The information your business relies on for smooth operations and good decision-making is tucked away in all kinds of business systems and applications. But as technology is continually evolving those systems are changing fast. Right now, organisations are dealing with big changes like:
- The ongoing shift to cloud-based solutions.
- The introduction of generative AI tools and technologies into day-to-day business activities and processes.
- Increasing sophistication of threats to the security of information and data.
Some organisations are streamlining by combining multiple systems into unified archives, while others are adapting systems, improving metadata to take advantage of new data analytics tools. For government agencies, the focus is often on identifying strategies and working with system owner to get legacy systems ready for permanent archiving.
No matter the goal, careful planning and execution are key when migrating data. It’s about understanding the business and regulatory needs to ensure the process is cost-effective and the data remains useful for years to come.
The Challenges of Legacy System Migration
Many organisations are struggling with managing collections of decommissioned systems and legacy datasets. When it comes to older systems, especially in government, an assessment process is needed to understand the level of urgency to migrate. The big questions to be answered revolve around whether the data is still useful and how long it needs to be retained. Understanding the value of the data is very important in determining what is needed for a sound migration.
Trying to move a legacy system with outdated software and low-value data is a perfect environment for accumulating additional costs and potential headaches. Understanding the value of the data, potential risks and costs is key.
Without adequate preparation, organisations may encounter significant challenges such as:
- Loss of critical data: Poorly executed migrations risk losing essential records, undermining accountability and operational continuity.
- Compliance issues: Failing to address regulatory requirements during migration can result in legal and financial penalties.
- Operational inefficiencies: Migrating redundant or poorly structured data can burden new systems, reducing efficiency and increasing costs.
What Can Be Done?
To steer clear of these issues, a little preparation goes a long way. Start by tackling these key questions:
- Business Context: What was the original purpose of the data, and how has its context evolved? Have the risks and requirements associated with it changed?
- Retention Needs: Is the data low-value and eligible for deletion, or does it have long-term significance?
- Privacy Implications: Does the data include personal information requiring privacy protection?
- Data Relationships: What other information does this data connect to, and how is it interrelated?
- Data Formats: Is the data structured or unstructured? Does it rely on proprietary systems? Can it be converted into more sustainable formats?
- Future Access: Will access and usage arrangements meet current and future requirements?
Key Steps for a Successful Migration
Answering the above questions lays the foundation for an effective migration strategy. Government agencies, with their complex regulatory and operational landscapes, particularly benefit from strategies focused on data sustainability and integrity. Here’s how to get started:
- Conduct a Data Audit: Assess the volume, type, and quality of the data in existing systems. Identify high-value records and eliminate duplicates or redundant data.
- Develop a data preservation / archiving plan: This plan documents the risks, technical, recordkeeping, data management and administrative requirements to determine what is needed to manage the system and data over time.
- Engage Stakeholders: Involve key stakeholders across IT, compliance, and business functions to ensure alignment on goals and requirements.
- Develop a Migration Plan: Create a detailed roadmap that outlines timelines, resource needs, and risk mitigation strategies.
- Ensure Data Integrity: Validate that the data remains complete and unaltered during migration. Consider converting proprietary formats into open, sustainable formats where feasible.
- Test the Process: Conduct pilot migrations to identify and address potential issues before full implementation.
- Implement Governance Controls: Establish policies and procedures for managing data in the new system, ensuring ongoing compliance and sustainability.
Building a Strong Migration Strategy
By looking at the value, structure, and compliance needs of your data, you can:
- Reduce unnecessary costs by eliminating redundant or low-value data.
- Minimise risks associated with data privacy and usability.
- Ensure that critical information remains accessible, sustainable, and aligned with long-term business goals.
Migration isn’t just about moving data from A to B. It’s about protecting the integrity and longevity of one of your organisation’s most valuable assets: its data. When done right, migration doesn’t just protect your data—it opens doors to better analytics, smoother operations, and solid compliance.
At Recordkeeping Innovation, we specialise in helping organisations navigate these challenges with tailored strategies designed to ensure compliance and optimise data value. Whether you’re moving to the cloud, consolidating systems, or preparing for archiving, our expert team is here to guide you every step of the way.
Our strategies are designed to simplify the migration process, reduce risks, and optimise data value. Contact us today to learn how we can support your organisation in navigating change while safeguarding your most valuable information assets.
