Inventory records and responsibilities
Identify each source, its owner, the available export formats and the target system. Record volumes and dependencies, including attachments and links between records. Work with the organisation's information-governance lead to determine which records should move and how they should be handled.
Build a mapping sheet with source field, target field, transformation, allowed values and exception rule. Pay special attention to identifiers, dates, time zones, free text and records that have changed ownership. Do not silently replace missing information with plausible-looking defaults.
Rehearse with representative data
Use synthetic data to test the process first. Any later use of real records should follow the organisation's authorised handling arrangements. Include duplicates, long text, unusual characters, missing optional values and attachments.
Reconciliation should go beyond a total row count. Compare counts by record type, sample linked records and check that attachments open for the right users. A matching total can hide a broken relationship or a failed transformation. Keep an exception register with a named owner for every unresolved issue.
Write the cutover checklist
- Name the person who can approve the cutover and the person who can halt it.
- Define when editing stops in each source and how last-minute changes are captured.
- Record backups and demonstrate the recovery process.
- Specify checks required before staff begin work in the new system.
- Set the decision point for rollback and explain how post-cutover changes will be reconciled.
- Communicate the temporary working process and support route to staff.
Accept the migration as an operational change
Ask intended users to perform real tasks against the migrated test environment, within the approved access arrangements. Document the findings and resolve important gaps before rollout. Keep source material available only under the agreed retention and access plan.
After launch, monitor exceptions and reconcile changes across the transition window. Close the migration when the accountable owner accepts the result, documentation is handed over and the old access paths are reviewed. Treat unresolved exceptions as visible work, not as a footnote to a successful import.
Further reading
These primary sources provide additional context for the project decisions above.
Related decisions
Turn the brief into a working service
Kay & Co. can help you scope the work, design the experience and deliver the right solution for your organisation.
Explore integrations & data services or discuss your project.