Data Migration Between CRMs – Important Steps


For charities, the seamless management of data is paramount to achieving their goals effectively. When transitioning from one Customer Relationship Management (CRM) system to another, careful planning and execution of a data migration strategy are crucial. In this blog post, we’ll explore the essential steps charities should take to prepare their data for a smooth and successful migration between CRMs.

  1. Conduct a Comprehensive Data Audit: Before embarking on the migration journey, charities should conduct a thorough audit of their existing data. Identify and categorise the information stored in the current CRM, paying special attention to donor details, contact information, giving history, and any custom fields that have been created. This audit lays the foundation for a targeted and efficient migration process.
  2. Define Clear Objectives and Prioritise Data: Establish clear objectives for the migration, outlining what data is crucial for immediate use and what can be archived. Prioritise information based on its relevance and importance to ongoing and future operations. This step ensures that only essential data is migrated, minimising clutter and streamlining the process.
  3. Clean and Standardise Data: Take the opportunity to clean and standardise the data before migrating. This includes correcting errors, removing duplicates, and ensuring consistency in formatting. Clean data contributes to the overall health of the CRM, reducing the risk of errors and improving the accuracy of analytics and reporting in the new system.
  4. Map Data Fields Between CRMs: Understand the data structure and field requirements of the new CRM system. Map the fields from the old CRM to the corresponding fields in the new one, ensuring a smooth transfer of information. This process helps prevent data loss and maintains the integrity of the data during migration.
  5. Backup Data: Before initiating the migration, create a comprehensive backup of all data. This serves as a safety net in case of unforeseen issues during the migration process. Regular backups at various stages of the migration provide added security and peace of mind.
  6. Communicate with Stakeholders: Keep stakeholders informed about the upcoming data migration. Provide clear communication regarding the timeline, potential disruptions, and any steps they need to take. Engaging stakeholders in the process fosters cooperation and understanding during the transition.
  7. Test the Migration Process: Before executing the final migration, conduct thorough testing in a controlled environment. Identify and address any issues that may arise during the migration process. Testing helps ensure that the data is transferred accurately and that the new CRM functions as expected.

Data migration between CRMs is a significant undertaking for charities, requiring careful planning and execution. By following these essential steps, charities can ensure that their valuable data is transferred accurately, maintaining continuity in operations and supporting their mission-driven initiatives. A well-executed data migration sets the stage for improved efficiency, better analytics, and enhanced relationships with donors and stakeholders in the long run.