PIPELINEGuide
Data migration: what alternatives exist
Not every problem needs data migration. What simpler paths exist, where ready-made standard solutions are enough, and when the right answer is: do nothing at all.
Before data migration becomes relevant, it's worth looking at simpler paths: a more clearly written page, a different phone policy, a tidied-up process. Ready-made standard solutions cover part of the need and reach their limits where your own data and integrations come into play. Doing nothing is also a legitimate answer.
01 — Alternatives
What else is out there
Before data migration becomes relevant, it's worth looking at simpler paths. Sometimes a clearly written page, a different phone policy, or a tidied-up process solves the same problem without any system.
Ready-made standard solutions cover part of the use cases and are quickly available. Their limit lies where your own processes, your own data, or integrations come into play — and in the question of who ultimately owns the data.
The third option is to do nothing. That's a legitimate answer when the process in question happens rarely or when the real bottleneck lies elsewhere. We'll say so if that's the case.
02 — Boundaries
When we advise against it
- The process is still changing. As long as you're adjusting the process itself, manual work is more flexible and cheaper.
- Exceptions outweigh standard cases. Then you're automating exceptions, and that gets expensive.
- There's no data foundation. Without digitally available source data, the basis is missing.
- Volume is too low. With five transactions a month, no system pays off — not even an affordable one.
- The real bottleneck lies elsewhere. If you don't have enough inquiries, you don't need faster processing.
03 — Criteria
How quotes differ
- What exactly is included. Two quotes with the same total can cover completely different deliverables. Ask for scope as a list, not as running text.
- Who delivers what. Content, images, data, access — if it's not specified, it becomes a point of conflict later.
- What operation costs. Calculated over three years, including licenses, hosting, and support.
- What happens if you want to switch. Do you get access, data, and documentation? The answer to this question says more about a provider than any reference.
- Who actually does the work. With small providers this matters: who sits in the meeting, and who then does it.
04 — Questions
Frequently asked questions
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 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.
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.
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.
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.
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.