Many eRoom installations have existed for years. Within all of these installations, a vast number of rooms and data exist that are no longer used and no longer have any value for the company. This could amount to thousands of rooms and terabytes of data. Such unused data forces up the overall operating and maintenance costs and poses a significant risk during upgrades and migrations. The eRoom | Usage Analyzer is a tool that provides you with the data required to clean up the eRoom system and free it from unwanted, neglected data.

The eRoom | Usage Analyzer generates a list of all rooms on the eRoom server and determines 90 values per room. These values include, for example, the time a member last logged in, the time of the last modification, the number of documents of a particular size, and the number of databases and other eRoom elements.

This data is useful in the following areas:

1. Gap Analysis in Relation to the Target System
The eRoom software has a wider range of functions than the target systems “CenterStage Pro” or even “Microsoft SharePoint,” for example. This results in a gap in functions, which can lead to a loss of data during migration. The size of the gap, in other words the amount of elements and content that are not to be migrated, depends largely on the actual use of eRoom in the company. For this reason, only after a specific gap analysis can a precise statement be made about the expected loss of data.

2. Rule-based Categorization
Rules can be generated based on the data collected in order to arrange the rooms into clear-cut categories. For example, the following categories can be used as part of the preparation for a migration:

1. Active rooms that are still being used:

• Rooms that can be migrated automatically
• Rooms that need to be manually cleaned
• Rooms that cannot be migrated

2. Inactive rooms that are no longer used:

• Rooms that need to be archived
• Rooms that may be deleted

3. Professional Reporting of the Results
The results of the gap analysis, as well as those of the categorization, are automatically generated and prepared in a detailed report using Excel. This report provides you with information on the current usage of the eRoom server and the consequences of a possible migration.

The eRoom | Usage Analyzer is also a part of the eRoom | Migration Manager. The Migration Manager is a tool that controls the entire room migration—from notifying users and archiving content right through to managing the migration process and subsequent deletion. The Usage Analyzer loads all rooms into the Migration Manager and using the defined categories, sorts them into the relevant further processing steps in the Migration Manager.

The eRoom | Usage Analyzer may be purchased as a licensed product or used as part of a service offer:

• If you purchase the Usage Analyzer as a product, you will have unlimited use of the software.

• Should you want to determine current usage status of your eRoom server at one specific point of time, we can use this status as part of a service offer without you having to purchase a license. Depending on the size of the installation, this takes between five and ten days.