Migrate Everything
In most situations, firms want all of their data copied into their new system. This is the ideal outcome for both the firm and the migration specialist.
Sometimes, though, firms believe they want certain data excluded. This request usually stems from one of three assumptions:
- They believe it will lower migration costs by making the job smaller or simpler.
- They believe it will reduce residual costs by eliminating storage for old documents.
- They believe it will keep their new system free of "old", unwanted data.
Partial Migrations Increase Costs
Partial Migrations increase One-Time Migration Costs
Contrary to what firms often assume, migrating everything is usually cheaper and easier than migrating only a subset of the data.
When a firm asks to move only part of their data:
- You and the client must work through complicated interdependencies.
For example, if the client doesn't want matter ABC.001 transferred, what happens to the documents or unbilled time tied to it? - You have to write more complex SQL to carve out the excluded records.
- You will often have to do multiple migration passes because the client reconsidered what they actually wanted excluded.
Firms typically go through 5–7 rounds of revisions to their carve-out instructions, as they keep discovering new exceptions. - After the migration, firms often end up hiring you again for additional migrations because they realize they need data they originally asked to exclude.
- By the end of the revision process, the carve-out rules usually end up looking almost identical to "move everything."
Partial Migrations Increase Ongoing Recurring Costs
Some systems charge recurring fees for storage, and while keeping costs low is appealing, partial data migration comes with a hidden price. When firms migrate only a portion of their data, they're left maintaining their legacy system: indefinitely paying for storage, security, updates, and maintenance on a system they were trying to move away from in the first place.
This dual-system approach also creates friction for the team. Staff now have to search multiple places to locate the data they need. And when an old document must be referenced or a dormant matter resurfaces, information has to be manually copied from the legacy system into the new one, again and again, on an as-needed basis.
Partial Migrations Do Not Keep the New System "Clean"
Nearly every system offers a way to close or archive matters, so old data stays preserved but out of sight and out of mind.
The client adds complexity to their own business by having to maintain two systems and train staff on both.
Coaching the Client
If the client truly doesn't want something transferred, the best approach is for them to delete it from their old system before the migration.
If they're not willing to delete it, that's a strong sign it should be migrated after all.
If a client insists on a partial migration, we recommend reiterating the points above and sharing this article with them.
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