Our OnBase Migration Methodology
How We Migrate OnBase Documents to Epic Gallery
We never start an OnBase to Gallery conversion 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 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-to-Gallery pipeline and confirms output compatibility with Epic ingestion requirements.
Key Deliverables
- Pilot scope definition and document type selection
- End-to-end pipeline validation (OnBase to 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 Hyland OnBase 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 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 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 Gallery-ready export. 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 Hyland OnBase 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 Gallery-ready export.
See How This Applies to Your OnBase Environment
Every Hyland OnBase environment is different. We can walk you through our OnBase to Gallery migration methodology in the context of your specific document landscape, volume estimates, and organizational constraints.
Discuss Your OnBase Migration