PIPELINEGuide
Connecting data migration with existing systems
Does everything need to be replaced for this? Usually not. What can be connected to an existing system landscape, where the limits are, and which part typically takes the longest.
In most cases, nothing existing needs to be replaced for data migration: inventory management, CRM, calendar, accounting or phone systems are connected via interfaces. What matters is whether the respective system has a documented interface — and the time-critical part is almost never the technology, but obtaining the access credentials.
01 — Integration
Connection with existing systems
The most common misconception is that everything has to be new. In most cases, the existing system landscape remains in place, and data migration builds on top of it — through interfaces, not through replacement.
What gets connected in practice: ERP, CRM, calendar, accounting, phone system, newsletter system, website. What matters is whether the respective system has a documented interface. Where none exists, there's usually a workaround — but that costs effort and needs to be clarified up front, not discovered later.
The time-critical part is almost never the technical integration, but obtaining access credentials. Starting early here noticeably shortens the project timeline.
02 — Requirements
What you need for a data migration
- A clearly defined trigger. Not “we should do something with AI,” but a process that demonstrably costs time or orders today.
- Existing content or data. Data migration works with what's there. The more complete the starting point, the shorter the setup.
- Access to the systems involved. Whoever manages the credentials needs to be involved from the start — this is, in our experience, the most common cause of delays.
- One decision-making contact person. One, not three.
- Willingness to refine after launch. The first weeks in real operation show what was missing in the concept. That's normal and accounted for.
03 — 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.
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.
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.
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.
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.
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.