PIPELINEGuide
Data migration: comparing providers — what really matters
Quotes for data migration are hard to compare because everyone includes something different. The questions that reveal differences — and the warning signs.
When comparing data migration providers, the stated price matters less than what happens afterwards: who supports the system after go-live, and what a later adjustment costs. That's the difference that only shows after a few months.
01 — 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.
02 — Questions
Questions you should ask
- What happens if the project becomes more expensive than estimated — who bears that?
- Who owns data, access, and, if developed, the source code?
- What does operation cost in the second and third year?
- What does the documentation we receive at the end look like?
- How would you measure whether the project was successful?
- Is there a case in which you would advise us against this?
03 — Warning signs
When to be skeptical
- Guaranteed results. Anyone promising top Google ranking or a specific revenue increase is selling something they can't deliver.
- No pushback. A provider who thinks every project is a good idea has either not listened or is only selling.
- Time pressure. Limited-time discounts on project prices are a sales tool, not an offer.
- Unclear ownership. Anyone who won't clearly say who owns data and access doesn't have your interests at heart.
- No contact with technical expertise. If only sales sits in the first meeting, that's where misunderstandings arise.
04 — 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
05 — Questions
Frequently asked questions
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.
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 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.
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 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.
06 — Next
Related pages
Next step
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