Project RAMP: Records Assessment and Migration Project

Last modified by Julia Gilmore on 2024-02-26, 11:52

Project Overview

Beginning in the fall of 2022, Scholars Portal and OCUL undertook a migration project for SPOTDocs, the wiki that serves as a knowledge base for various services, committees and working groups within the organization. This project was prompted in part by a change to the licensing model and pricing structure for the current platform (Confluence) that SPOTDocs was on.

Project RAMP offered an opportunity to identify an approachable and cost-effective solution for a collaborative wiki that meets service teams', committees' and working groups' needs to create, access, manage, and locate information. As part of this project, the project team conducted a comprehensive audit of SPOTDocs and the content management landscape within Scholars Portal and OCUL, environmental scans of Confluence alternatives, and outreach to the Scholars Portal and OCUL communities to gather feedback on users' experiences and how spaces are being used and maintained by their communities. 

Project Scope

 Steps

Phase

Actions

Projected Timelines

Status

1

Discovery

Analytics

  • Review of all SPOTDocs spaces (current, archived)
  • Usage analytics for SPOTDocs user activity 
  • Identification of active, semi-active, inactive spaces/content

Winter 2022

complete

2

 

Environmental scans

  • Wiki platforms
  • Consortial approaches to content management/collaboration
  • Similar migration projects

Winter 2022 - Spring 2023

Complete

3

 

Community Consultations

Spring 2023

Complete

4

 

Needs Assessment

Audit of content management landscape at OCUL / SP

  • Incorporating information shared by OCUL/SP teams during Community Consultations

Spring - Summer 2023

Complete

Complete

5

Development

Set up demo of new platform

Usability and accessibility testing

Summer 2023

Complete

6

 

Identify content for migration

Prepare and share content management guidelines

Summer - Fall 2023

 

Complete

Complete

7

Implementation

Customization and configuration of new platform

Prepare and share change management plan

Fall-Winter 2023

In progress

Complete

8

 

Migration of selected content

New SPOTDocs platform in use

Freeze Confluence instance of SPOTDocs

  • Reduce access to designated space admin

February 2024

February 2024

February 2024 * Coincides with end-of-life (EOL) for existing server license 

Complete

Complete

 

9

Storage and Monitoring

 

Monitor and evaluate new platform

Review migration

Archive selected content from Confluence

2024

In progress

10

Closure

Close Confluence instance of SPOTDocs

February 2025

 

Get in touch with the Project RAMP team

Your feedback is encouraged and will help ensure the future home of SPOTDocs is one that supports our vibrant OCUL and Scholars Portal user communities. 

Please feel free to reach out to the Project RAMP team to learn more about the project and the upcoming migration: