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Complete Migration Checklist

This migration checklist is the complete outline of all steps. We will also provide simpler checklists.

1. Office/Region review content inventory, Maxamine and Rotweiller Reports
   • Clean up ROT content (Redundant, Outdated, Trivial). The Rottweiler reports help each TSSMS identify ROT.
   • Improve the metadata for your PDF (and HTML) files.
   • Identify duplicate files by evaluating your inventory and deciding what moves to the new environment. There is a cost to move files.
   • Delete outdated image files.
   • Check and repair broken links after cleaning up ROT. Maxamine reports contain broken link information.
   • Overview of ROT (.ppt; April 2009)
2. Clean your code. This step can be done with your own people or contractors.
   • Review PreTidy Errors (left sidebar link on individual reports)
     • PreTidy Errors include illegal file names. The PreTidy list shows HTML file names with spaces, & and other punctuation that create illegal file names. ROT reports show non-HTML files with illegal file names.
   • Fix PreTidy errors. Tidy Site Scan Reports for each TSSMS. For our purposes only the errors matter, ignore the warnings.
   • If you would like a TIDY scan rerun for a tssms (after clean up), send a request to Judy Dew or Susan Fagan.
   • Tidy Reports are also publicly available.
   • <font> and other non-conforming elements and attributes are removed prior to submitting to Tidy
     • An inclusive list of illegal tags found in EPA content is available on request.
   • Check for your alternate language pages (e.g., Spanish) for improper HTML entities
3. Office/Region determines resources and/or funding for Extract & Transform.
4. Office/Region identifies final set of content to migrate.
5. Office/Region fills out migration spreadsheet for all migrating HTML and PDF files and sends to metadata coordinator, Susan Fagan.
   • The migration metadata spreadsheet (.xls) is prepopulated for existing content. Directions for completing the metadata spreadsheet (.doc) are provided. Verify and correct the spreadsheet.
   • All migrated content requires metadata. Technical assistance is available as well as a Metadata guide (.doc) (5 pp.)
6. Cleaned HTML files are converted to XHTML and from ISO-8851 to UTF-8 using HTML Tidy
7. Internal links (links within the TSSMS being processed) found in HTML documents are changed from .htm to .html
   • In order to recognize internal links, we must know all possible aliases for that TSSMS
8. Content is extracted from the body based on standard comments found in known versions of the EPA template
9. All inline JavaScript code is exported to external files
10. Office/Region identifies Primary Alias/Folder structure in WCMS
    • Think about what the folder layout your area.
    • Identify the folder administrator for your web area.
    • Think about the roles in the WebCMS (.doc) and who should be in which role.
11. Office/Region completes start up kit ??
12. Office/Region trained on Web CMS authoring, publishing.
13. Create folder in webCMS (Request for a new Folder / Area (blank) [.doc] | Request for a new Folder / Area (example) [.doc]).
    • Here's the checklist we'll follow (note that some steps will have already been completed).
14. Create areanav file in folder. The areanav file contains all of the information that's related to the web area (e.g., sidebar links, area search code, contact us links, local style sheet, etc.) The areanav.xml is created/modified by the webmaster for an area.
15. XML files are created from HTML Extract.
16. Physical migration into the WebCMS scheduled and performed for files (Load). This step is limited to those with server administrator rights.
    • Move other web formats for your web area. (gif, jpg/jpeg/jpe, png, pdf, txt, css, js, xml (data format)).
    • Load metadata.
    • Make sure WebCMS has ownership and right to publish to epapub.
17. HTML/PDF files are run through the Content Intelligence Service (CIS) which suggests terms for selected metadata fields.
18. Office/Region reviews migrated content and validates metadata. Checks links too.
19. Office/Region approves migrated files and metadata for publishing.
20. Add code to .htaccess file to point all .htm to .html.
21. Once migrated, all future content is created and published from WebCMS.
    • Make sure your personnel are trained for their respective roles.
    • Consider adding additional content authors—the WebCMS makes page creation much more straightforward for nontechnical personnel.
    • Shift your focus from managing look and feel to managing the content and its metadata..
    • Invest saved Webmaster time in improving our visitors' ability to discover and access the information they need to complete their tasks at www.epa.gov and keeping content current and accurate.
    • Begin rigorous Records Management practices, through the WebCMS connection with the EPA electronic records-management systems (when supported).

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