thumbnail Generation
- create archive of DM database and new go forward database including configuration.
Note: Due to the nature of this service, downtime on business sytems will need to be factored into delivery schedules.
Considerations
Important items to note
- The document conversion can only be run after CCH Document Management is live (ideally at least a month after go-live) to ensure the CCH Document Management system configuration is signed off before the mapping is defined.
- The third party document system database and document directory needs to be on the same SQL server as CCH Central and CCH Document Management
Useful Information! - please ensure there is enough storage space on the server.
- Documents can be imported at a rate of 400,000 to 500,000 a day so for customers with large volumes of documents, this might need to happen over more than one weekend.
- We are unable to map to CCH Central Jobs\Schedules.
- Client codes in the third party document system must match those in CCH Central. If not an MS Excel file containing the relevant mappings is required.
- Conversion is for Client Filing only.
- All third party documents must be checked in for live conversion.
- Only the latest version of each document will be converted.
- If mapping to assignments, assignments must be set up before the documents can be converted.
- Once documents have been imported, archiving the document database is recommended but this depends on volume.
- .EML files must be first converted to .MSG format, normally done by a third party IT provider or customer IT team as it is not part of the conversion process.
- WK will require unattended remote access during the live conversion process (Customer IT to provide preferred access). Remote connectivity must be tested prior to live out of hours activities.