How do I migrate records when we replace an old system?

Migrating records during a system replacement is a records management project, not just an IT data transfer. The goal is to move records so they remain complete, authentic, usable, and properly retained in their new home. Treat migration as a controlled process with planning, testing, and documentation at every step.

Plan before you move anything

Start by inventorying what lives in the old system. Identify the record types, their volumes, their formats, and the retention requirements that apply to each. This is the moment to apply your retention schedule: records past their authorized disposition should be dispositioned according to policy before migration, not carried forward indefinitely. Migrating less means lower cost and risk.

Define what a “complete” record means in your context. A record is more than its content file. It usually includes metadata, version history, audit trails, and the relationships that give it meaning. Decide which of these elements must travel with the record to preserve its authenticity and evidentiary value.

Preserve metadata and integrity

Map the data fields from the old system to the new one before migration. Gaps in this mapping are where context and searchability get lost. Pay particular attention to:

• Retention and disposition metadata, so clocks and holds continue correctly.
• Legal holds, which must be identified and preserved through the move.
• Access and security classifications, so permissions are not weakened.
• Provenance and audit information that proves a record is unaltered.

Use checksums or hash values to verify that files are not corrupted in transit, and reconcile record counts before and after.

Test, verify, and document

Run a pilot migration on a representative sample first. Validate that records open correctly, metadata is intact, retention behaves as expected, and search returns the right results. Only then scale up. Keep documentation of the migration methodology, mapping decisions, and validation results; this record of the process is itself evidence that the records remain trustworthy.

Finally, plan the decommissioning of the old system. Do not retire it until migrated records are fully verified, and dispose of any residual data according to policy.

For broader guidance, see the electronic records topic hub. International standards on managing records in digital environments offer a useful framework for planning these projects.