Don't Let Data Conversion Derail Your System Replacement

When organizations replace an aging system, most of the attention goes to the new software: the features, the screens, the training. But one of the most common reasons go-lives struggle has nothing to do with the new system at all. It’s the data that comes over from the old one.

Records that don’t line up, duplicate people and addresses, missing history, codes that mean something different in the new system: these problems surface the moment users log in, and they quickly erode confidence in an otherwise good product. For agencies whose records support investigations, court cases or benefits decisions, conversion errors can also create real legal and operational risk.

The good news is that data conversion problems are predictable, and most can be prevented with early planning.

Start earlier than you think you need to

Data conversion is often treated as a task near the end of a project. In reality, it should begin almost as soon as you select a vendor, and ideally inform the procurement itself. Your RFP should ask vendors exactly how they handle conversion, what they need from you, how many test conversions are included, and who is responsible for cleaning up data.

Know what you have

Before you can move data, you need to understand it. A data assessment should answer:

• What data exists, across the primary system and any side databases, spreadsheets and attachments people rely on
• How much history is needed in the new system versus kept in an accessible archive
• How good the data is, including duplicates, incomplete records, inconsistent codes and free-text fields used for things they were never meant for
• What rules apply, such as retention schedules, public records requirements and security policies like CJIS

The answers often reveal that not everything needs to be converted. Archiving older or low-value data in a searchable, read-only form can significantly reduce cost, risk and timeline.

Clean data before it moves

Every conversion is an opportunity to fix long-standing problems. Merging duplicate records, standardizing addresses and correcting invalid codes is far easier in a controlled cleanup effort than after go-live, when bad data is spread across a new system and its integrations.

Map carefully, and involve the people who know the data

Mapping defines where every field in the old system goes in the new one, and how values translate. It’s detailed work that shouldn’t be left to IT or the vendor alone. The people who use the data every day know which fields really matter, what odd values mean, and where the workarounds are.

Convert more than once

Plan for multiple test conversions before go-live. Each round should be checked against the source system. Count records, compare samples and have users validate real cases they know well. Track issues, fix them in the conversion process, and run it again. By the final conversion, there should be no surprises.

Plan the cutover

Decide how you’ll handle activity that happens while the final conversion runs, how long the old system remains available in read-only mode, and what your rollback plan is if something goes wrong.

How GTEL can help

Data conversion is one of our core services. We handle the process from start to finish: assessment, mapping, extraction, cleansing, validation and migration. We also make sure conversion requirements are built into your procurement and overseen through implementation. Contact us before your next system replacement.