07 - Special Topics: Migrating from Slow Providers
Universal Migrator's best practices are generally optimized around doing migrations as quickly as possible. This is the ideal scenario, however, sometimes providers implement restrictions that force data to move much slower than technologically possible.
The following guidelines should be used when transferring data from a slow provider.
The following instructions implement a phased go-live strategy whereby portions of the client's data become live in the destination system at different times. This means that, for a period of time, the client will be working out of both systems.
Multi-Phase Migration Process
Phase 1: Backup Prep
Time is of the essence! Start this as soon as you have a login in the firm's legacy system.
Estimated Duration: 2-4 Weeks
During this time the client continues to use their legacy system as normal.
Step 1.1: Create the Initial Backup
As soon as you have a login into the client's legacy system, you should take a complete backup of everything - including documents. Depending on the amount of data, this may take a long time.
If Universal Migrator has a "Diagnostics Cache " feature, you should use it.
Record how many hours this Initial Backup takes.
Step 1.2: Create the Initial Delta Backup
As soon as the initial backup completes, you should complete a fresh backup of everything.
If Universal Migrator has a "Diagnostics Cache" folder, you should use it but use a different folder than you did in Step 1.1.
Record how many hours this Initial Delta takes.
Phase 2: Bring Contacts and Matters Live
Estimated Duration: 1 Day
As soon as you start, the client may no longer add contacts or matters to their legacy system.
They may still add documents, notes, etc. to their legacy system.
Any new contacts or matters should be added to their new system.
Step 2.1: Create the Contact/Matter Backup
Using Universal Migrator, create a minimal backup of contacts and matters. This minimal backup should be designed to complete as quickly as possible (less than 8 hours) and should likely contain the following information:
- All Custom Field Definitions for Contacts and Matters
- Contacts
- All Contact Addresses (Postal, Email, etc.)
- Contact Custom Field Values
- Matters
- Practice Areas / Matter Stages
- Matter Custom Field Values
Step 2.2: Restore the Contact/Matter Backup
Once the backup is complete, restore this data.
Phase 3: Start Entering All New Data into the New System
From this point forward, the client may no longer add or edit any data from their legacy system.
The client may still view data in their legacy system.
Once the contact and matter restore is complete,
Phase 4: Transfer All Outstanding Records
Estimated Duration: As Long as Step 1.2 Took
During this time the client may only view data in their legacy system.
Step 4.1: Create the Final Backup
Create the final backup of the legacy system.
If Universal Migrator has a "Diagnostics Cache " feature, you should use it and point it to a brand new cache location.
This will take about as long as step 1.2 took.
Step 4.2: "Delta" Against the Restore Created in Step 2.2
Once the backup is complete, follow the Delta Migration Process to copy Result_Ids from the Contact/Matter backup into the Final backup.
Step 4.3: Restore the Final Backup
Once you complete the final restore the client will be fully live in their new system.
Additional Information
The above information is the best practice for migrations from slow providers. Some firms may find this inconvenient and request an alternate process, however, you should inform them that, because they are leaving a provider who intentionally makes migrations slow, this is the only process that reliably works.
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