Our Migration Methodology
How We Migrate Documents from the OnBase® Platform to Epic® Gallery
We never start a migration from the OnBase® platform by bulk-copying files. Our methodology is built around contract clarity, classification, validation, and low-impact execution — designed specifically for Hyland OnBase® environments where clinical operations cannot be disrupted.
Discovery and OnBase® Environment Assessment
We begin by deeply understanding your Hyland OnBase® environment — document types, keyword schemas, storage architecture, integration points, workflow configurations, and operational constraints. We confirm the technical contract for both OnBase® extraction and Epic® Gallery ingestion before any data movement begins.
Key Deliverables
- OnBase® environment assessment report
- Document type inventory and complexity classification
- Extraction contract specification
- Epic® Gallery metadata mapping plan
- Risk register and mitigation strategy
- Migration timeline and phase plan
OnBase® Source Inventory and Classification
Every OnBase® document type is inventoried, classified, and assessed for migration complexity. We identify edge cases unique to your OnBase® configuration, measure volumes per document type, and categorize documents by extraction difficulty — from straightforward to complex.
Key Deliverables
- Complete OnBase® document type catalog
- Volume and storage analysis per document type
- Complexity classification matrix
- Edge-case identification report (revisions, forms, annotations)
- Keyword schema mapping to Epic® Gallery metadata
Pilot Extraction and Epic® Gallery Validation
Before committing to full-volume OnBase® extraction, we execute a representative pilot covering simple, moderate, and complex document types. The pilot validates the complete extraction pipeline and confirms output compatibility with Epic® Gallery ingestion requirements.
Key Deliverables
- Pilot scope definition and document type selection
- End-to-end pipeline validation (OnBase® extraction to Epic® Gallery-ready export)
- Epic® Gallery output format verification
- Performance baseline measurement
- Go/no-go recommendation with risk assessment
Core OnBase® Document Extraction
Full-volume extraction from the Hyland OnBase® platform using read-only, partitioned processing with built-in checkpointing. Documents are extracted in controlled batches, verified at every stage with SHA-256 hashing, and converted to Epic® Gallery-compatible format with complete metadata.
Key Deliverables
- Partitioned extraction schedule
- Real-time progress monitoring dashboard
- SHA-256 content verification logs
- Checkpoint and resume capability
- Per-batch extraction completion reports
OnBase® Edge-Case Resolution
Dedicated resolution for OnBase® document types and behaviors that require special handling — revision chains, annotations, Unity Forms overlays, COLD documents, unusual file formats, stylesheet dependencies, and documents with complex metadata relationships.
Key Deliverables
- Edge-case resolution log with handling rules
- Format conversion documentation
- Exception handling rules per document type
- Quality verification for each edge-case category
Delta Sync and Cutover Planning
Incremental extraction of OnBase® documents created or modified after the initial core export. Coordinated cutover planning with your Epic® team to minimize the gap between final OnBase® sync and Epic® Gallery ingestion.
Key Deliverables
- Delta sync execution plan
- Incremental extraction runs with verification
- Cutover timeline and coordination plan
- Final sync verification report
- OnBase® decommission readiness assessment
Reconciliation and Migration Closeout
Document-level reconciliation ensures every OnBase® source document has a verified counterpart in the export formatted for Epic® Gallery. Full audit trail delivered. Formal migration closeout with sign-off documentation supporting OnBase® retirement.
Key Deliverables
- Document-level reconciliation report
- Complete audit trail archive
- Exception and resolution summary
- Formal migration closeout documentation
- OnBase® decommission support materials
- Knowledge transfer to your team
OnBase® Migration Architecture Principles
Read-Only OnBase Extraction
Your production OnBase® environment is never modified. All extraction is strictly read-only with no write operations against the Hyland OnBase® platform at any point.
Partitioned Processing
OnBase® documents are processed in controlled partitions to limit resource impact on production systems and enable granular checkpointing and restart.
Verifiable at Every Stage
SHA-256 content hashing, metadata validation, and document-count reconciliation at every pipeline stage — from OnBase® extraction through Epic® Gallery-ready export.
See How This Applies to Your OnBase® Environment
Every Hyland OnBase® environment is different. We can walk you through our migration methodology for the OnBase® platform in the context of your specific document landscape, volume estimates, and organizational constraints.
Discuss Your Migration