03.02 - Scoping Topics: What Should be Migrated?

03.02 - Scoping Topics: What Should be Migrated?

Background:

In most situations, firms want all their data copied into their new system.  This is great for the firm and the migration specialist.

However, sometimes firms think they want some data excluded.  Often they ask this because:

  • They think it will reduce their cost
  • They think it will make the job easier or smaller. 
  • They think they don't want to clutter their new system with "old" data.

It is Easier to Do it All

Contrary to what firms often think, it is usually easier and less work to move everything than it is to only move some of the data.

When a firm "only" wants you to move some of the data:

  • You have to write more complex SQL to carve out the data the firm doesn't want
  • You and the client must have complex discussions about interdependencies.  For example, if the client doesn't want matter ABC.001 transferred, what should happen to the documents or unbilled time that belong to it?
  • The client makes their business more complex by now having to maintain two systems and train staff on two systems.

Coaching the Client

In the event a client makes this request, you should find out why and then do the following:

  • Inform the client it is actually cheaper if you move everything:
    • You will have to do extra work to carve things out and that's complex because of all the connections between data.
    • In most situations, firms need to do 5-7 rounds of revisions to their carve-out instructions because they end up thinking of exceptions to the rules.
    • After the migration, firms usually have to hire you to do additional migrations because they discover even more data they want migrated that they originally said to carve out.
    • In most situations, at the end of the revisions, the rules look very similar to just "Move Everything"
  • You'd prefer to not have to charge the client extra for all this work.
  • It is best practice that if they don't want something transferred, they should delete it from their old system before the migration.
  • If they don't want to delete it, this is a good indication the data should be migrated.
Depending on the customer's reasoning you should guide them as follows.

If they think it will reduce their cost:

  1. Tell them it won't.
  2. It will make the project more complex and, therefore, more expensive.

If they think old data will clutter their new system:

  1. Tell them it won't.
  2. Nearly all systems have a way to close/archive matters so old data can be preserved but also out of sight and out-of-mind.

If they think they want a system for old data and a different system for historical data:

  1. Tell them this will become a long-term inefficiency for their firm.
  2. They will need to backup / maintain two systems.
  3. They will need to training staff on two systems,
    1. Staff might work out of the wrong system
    2. Data often has to be moved between the two system.

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