PIPELINEGuide
Data Migration 2026: what has changed
What's different about data migration in 2026 compared to two years ago — legally, technically, and in terms of what actually pays off for small businesses.
Two things have changed for data migration in 2026: the transparency obligations of the EU AI Act have been in effect since August, and search answers more and more questions directly in the results. Technically, reliability has increased above all — which doesn't mean every project makes sense.
01 — Current
What changed recently
Two developments shape the decision in 2026: First, the transparency requirements of the EU AI Act have been in effect since August — anyone communicating with an AI system must be able to recognize it. Second, search itself now answers more and more questions directly, which changes the value of having your own easily findable information source.
For data migration, this means practically: labeling is mandatory, not a stylistic choice, and the content the system works with is the same content that gets cited in search results and generated answers. If you prepare it properly once, you use it twice.
Technically, reliability has improved most of all. What was still an experiment two years ago is today a plannable implementation in many cases — which doesn't mean every project makes sense.
02 — Legal situation
EU AI Act: what applies
Since August 2026, the transparency requirements from Article 50 of the EU AI Act apply: Anyone communicating directly with an AI system must be able to recognize it. We build in the labeling as standard.
The AI Act doesn't distinguish by company size: A sole proprietorship with an AI system in customer contact is affected just as much as a corporation. What matters is purpose and risk, not headcount.
There's also the obligation to ensure adequate AI competence for the people working with it. That's not an examination requirement, but it should be documented — a training session with a participant list is the simplest proof.
03 — Benefits
What it actually delivers
- Time that's needed elsewhere. Migrations rarely fail due to technology and almost always due to data quality: duplicates, missing required fields, special characters, historically grown exceptions.
- Consistent quality. A system doesn't have a bad day and doesn't skip a step — regardless of who's currently in the office.
- Traceability. What runs automatically is documented. That helps with handovers, vacation coverage, and in case of disputes.
- Availability outside business hours. A significant portion of inquiries arise in the evening and on weekends — where until now no one was responding.
- A side effect hardly anyone plans for: During setup, it regularly becomes apparent that processes in the business are unclear. Clarifying that is often more valuable than the automation itself.
04 — Questions
Frequently asked questions
Do we take everything?
Rarely makes sense. Dead records, test datasets, and ten-year-old transactions burden the new system. We recommend migrating the active inventory and keeping the rest archived and accessible.
How do we ensure nothing gets lost?
Through the count protocol: number of records before and after is compared, samples are checked for content. Only after this acceptance is the migration considered complete.
Can we keep working in parallel?
For short transitions yes, with a cutoff date. For longer migrations, you typically continue working in the legacy system until the switchover and transfer the additions at the end.
Do we need access to both systems simultaneously for the migration?
Yes, at least for the period of trial runs and the actual switchover. After that, access to the legacy system can be restricted or terminated.
How long does a migration take?
The transfer itself usually hours. The time goes into analysis, rules, and trial runs — typically two to six weeks, depending on the condition of the legacy data.
What if something is missing after the switchover?
That's why count protocol and fallback option: the legacy inventory remains untouched until acceptance is complete. Subsequent additions of individual areas are possible.
What happens to attachments and documents on the record?
They are transferred along, provided the target system supports them. Where the format doesn't fit, it's clarified beforehand whether conversion is necessary or external storage remains more practical.
05 — Next
Related pages
Next step
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Tell us what's eating up time today. That becomes an assessment with effort and benefit — and only then an offer.