PIPELINEGuide
Implementing data migration: step by step
The path from decision to live operation — in the order that has proven effective in small businesses, including the points where projects typically get stuck.
Data migration is implemented by first identifying the bottleneck, then defining a small scope, and only then moving to implementation. Implementation itself takes 2 to 6 weeks; a project is almost never delayed by technology, but by missing content, access, and decisions.
01 — Getting started
Where to begin
Name the bottleneck
Not the most interesting thing, but what takes the most time. A week of tracking what repeats delivers a more realistic list than any workshop.
Define a small scope
One process, one measurable goal. What works gets expanded — what doesn't costs little.
Survey the starting situation
What content, data, and access is available. For data migration, this is the factor that most strongly influences effort and duration.
Decide who is responsible
For the implementation and for operations afterward. Without this definition, every system becomes outdated.
Only then request proposals
With a clear scope, proposals become comparable. Without it, you get numbers that have nothing to do with each other.
02 — 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.
03 — 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.
04 — Bottlenecks
What typically causes delays
- Content and deliveries. By far the most common cause of delay. Text, images, price lists, access credentials — what's missing blocks progress.
- Decisions. When it's unclear who approves, the project waits. A named contact person with decision-making authority noticeably shortens the timeline.
- Access to third-party systems. Getting access to inventory management, phone systems, or CRM regularly takes longer than the integration itself.
- Endless review rounds. Two correction rounds are normal, five are a sign that the goal wasn't clear at the start.
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 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.
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 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.
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.
06 — Next
Related pages
Next step
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