The death of data migration – is there a solution?
So what is data migration?
Data migration is defined as the process of transferring data from one location to another. So why has the idea of data migration become a major concern for many? Have you ever worried about losing that precious data you worked hard for? Well, you’re not alone, thousands of companies have expressed concerns about their data being lost or breached and are therefore reluctant to move software.
Top Data Migration Issues
The big problem with data migration is having to organize and clean up the data in the source software before the migration occurs. The longer an agent has been in business, the more data they will have accumulated, which allows for a higher percentage of potential errors among data records. Whether it’s duplicate contacts within a certain database or personal data that is no longer GDPR compliant, the task of sorting and cleaning that data is often a daunting one.
However, to enable the data migration process to run smoothly, it is essential that all transferred data is in the correct format, compliant with data protection regulations and useful to the agency. Data cleaning is often seen as a waste of resources, however, it is essential to deliver a good user experience from the start on your new software.
As Data Controller, Agent has ultimate responsibility for the security and proper use of Personal Data. The message here is: be sure to do your due diligence on your new software vendor, check their security provisions, and ask to see a copy of a recent penetration test that will show whether the system is vulnerable to attack.
Data migrations often fail because the data has been entered in different ways by different people. We often see notes fields used for email addresses and notes used in different ways by different users. Often, these problems cannot be solved by technical solutions and require data cleaning in the source system. Data migrations are often expected to be flawless, unfortunately this is rarely the case.
Mistakes to avoid
Before you consider migrating your data, find out what the process entails. Talk to other agents who have gone through the process and chat with your proposed vendor. Beware of “everything will be fine” comments because a good software vendor will help you avoid challenges with an honest discussion.
A recent study conducted by Data Migration Pro found that out of 123 monitored data migration projects, only 46% of these projects managed to complete on the scheduled end date, suggesting that more than half of all data migration projects data is outdated.
Another important thing is to make sure you have budgeted for the move. Data Migration Pro’s research also found that, overall, only 36% of data migration projects were on budget, with an average of about 23% of respondents in leadership positions having no worrisome knowledge. from the budget.
It is obvious that a structured plan must be made before the start of your data migration project. A particular focus on projecting realistic timescales and creating a realistic budget will make for a much more successful data migration process overall.
Long live just-in-time data transfer
So, is there a solution to the problems associated with data migration and how can we avoid all the challenges associated with moving from one software vendor to another?
Obviously, the “big bang” approach can be considered a potentially risky option for all the reasons described above. However, there is an alternative technology available that has been made possible by recent advances in software development that use APIs to provide a much more secure long-term solution for data transfer.
Just-In-Time Data Transfer (JITDaT) means that the agent retains access to all data entered in the old CRM and can choose to import relevant data into the new CRM when needed. For example, when a customer who was registered in the agent’s old CRM visits or calls the agency, their contact details are instantly available to be imported into the new software. All customer details can be imported including associated properties, offers, rating and ratings.
The important thing here is that the system flags data issues when importing, which means that the imported data does not cause system performance issues and remains GDPR compliant.
JITDaT provides a less time-consuming, cleaner way to move data between systems and removes the stress, risk, and cost of traditional data migration methods.
*Richard Price is the managing director of cloud-based agency software Dezrez