PIPELINEGuide
Data Migration: process, approach, and what we need from you
The process for data migration from the first question to live operation — including what you need to contribute for it to work.
A data migration project runs in 4 steps: from “analyze legacy inventory” to “switch over,” 2 to 6 weeks total. Each step ends with a clear approval before the next begins.
01 — Process
The steps in detail
Analyze existing data
A report on the actual state. It's regularly uncomfortable and always useful.
Define rules
What gets migrated, what gets cleaned up, what stays behind.
Test run
Complete test migration with comparison. Only then is a date set.
Switch over
Migration with count log and defined fallback option.
02 — Participation
What we need from you
- A contact person who can make decisions — not just forward them.
- Access to the affected systems, in time and not on launch day.
- Real examples from daily business — the messier, the more useful for testing.
- Two to four hours for coordination, distributed over the project duration.
- An answer to the question of what success means. Without it, nothing can be assessed afterward.
03 — Scope
What's included
- Analysis of existing data with report on quality issues, before migration
- Mapping rules between old and new structure
- Cleanup: duplicates, formats, missing mandatory fields
- Test migration with comparison and count log
- Switchover with fallback option
- Log that makes every record traceable
04 — Questions
Frequently asked questions
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.
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.
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.
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 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.
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.
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.
05 — Decision
How to move forward
The most affordable next step is a conversation, not a quote. Twenty minutes is usually enough to clarify whether a project makes sense, what scope it involves, and whether we're the right fit.
If we're not, we'll say so. An honest no costs less than a project you abandon after three months — for both sides.
06 — Next
Related pages
- Data Migration — Overview
- Data migration — practical examples
- Data migration — contract and ownership
- Data Migration — Data Protection
- Data migration — measuring success
- Data Migration — Team and Acceptance
- Data migration — alternatives
- Data Migration — Common Mistakes
- CRM integration
- Custom software
- API Interfaces
- All guides
Next step
Initial assessment, no obligation.
Briefly describe what you need. You'll get an honest answer about what's realistic and what it will roughly cost.