Document Management System

Xforia Technologies; Pune District, Bengaluru; Hybrid; INR 1,200,000 - 1,800,000; Full time

Job summary

Xforia Technologies in Pune, India seeks a DMS Migration Lead to plan, design, govern, and execute enterprise document migrations from legacy systems into the target DMS as part of the SAP transformation program.

The role is hands-on, requiring active participation in extraction, transformation, metadata mapping, loading, validation, and cutover activities, while ensuring security, integrity, and compliance of migrated documents.

Qualifications

• Minimum 7 years of experience in Document Management Systems, Enterprise Content Management, or document migration.
• Proven experience in executing large-scale enterprise document migrations.
• Strong hands-on experience with document extraction, transformation, metadata mapping, loading, validation, and reconciliation.
• Technical ability to work directly with document migration tools, scripts, APIs, interfaces, repositories, and batch processes.
• Experience with enterprise platforms such as SAP DMS, SAP ArchiveLink, OpenText, SharePoint, Documentum, Alfresco, Hyland.
• Strong understanding of document taxonomy, metadata, indexing, classification, versioning, and lifecycle management.
• Knowledge of document security, authorization, archival, retention, legal hold, and compliance requirements.
• Experience handling high-volume document repositories and different file formats.
• Strong troubleshooting skills for migration errors, metadata mismatches, corrupted files, duplicate documents, and integration issues.
• Experience with migration testing, reconciliation, cutover, and post-go-live support.

Responsibilities

• Define the end‑to‑end document migration strategy and approach.
• Assess legacy applications, repositories, file systems, databases, and interfaces.
• Identify in-scope document types, formats, volumes, metadata, ownership, retention requirements and dependencies.
• Define the migration waves, testing cycles, reconciliation approach and cutover plan.
• Prepare detailed migration plans, resource requirements, timelines, risks and dependencies.
• Recommend tools, utilities, scripts, or technical approaches for migration.
• Actively support and execute migration activities and tooling.
• Perform extraction from legacy systems and load into target DMS.
• Develop, configure, or support migration scripts, interfaces, APIs, and tools.
• Execute format conversion, metadata enrichment, indexing, and classification.
• Coordinate with SAP and DMS teams for integration and validation.
• Produce migration dashboards and status reports.

Skills

Document migration

Metadata mapping

ECM systems

Scripting

Tools

SAP DMS

SAP ArchiveLink

OpenText

SharePoint

Documentum

Alfresco

Hyland

Job description

Job Description: DMS Migration Lead

Position Summary

The Document Management System (DMS) Migration Lead will be responsible for planning, designing, governing, and executing the migration of enterprise-generated documents from legacy applications and repositories into the target DMS solution as part of the SAP transformation program.

This is a hands-on role. In addition to providing functional and technical expertise, the resource will be expected to actively participate in document extraction, transformation, metadata mapping, loading, validation, reconciliation, testing, defect resolution, and cutover activities wherever required.

The role will ensure that all in-scope documents, including PDFs, letters, reports, images, attachments, forms, contracts, and other business records, are migrated securely and accurately while maintaining document integrity, accessibility, traceability, and compliance.

Key Responsibilities

1. Document Migration Strategy and Planning

• Define the end-to-end strategy and approach for enterprise document migration.
• Assess legacy applications, repositories, file systems, databases, and interfaces containing enterprise-generated documents.
• Identify in-scope document types, formats, volumes, metadata, ownership, retention requirements, and dependencies.
• Define the document migration methodology, migration waves, testing cycles, reconciliation approach, and cutover plan.
• Prepare detailed migration plans, resource requirements, timelines, risks, assumptions, and dependencies.
• Recommend suitable tools, utilities, scripts, or technical approaches for document migration.

2. Hands-on Migration Execution

• Actively support and execute document migration activities, rather than operating only in an advisory or governance capacity.
• Perform or assist with document extraction from legacy systems, repositories, databases, shared folders, and other source platforms.
• Develop, configure, or support migration scripts, utilities, interfaces, APIs, and migration tools as required.
• Execute file format conversion, document transformation, metadata enrichment, renaming, indexing, and classification activities.
• Prepare and load documents and associated metadata into the target DMS platform.
• Troubleshoot migration failures, document corruption, unsupported file formats, metadata mismatches, duplicate documents, missing files, and access issues.
• Support technical teams in resolving tool, connectivity, performance, storage, interface, and repository-related issues.
• Participate directly in mock migrations, trial loads, dress rehearsals, production migration, and post-cutover stabilization.
• Ensure that migration procedures are repeatable, controlled, auditable, and suitable for production execution.

3. DMS Design and Governance

• Define document taxonomy, classification, indexing standards, naming conventions, and repository structure.
• Establish metadata requirements and mapping rules between source and target systems.
• Define handling rules for duplicate, obsolete, corrupted, incomplete, encrypted, and unsupported documents.
• Ensure alignment with document lifecycle, archival, legal hold, records management, and retention requirements.
• Define security, user access, authorization, confidentiality, and document ownership requirements.
• Establish governance processes for document migration approvals, issue management, and business sign-off.

4. Document Analysis and Metadata Mapping

• Perform detailed profiling and analysis of documents and associated metadata in source systems.
• Identify missing, inconsistent, invalid, or duplicate metadata and recommend remediation actions.
• Prepare source-to-target metadata mapping specifications.
• Define defaulting, derivation, transformation, validation, and exception-handling rules.
• Work with business and technical teams to validate document classifications and metadata mappings.
• Ensure migrated documents remain correctly linked to the relevant business objects, transactions, employees, vendors, customers, contracts, or other master

and transactional records.

5. Testing, Validation, and Reconciliation

• Define document migration testing and acceptance criteria.
• Conduct technical validation of migrated documents, including file readability, format integrity, metadata accuracy, accessibility, permissions, and business-object linkage.
• Develop reconciliation controls for document counts, file sizes, metadata completeness, successful loads, rejected records, and migration exceptions.
• Coordinate business validation and obtain formal sign-off for migrated documents.
• Investigate and resolve document migration defects across test and production environments.
• Maintain traceability between extracted, transformed, loaded, rejected, and reconciled documents.
• Produce migration dashboards and status reports covering volumes, success rates, exceptions, defects, and outstanding actions.

6. SAP and DMS Integration

• Ensure that migrated documents are correctly integrated with relevant SAP business processes and objects.
• Work with SAP functional and technical teams to establish document links and retrieval mechanisms.
• Support integration with solutions such as SAP DMS or other enterprise content management platforms.
• Validate that business users can search, retrieve, view, and manage migrated documents through the required SAP or DMS interfaces.
• Coordinate with integration teams on APIs, connectors, interfaces, batch jobs, and document transfer mechanisms.
• Support investigation and resolution of integration, connectivity, authentication, and performance issues.

7. Business and Stakeholder Engagement

• Conduct workshops with business teams to understand document usage, ownership, criticality, accessibility, and retention requirements.
• Work with Enterprise Architecture, Information Security, Legal, Compliance, Infrastructure, SAP, Data Migration, and application teams.
• Act as the primary point of contact for document migration design and execution decisions.
• Communicate risks, constraints, unresolved issues, and decisions to program leadership.
• Provide clear recommendations on migration scope, prioritization, remediation, archiving, and document disposition.
• Ensure clear ownership of documents, metadata, validation, and business sign-off.

8. Cutover and Post-Go-Live Support

• Prepare detailed cutover runbooks for document migration.
• Define cutover sequencing, freeze periods, delta migration, rollback, reconciliation,and sign-off activities.
• Perform or support the execution of production document migration.
• Monitor migration jobs and resolve failures within agreed timelines.
• Support business validation immediately following production migration.
• Provide post-go-live hypercare and resolve document accessibility, metadata, integration, or authorization issues.
• Ensure appropriate handover of migration processes, tools, documentation, and unresolved items to support teams.

Required Skills and Experience

Mandatory Requirements

• Minimum 7 years of experience in Document Management Systems, Enterprise Content Management, or document migration.
• Proven experience in executing large-scale enterprise document migrations.
• Strong hands-on experience with document extraction, transformation, metadata mapping, loading, validation, and reconciliation.
• Technical ability to work directly with document migration tools, scripts, APIs, interfaces, repositories, and batch processes.
• Experience with one or more enterprise platforms such as:
• SAP DMS
• SAP ArchiveLink
• OpenText
• Microsoft SharePoint
• Documentum
• Alfresco
• Hyland
• Other comparable enterprise DMS or ECM solutions
• Strong understanding of document taxonomy, metadata, indexing, classification, versioning, and lifecycle management.
• Knowledge of document security, authorization, archival, retention, legal hold, and compliance requirements.
• Experience handling high-volume document repositories and different file formats.
• Strong troubleshooting skills for migration errors, metadata mismatches, corrupted files, duplicate documents, and integration issues.
• Experience with migration testing, reconciliation, cutover, and post-go-live support.
• Ability to coordinate effectively across business, functional, technical, security, infrastructure, and compliance teams.

Expected Deliverables

The DMS Migration Lead / SME will be responsible for producing and maintaining:

• DMS migration strategy and approach
• Document inventory and source-system assessment
• Document scope and volume analysis
• Document classification and taxonomy design
• Source-to-target metadata mapping specifications
• Document extraction and loading specifications
• Migration scripts, utilities, configurations, or technical procedures
• Document cleansing and remediation plan
• Security, retention, and archival requirements
• Migration test strategy and test cases
• Reconciliation framework and reports
• Mock migration and dress rehearsal results
• Cutover and rollback runbooks
• Defect and exception reports
• Production migration results
• Business validation and sign-off documentation
• Post-go-live support and handover documentation
• Implementation Partners and Vendors