Throughout my career, a common question from clients is, “How do we go from our current system to your system?” The answer 20 years ago was, “After training, you just have to start using our system and entering in information as you go.” Thankfully, technology has come a long way since then, and we now have ways to convert data from one system to another.
However, there still isn’t an easy button.
If your organization is making the move to a new system, the first step is setting your expectations properly. Even if your team isn’t technically skilled, someone from your organization is going to have to be involved in the data conversion process. Why? Because you know your data better than anyone else, you can catch errors and inconsistencies, and you’ll be the one to suffer if you don’t.
Collaborating with a software company that is willing to guide you through the process and assist by providing a clear explanation of the process, emphasizing critical steps, and advising on data security will make it easier and yield better results.
Just like some airlines have better systems for handling baggage, some vendors excel at organizing and transferring data seamlessly, while others may be prone to errors or inefficiencies that result in “lost” data.
A successful transition away from your current vendor depends on two key factors:
Through the years, I’ve witnessed vendors being professional and supportive, and vendors that have been uncooperative and disregarded the client’s needs entirely. (This is awful, and I’m sorry if it has ever happened to you!)
How the vendor you’re leaving acts is unfortunately out of your control, but it will matter less if your current data is organized, uniquely tagged, and ready to be delivered to your new platform.
Here are five questions to consider when discussing the topic of data transfer, whether that’s in-house or with your vendors:
Prioritize your essential data versus nice-to-have information. Remember, not all data is necessary, and accuracy is more important than volume. If your data cannot be transferred accurately, starting fresh may be the best option.
In complex systems where data is stored across multiple tables or platforms, having a unique identifier is essential. This identifier acts as a common thread that links related data points together and facilitates efficient data retrieval, analysis, and management.
Without a unique identifier, it can be challenging to establish connections between disparate data sets, leading to fragmentation and possible errors in analysis or decision-making.
For example, consider two spreadsheets: one with customer information and another with purchase history. One set uses Unique IDs, and the other does not.
If your current system lacks a unique identifier or you’re unsure how to link data pieces, data integration becomes difficult, although not impossible. It can, however, be something that delays your implementation. Patience and collaboration with your new vendor to verify data integrity are essential.
By working with the right people and asking the right questions, even non-technical individuals without IT support can ensure successful data integration, allowing your organization to transition to a platform better suited to your needs.
Julia Crowley is Business Growth Director for ROC-P.