Earlier, the term "document viewer" was often associated with legacy tools, which were gradually replaced by modern web-based technology; WebViewer is the leading example of this transition.
Although the benefits of migration to a web-based viewer are hard to argue with, such as increased access, greater collaboration, and improved system integration, this transition process comes with its challenges.
It is important to understand these challenges, and this article explores how to overcome them for a successful transition.
Challenges in Migration
1. Data compatibility and mapping
Meeting the requirements of the data formats from the legacy system is one of the biggest challenges and top priorities while migrating from legacy systems to a new technology like WebViewer.
Legacy PDF viewers often use formats that are not mainstream or have proprietary formats, which means many people cannot work with PDF documents.
You need to map some accompanying data, and create a plan of action that describes how each document type will be represented in the new solution. To avoid data loss or corruption during migration, you need to take time to analyze your existing data.
2. Lack of Documentation
This problem is exacerbated because many legacy systems lack adequate documentation, making migration particularly difficult.
With no clear specification on how data is structured or how the system works, IT teams have a massive challenge ahead in terms of understanding what precisely needs migration and the most efficient way to carry it out.
As a result, this can lead to extended timelines and added costs as teams work furiously to figure out the legacy system and what it does.
3. Developers must integrate their applications with existing systems
Legacy document viewers typically integrate with other enterprise systems, such as customer relationship management (CRM) or enterprise resource planning (ERP) software.
However, migrating to WebViewer will involve ensuring these integrations will continue to work. This can be difficult with third-party vendors involved or with dependencies that are not correctly documented.
You must undertake detailed assessments of all integrations to develop a strong migration plan to avoid disruptions.
4. User Training and Adoption
New systems generally depend on changes to user behavior and workflows. Legacy viewer users may be familiar with it and reluctant to change.
One way to overcome this is to have extensive training programs lined up explaining the advantages of WebViewer that can help the organization in terms of better functionality, ease of use, etc. Involving users in the process can create a sense of ownership and reduce resistance.
Creating Successful Migration Solutions
1. Comprehensive Planning
Planning the migration with a structured approach can help you address challenges upfront as they arise. The plan would then need to detail timelines, resources, risk management plans, etc.
It is advisable for organizations to adopt an incremental migration approach as opposed to a one-time migration, where all the data is transferred over in one go.
Allowing teams to troubleshoot issues on a small scale before a widespread deployment can help mitigate risks and problems associated with large-scale migrations.
2. Utilizing Migration Tools
Using specialized migration tools can ease the migration of data from legacy systems to WebViewer. These tools help automate much of the data extraction, transformation, and loading (ETL) process, saving manual work and preventing human errors.
Additionally, several tools provide functionalities that verify compliance with data security standards during migration.
3. Engaging Stakeholders
The migration process is successful when key stakeholders are involved. Regular communication with users, IT staff, and management helps align the goals and expectations of all parties.
Reaching out to stakeholders can also yield helpful insights on potential clashes or points of contention.
4. Post-Migration Support
Once the migration is complete, organizations should support users as they adapt to WebViewer. This includes setting up help desks, offering additional training sessions, and soliciting feedback on user experience.
Continuous support helps ensure users feel confident in navigating the new system effectively.
In conclusion, migrating from legacy document viewers to WebViewer presents several challenges—including data compatibility issues, lack of documentation, integration complexities, and user adoption—these obstacles can be overcome with careful planning, effective use of technology, stakeholder engagement, and robust support systems.
By addressing these areas proactively, organizations can facilitate a smoother transition that enhances their document management capabilities.