Migration Specialist Documents & Information Management

Project overview

Domain I&A

PZH has been working on the Information Transition since 2023, a comprehensive change program with a significant ICT component, affecting all 2200 employees, managers, and directors of PZH. The Information Transition program has three main focus areas:

By achieving these goals, the Information Transition lays the substantive foundation for digital transformation within the tasks and organizational units of PZH. Involvement from its own organization is necessary because the mentioned focus areas will require structural attention and effort even after the program concludes.

Within the program, policy, processes, architecture, and supporting applications have been developed or redesigned to achieve the objectives. The technical component of the program is therefore significant. However, the essential success factor lies primarily in a different way of working and its adoption. Therefore, by 2027, the program will be divided into development, where the final touches will be made to the development and/or setup of applications, as well as the migration path, and business implementation, which will ensure the integrated implementation of the developed applications.

These will be equipped with the appropriate organization, including roles and responsibilities, and the necessary training.

Project Cleaning & Migration

Within the program, new and existing information systems have been (re)designed to comply with the Archives Act and the MDTO standard. MS Teams has been redesigned, and a central archive and legacy platform (CALS) is being set up based on a Document Management System with a records management function. Because MS Teams cannot independently function as an archive system in the sense of the Archives Act, the archiving function is fulfilled by CALS.

To transfer the information management to the newly designed systems, approximately 100 million documents from the current integral document management system (iDMS), the old SharePoint, and the fileshares to be phased out must be cleaned, restructured, and enriched with metadata. Afterward, they can be transferred to M365 Teams (work in progress) or CALS (archive). Given the volume of the document collection, this can only be done based on a highly automated approach for which a migration path was developed in 2026 using Migrato (MICC) software.

This migration path covers the approach from A to Z: instructions, communication, tooling, software, and decisions, documented in a script and a runbook per O-team.

While the focus in 2026 was on developing the migration path, in 2027 it will be further developed and widely deployed to migrate the tasks – teams within the organization (task-oriented working) to MS Teams in conjunction with CALS. In Q1, the final pilots will still be running, and from Q2, scaling up to full production will begin. When CALS is operational, documents to be archived will also be transferred to CALS using the same migration approach.

Where the migration path was developed within the development phase, the execution of the migration will be part of the business implementation.

Description of the assignment

The migration specialist will carry out the migrations of O-teams, from pre-intake to post-care, according to the script and runbook. He or she will perform an average of one migration per week, following a fixed weekly rhythm and in collaboration with the assigned implementation team.

The migration specialist will act as an executor in Migrato. He or she will configure and execute the scans and migrations, interpret the logging, and determine the migration result. In doing so, the migration specialist will apply the business rules, cleaning rules, and migration scenarios and test their practical application.

The migration specialist will also be the technical and substantive point of contact for the relevant O-team during the migration. He or she will guide the transformation workshops, monitor the conditions for the migration window, and report on the result in the migration result products. A migration is only considered complete after acceptance by the O-team.

For each migration, the migration specialist will deliver, among other things, the following results for the source environments iDMS, SharePoint, and file shares:

A migration is considered successfully completed when:

Activities

12 months - 32-36 hours - 1.00 fte

Profile of the suited interim professional:

Dutch native or near native

Knock-out criteria:

• Sustainable Accessibility (‘getting things in order’). Sustainably organizing information management and all related ICT resources and processes. Cleaning and improving the quality of data and information are also part of the scope.
• I-governance & I-control (‘keeping things in order’). PZH wants to steer the data and information domain with a governance and control model without unnecessary bureaucracy, with the necessary processes, bodies, and roles.
• Data-Driven Working (‘using what is in order’). PZH is taking the next step towards a more mature use of data and information, and the program is developing the basic preconditions for structurally implementing and safeguarding data-driven working.
• Pre-intake and intake phase;
• Transformation and migration preparation;
• Migration and cleaning phase:
• migration of work in progress to M365 Teams;
• migration of documents to be archived to CALS;
• identification of documents to be destroyed;
• executed bulk and delta migration with success determination;
• handling of exceptions according to the exception approach.
• Post-care and accountability phase;
• Lessons learned per migration, as input for the next iteration of the script and business rules.
• the data has been cleaned according to the archive policy and selection list;
• the data has been transferred within the structure of Teams and the structure of CALS;
• the metadata has been enriched according to the cleaning approach and current principles;
• the O-team has accepted the result.
• Works closely with the Business Implementation team.
• Executes the cleaning & migration steps per phase within the planned weekly offsets.
• Monitors the result per phase and ensures proper compliance.
• Guides the O-team in substantive choices regarding the transformation and incorporates them into the migration.
• Configures and executes scans and migrations in Migrato and checks the logging.
• Applies business rules, cleaning rules, and migration scenarios and identifies where requirements and practical execution diverge.
• Handles post-care issues within the post-care period.
• Contributes to the optimization of the migration path by recording bottlenecks, improvement suggestions, and lessons learned in the backlog. The technical realization of improvements falls outside this role.
• Reviews the work of a colleague migration specialist according to the four-eyes principle.
• Participates in sprint rituals.
• Minimum completed HBO (Bachelor's degree) education;
• Minimum of three (3) years of demonstrable experience as a migration specialist or information management specialist with document migrations to M365/SharePoint or setting up processes for cleaning and enriching information, of which at least one (1) year within a (semi-)governmental institution with more than 2000 employees;
• Demonstrable work experience with migration tooling for document migrations;
• Minimum of two (2) years of demonstrable work experience with document management systems;
• Demonstrable work experience within the application of quality and compliance requirements for document migrations based on the latest legislation regarding information management: Archives Act, MDTO metadata, AVG (GDPR), and ISO 27001;
• Demonstrable work experience within Agile working;
• Minimum of three (3) years of demonstrable work experience as a migration specialist or information management specialist in implementing processes for cleaning and/or enriching information for the purpose of improving information quality;
• Demonstrable work experience with one or more complex document migration and cleaning projects (multiple source and/or target locations and metadata transition), comparable to the assignment description.

Project details

• Start: flexible
• Duration: 2 months
• Location: Den Haag, North-Holland, South-Holland, NL
• Languages: Dutch