What is migration?

Document migration is the copying or moving of electronic documents and metadata from one system to another. In addition to the documents themselves, you also need to consider current metadata, storage structure, permissions, etc. A further (perhaps manual) enrichment is required depending on the quality of the data and the destination system.


The two most common reasons for starting a migration project are:

New system implementation
When documents and data from an old system needs to be migrated to a new system.

System consolidation
Several systems contain documents, which could or should be kept in one system – maybe after a merger or reorganization.

In both cases the primary focus would be on the gains of the new system or the savings of decommissioning the old system. But the migration itself – if done well – can sometimes be the true value adding step. It is a chance to clean up and regain control of your documents.

Post-migration, the documents should be well-organized and easily accessible to the right users. A well-performed migration will not just get you in control of your documentation but also increase useability, user adaption and overall ROI on your newly implemented system.

Common migration misconceptions

System implementation or consolidation is often a very technical task, and naturally migration becomes a technical appendix to this. However, it is much more than a technical exercise. It requires in-depth business insight and skilled document professionals. This aspect is often either overseen or vastly underestimated.
When migrating, there is a risk of documents becoming lost or corrupted, metadata can be missed or incorrectly mapped, and the integrity of the document can be lost. Without the right skillset and attention these risks are too likely to occur.

Using a good tool is key to a successful migration.
It relieves the project of many tedious tasks and keeps the process under full control. Furthermore, it keeps track of the documents, ensures consistent treatment of metadata, and ensures full traceability of all actions. Finally, the right tool will also help you split the effort into smaller and more manageable smaller volumes.

How can Strator help?

Strator can help you throughout the complex and laborious task of migration.
We have the tools, best practices and templates necessary for you to get from start to finish.

We can take a leading role in your migration project, or work behind the scenes supporting a dedicated project team. Strator can also provide valuable insights and sparring about document handling, business aspects and regulatory requirements. On top of this, we can undertake the testing and reporting required to validate a migration against regulatory frameworks like GxP.