Migrating Data in a CMS/PMS/DMS Change
Migrating Data in a CMS/PMS/DMS Change: Key Risks and How We Help Firms Overcome Them
Migrating data during a CMS (Case Management System), PMS (Practice Management System), or DMS (Document Management System) change is one of the most challenging aspects of any IT transformation project. Locating the data in the current system, moving this to the correct location and then ensuring this is visible and accessible, all within a tight timeline. The process is fraught with risks that can derail progress if not handled carefully.
Key Risks in Data Migration
1. Data Migration Issues
Transferring data from one system to another is never as straightforward as it seems.Locating and then technically mapping and moving the data, testing and then checking for errors can result in significant delays, compromise data integrity, and create operational disruptions. These risks become even more pronounced when dealing with large volumes of sensitive information typical in law firms.
2. Timeline Management
Without a clear and documented timeline, projects can quickly spiral out of control. The timeline also needs to include a number of key segments and allow time for locating, mapping, testing and reporting. Do you know that all the data can be migrated or are you going to have to run reports to retain! A lack of coordination often leads to last-minute surprises, rushed decisions, and missed deadlines. This is why a comprehensive project timeline—such as a Gantt chart that maps out every component and deadline—is critical.
3. Independent Oversight
One of the biggest risks is assuming that all parties involved know what they’re doing. While internal teams and external vendors may have experience in their specific areas, there’s often a lack of independent scrutiny to ensure nothing falls through the cracks. Individual people and vendors are often close to their aspects of the journey, but the not the process as a whole. This is where things fall through the gaps and where the blame game arises!
How We Help Firms Overcome These Challenges
At Hutchinson & Co. we bring expertise, experience, and proven strategies to ensure your data migration project is a success. Here’s how we help:
1. Comprehensive Planning
We start with a detailed project plan that outlines every step of the process. From setting clear timelines to defining responsibilities and milestones, our planning ensures that all stakeholders are aligned and committed to success.
2. Expertise and Experience
With years of experience in managing complex systems changes, we provide the technical and strategic expertise needed to navigate challenges effectively. Whether it’s resolving data formatting issues or troubleshooting unexpected migration roadblocks, we’ve seen it all—and we’re here to help. More importantly we are able to communicate and agree the key phases in simple pragmatic terms with the law firm and then get into the detail with the technical teams and vendors.
3. Continuous Monitoring
We believe in proactive oversight. Through weekly check-ins, monitoring, and detailed progress updates, we identify and address issues before they escalate. We're looking for blockers, looking for risks, making sure things are happening down the line, that are coming, to ensure phases line up and progress can continue when we arrive at that next stage. Supporting the team and enabling them to move forwards as well.
4. Independent Oversight
As an impartial party, we provide the critical oversight needed to scrutinise plans, identify potential gaps, and address risks head-on. Our independent perspective ensures that your project isn’t just completed but completed right. We are the ones looking at all the individual pieces on behalf of the firm, focussed on pulling together the right information, people and technical inputs to ensure the risk of disruption is constantly monitored and protected. If something does arise, we're there to pick up responsibility for addressing this to keep things moving and we're able to have the different types of conversations needed to do so!
Looking Ahead: Insights for Successful System Changes in 2025
Changing your CMS, PMS, or DMS is no small feat, but with the right guidance and support, it’s an opportunity to modernise your operations and set your firm up for success. Over the coming months, we’ll be sharing more insights and practical tips to help your firm navigate these changes confidently.
If your firm is planning a systems change and you want to minimise risks while maximising success, get in touch with Hutchinson & Co. today.