Migration of the electronic archive (TCP) to DMS Content Management

“What I appreciate most about working with IXTENT is their ability to listen to the client’s needs and find solutions that truly suit them.” If a production problem occurs, the team immediately addresses it and tries to find a way to solve it as quickly as possible. I can rely on them – they are flexible, helpful and always try to find the best possible solution. This is essential for me and that is why I would recommend cooperation with IXTENT to other companies.” MIROSLAVA LUKÁŠKOVÁ | Product owner

Initial Situation

What were the key reasons that made the migration necessary?

MPSS has long used the DMS OpenText TCP system as a central document repository for most agendas (EAK, ADS, BIO, Sofa), referred to as “blue eArchives”. However, this solution is technologically outdated, although it has been in operation since approximately 2008.

Risks of the Legacy DMS TCP

As of 2025, it is no longer fully supported by the manufacturer, which brings risks of outages, incompatibility, and increasing operational risks. Therefore, in 2022, MPSS decided to switch to the modern DMS OpenText CM platform (hereinafter only CM), where it already operates new agendas associated with KB Hypotéka mortgage, with the vision of gradually migrating existing agendas from TCP to CM. In the KB Hypotéky project, CM is used to store and provide a user interface for working with mortgage-related documents in the appropriate folders.

Solutions by IXTENT

As part of the first phase of the project, an analysis of the requirements for migration from DMS TCP to DMS CM was performed with the aim of designing the migration process and preparing the documents for a fixed offer without the risk of increasing the project price.

The next phase of the project involved implementation, which can be divided into two separate streams:

1. Preparation of the environment in DMS CM, where the most important activities are:
   • Preparation and design of a data model – definition of necessary attributes for individual types of documents and agendas
   • Creating a structure of folders and subfolders for the logical organization of documents according to agendas (EAK, ADS, BIO, Sofa)
   • Setting user permissions and roles – managing access rights to documents and folders
   • Implementation of various registers (for example, document types)
   • Development of features that users are familiar with from TCP
   • Configuration of integration points to connect CM with surrounding systems without the need to intervene in the infrastructure
   • Implementation of the integrated ContentSuite Viewer document viewer directly in CM
   • Setting up screens (perspectives) and search widgets for easy searching
2. Customization of the migration component in the form of the Document Pipeline tool with a connection to IXTENT Smart Document Flow, which ensures retrieval of data from the original TCP system and filing it in the new CM. For example, this tool solves:
   • Preparation of migration tables and migration status recording
   • Export of original data from DMS TCP – correct attribute values primarily from the database
   • Data conversion into agreed new structures in DMS CM (for example registers)
   • Inclusion of migrated documents into the prepared structure of folders and subfolders according to agendas (EAK, ADS, BIO, Sofa)
   • Setting user permissions and roles for migrated documents, including access rights according to the original settings in TCP
   • Tuning the migration speed and optimizing individual components
   • Verification of correct document classification, validation of metadata and user rights

During testing, extraordinary emphasis was placed on the speed of the entire migration process, as the original TCP system contained approximately 80 million documents. This high volume of data required careful optimization of migration steps and ongoing performance tuning to ensure the efficient and secure migration of all documents to the new environment.

Summary

The migration of the “blue eArchives” (EAK, ADS, BIO, Sofa) to DMS CM unified all document agendas into a single modern platform.

We used a newly built platform that was piloted for KB Hypotéky and managed to expand it with historical agendas from eArchives (which had been in operation since 2008).

Functionality, data integrity, and direct connection of archive servers to third-party systems were maintained. The new environment brought greater stability, simpler administration, unified support, and a long-term sustainable solution for document management at Modrá Pyramida

“What was crucial for me about the DMS migration project for Modrá pyramida was that we managed to preserve all the key functionalities of the original TCP archive, which are specific to us and which we routinely use. We placed great emphasis on optimizing the speed of the application to make work as efficient as possible for users. Unifying database models for different agendas allows us to search more easily across the entire system, which significantly eases the work – users can easily process loans, building savings, data reports, or mortgages without having to switch between different systems. I appreciate that the same people who had previously implemented the mortgage agenda worked on the project, which was a great benefit – they had the necessary knowledge and seamlessly built on previous experience. During migration testing, new situations arose that needed to be addressed, but we always looked for solutions together, which is common for such large-scale projects. The cooperation was very professional and I could rely on the team.” MIROSLAVA LUKÁŠKOVÁ | Product owner