How to master data migration

The transition to new systems means exporting existing data over to newer platforms. The task is rarely easy. Many charities might be going from manual client and beneficiary information to full-scale CRM systems.

 

Others may be moving everything from paper and filing over to cloud storage systems. All scenarios need a well-thought out plan to make sure no data is lost irrevocably.

 

Here, we share our top tips to data migrations and what not to miss.

 

 

Devise a plan

 

For a successful data migration, draft a plan of what’s being migrated, who will do it, how they will achieve this, and under what time frame. Additionally the five W’s can help set goals around this project. Without a comprehensive plan, organisations risk data loss, inconsistencies, delays, and compromised systems.

 

 

Identify what data is legacy

 

BAE Systems offers great advice for moving to target from legacy systems. They say the first step is to examine the data to minimise last-minute crises: “It is imperative to perform discovery at the outset to minimise the chance of unexpected scope and budget creep further down the line.”

 

Equally, identifying the data to move across means that stakeholders don’t suddenly request that everything is brought. Our pro-tip is to take this opportunity to filter out ‘junk’ data. There may be pockets of information that is outdated or no longer needed. Don’t migrate these data across.

 

 

Determine the data mapping

 

The target system may have different shapes and sizes when it comes to storage. Fields often come to the fore when migrating CRM data. 31tenconsulting considers how being upfront and clear makes a difference when planning the journey to the target repository.

 

They say to triple check the target system fields to ensure that your data will be stored in the right place. Remember, once migrated, additional fields are more challenging to add.

 

 

Don’t expect business lines to manage the process

 

LinkedIn’s top tip is to not rely on the business for the process. The social media platform advocates cross-team collaborations with participation and input from everyone.

 

 

Prioritise the datasets

 

There are likely datasets that are more complex than others – for example, donor financial data and staff HR details will likely be much more sensitive than social media analytics. Unwind the most important pieces of data to understand how they will be impacted so that you can ensure that these are done right.

 

 

Pilot and test

 

Now that you’ve identified the priority datasets, make a copy. Use sensitive data to pilot and test the migration. Check for an accurate data mapping and fields. Ensure that there’s an ongoing issues list so that if there are problems you can work on fixing them for the next test.

 

Dataform sums it up nicely. They say: “Testing in a non-production environment lets you catch errors before they hit live systems – when fixes are easier and far less disruptive.”

 

 

Lockdown systems during migration and minimise down time

 

When the move happens, lock down your legacy system to any changes. You won’t want any of your staff changing things around before a big move. Rivery offers a pro tip on lockdown: “To minimise downtime, plan the migration during off-peak hours or when the impact on end-users will be least. Additionally, using incremental migration – migrating data in batches rather than all at once – can also reduce downtime.”

 

 

Don’t migrate all at once

 

Set up batch-migrations, so that you can more efficiently manage data, control the process, and minimise disruption. For example, migrating data from each department at a time will mean that not everyone is off the system simultaneously.

 

Equally, if there are any issues in porting over data, only one batch is affected.

 

 

Retire the legacy system

 

Once all data has been migrated, it’s time to unwind the old platform. Importantly, putting old platforms away can reduce resourcing costs and encourages new efficiencies. TJC Group Consulting also reports that decommissioning enhances security.

 

New systems come with new compliance and cybersecurity standards. Updated defenses are better equipped to deal with ongoing online threats.

 

 

Training on the new system

 

Data migration isn’t over until users understand what’s happened and how to use the new system. Advantage, an IT training company explains. They note that poor training on how the new system works can botch the process. They acknowledge that gaps in data entry contributes to poor data quality and impacts reporting. Last, the lack of training on the new system may lead to staff resistance in adopting the new technology.