Move information the replacement application needs for its workflows. Keep reference history accessible in an archive when that fits the need. Source complexity, required reports and review work determine the delivery effort. Assess those requirements before comparing cost or timing.
Choosing an approach
Migration, archival or continued legacy access?
Choose around the work your staff need to do after the system changes. The right plan may combine a migration for the new application with an archive for historical reference.
| Approach | Useful when | What to assess |
|---|---|---|
| Keep the legacy application | Its existing workflows and access are still needed. | Licensing, infrastructure, vendor support and operational ownership. |
| Migrate history | The new application needs the information for its own work. | Mapping, destination rules, historical detail and validation. |
| Create a scoped archive | Staff need to search and use selected history for reference. | Sources, reports, context, access needs and hosting. |
| Keep backups or exports | A retained copy serves the intended purpose. | How someone will find, restore and interpret a record later. |
Give each part of the data a clear purpose.
Test the plan against a real task.
Does the new application need to act on the information, or does a staff member need to find and read an older report? What must that report include? Use those answers to define the data, related records and files each approach must support.
Next step
Discuss your transition.
Tell us which system is changing and what staff must still do with its data. We’ll discuss where migration or archival could fit.