Understand the source data
We review export options, file structures, versions and data completeness. Together we decide what to transfer, what to retain in the source system and how it will remain accessible.
Move records without losing their context
Changing a records system involves more than transferring files. We plan the migration of documents, metadata, relationships and history, alongside the transition for staff.
Map and trial the migration
We define mapping rules and test them on a representative sample. The trial reveals errors and information that needs to be completed before the final move.
Verify the result
We compare counts, content, metadata and relationships. Exceptions are recorded and assigned for resolution; a successful file count alone is not enough.
Plan the switch
We agree when updates stop, how final changes are transferred and what happens if problems occur. Staff need to know when to use the new system and where to find older material.
Inventory → Mapping and rules → Trial migration → Completeness checks → Controlled cutover → Handover and traceability. Conceptual diagram · not a fixed product configuration
Frequently asked questions
What matters most when replacing a records system?
Obtain data descriptions and exports early, map document and case relationships, and agree how open work will continue. Trial migration and result checks belong in the plan before the old system is retired.
What moves during migration besides files?
Depending on the source, metadata, versions, folders, relationships and permissions may also be transferred. We agree scope and validation first. A trial shows which data need completing or correcting.
How can we reduce vendor lock-in?
Agree export of documents, metadata and relationships, interface documentation and exit assistance. Test whether the export is usable. Being able to download files is not the same as transferring the whole solution.
What is a SIP package?
A Submission Information Package carries documents and related metadata into an archival process. It is not simply a ZIP of files. Its structure and validation depend on the applicable standard and receiving archive.
Is long-term preservation the same as backup?
No. Backup primarily supports recovery after loss or failure. Preservation also addresses readability, metadata, provenance and controlled handling over time. Both are needed, but they serve different purposes.
Must every application go live at once?
No. A DMS can often start with one application. Statutory records management also needs continuity of registration and operation. Plan stages around those duties and dependencies, not just screens.