Making the Switch: Seamless Data Migration and Why it’s Essential

| Read time: 6 mins

For cemeteries and crematoriums, smoothly migrating data from one system to another requires careful planning and execution. It also requires the right partner - one who understands where you are heading and how to get there.

And because data is inarguably one of your most valuable assets, it's important that it works for you in the right place, in the right way.

Before we get to the how, let's look at the why.

Why switch?

There are a number of reasons why deathcare providers find themselves in the position of transferring their data from one solution to another.

For many, this transformation is as much a necessity, as it is a choice - the need, for example, to address issues that simply can’t be met by their existing solution, or the realisation that something at a fundamental level needs to change if they are to ensure longevity.

That may be facilitated by the enhanced capabilities a new solution can provide, such as reporting functionalities that allow more data-driven decisions, or workflows that can streamline processes.

It may be to ensure that their data is more easily accessible and more secure; to improve customer service and adapt to changing needs; to introduce scalability and accommodate future growth; it may be that software is outdated and no longer fit-for-purpose [transformation as a way of mitigating risk]; to ensure data integrity and compliance; to increase efficiencies; or to provide something that is more easy to use for their staff.

Aside from all of these, and not to put too fine a point on it: in business, as in life, love can fade, with the partnership having run its course, or subject to uncertainty about its future - this, or the current system and/or investment in necessary upgrades simply aren’t able to get you where you need to be.

The first way, then, of ensuring a seamless transition is to find a partner who fully understands you and what needs to happen.

What is data migration?

Simply put, data migration is moving the information you have to manage your operation and your customers from one system or solution to another, and it’s an essential part of the digital transformation process. 

The ‘migration’ is the transfer of that information in such a way that it enables you to do the same things, and more, within the new system.

3 things you need to know about data migration.

With PlotBox, for example, information is moved using a series of SQL scripts [a language used to manage data] in order to insert it into the PlotBox Database schema [the structure of how data is organised within it].

The important thing to note here is that in order for that to happen, there must be a clear process that defines how that - and all of the associated actions - happens. That will allow you to move through in a linear way towards the end goal of a successful resolution and sign off.

With PlotBox, that process takes place over a number key stages, beginning with the configuration of the project, with each informed by and building upon the previous one, to help ensure as smooth and as efficient a transition as possible.

That initial configuration stage is important because it confirms right from the start that your new vendor has access to all of the data sources they require for the migration to take place and that they are able to extract the data in a usable format.

Fundamentals and best practice

It’s important to realise that digital transformation will reflect a fundamental change in how you operate, and while it can be complicated at the start, it can be broken down into four steps that will help to ensure a smoother transition:

Step one

Your data is analysed to understand how you use and categorise it, as well as the terminology within the data. This also means determining what needs to be pulled across - thinking about what's relevant and what will be useful to you.

What does your data look like in its current form - what’s missing, are there inaccuracies?

It’s also important to identify and rectify anything that may adversely affect the migration or require cleanup further down the line. That could be for example, missing dates, duplicate entries, or inconsistent naming conventions in things such as dates.

Step Two

Your data is prepared so it can move seamlessly from one system to another. How the migration itself works in practice may vary slightly, but typically will involve mapping the data from one source to another, extracting it from the source system, ‘transforming’ it ie. converting it to a format that can be loaded into the target system.

Step Three

Your data is tested to make sure that whatever your vendor is working with in terms of the principles of constructing your data works, and works in the way you require it to. 

Step Four

The migration is conducted so the new system is ready for you to use, with quality assurance and more testing having been carried out to ensure that the data has migrated to the target system correctly. 

Once any issues are resolved and uploaded, these will be retested, and once everyone is happy, the system can go live.

Your data as an asset

As mentioned at the beginning, data is the most fundamental part, or asset of your organisation - it connects your vendor to both you and your customers - telling them how you run your organisation and what’s important for your families.

Data is critical because it’s journey never stops - you are creating new data every day - whether that’s new customers, financial info, new plots or mapping information - it is fundamental to you now and in the future - it unites the old ways of working with the new ways, and allows you to grow accordingly.

That’s why your partner should take their time to make sure that the data aspect of your journey is well cared for.

Digital transformation and organisational change go hand in hand - both at a cultural and process level, therefore it’s important not only to understand the journey you need to move towards; but also to understand how to connect the dots -how your data behaved and acted previously and how it needs to act in the future.

Finding the right partner

No one change is the same - everyone and every organisation is different, but what is important is that there is a unifying factor that connects you to your transformation partner.

Ideally, your partner should come from multiple digital transformations in multiple environments - as that experience will lend itself to being able to assist and help you in how to move through that journey.

Many organisations don’t have their own IT functions or specialist data people - the right vendor will, and part of that partnership is in those resources becoming integral to how your organisation goes through the transformation.

In the end, it’s not just about adhering to best practice, it’s important that your partner takes the time to understand the purpose behind what the data is going to be used for, what change needs to happen, the transformation that needs to take place - and most importantly, the value they can bring to you.

Watch PlotBox Executive VP of Operations Asim Mirza demystify Data Migration.

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