Data migration in CSV: definition, purpose, and best practices

Data Migration Plan: detailed description of the migration process

A data migration plan is essential to coordinate the activities that need to be followed during the migration.

It also helps to identify who is responsible for implementing what has been determined, when and how, and it facilitates the documentation of all the activities of the data migration. The last point is important if your data migration is a GxP system/application.

According to GAMP, the data migration plan should describe the entire migration process, including, at a minimum:

• Migration project purpose and scope
• System description(s)
• Roles and responsibilities
• Required deliverables
• Risk management strategy
• Configuration management strategy, including the source, staging, and target environments
• Software tool overview and strategy for ensuring compliance and fitness for the intended use
• Migration steps and technical activities
• Data mapping and modeling activities
• Transformation rules
• Data verification strategy and acceptance standards
• Cutover plan
• Roll back strategy

Data Migration report: summary of all migration activities

A data migration report makes it easier to keep track of what was performed, when, by whom and what the result of the migration was. Any issues are also explained in this report.

The data migration report summarizes the activities performed during the data migration. It includes a description of any anomalies or discrepancies found and a list of the results of the verification activities, with objective evidence as necessary.

Because the report will be used to determine the reliability of the migrated data, it should clearly state the overall outcome of the migration activity, such as: complete success, partial success, or failure.

If the data migration is performed as part of a computerized system project, such as a system replacement or upgrade, the data migration report may be documented within the project documentation, where appropriate, and need not be a separate document.

Drafting a Data Migration Plan

First, determine if the system/application requires data migration. Once you have confirmed the migration requirement, you can start preparing the document with the following basic sections:

1. Purpose
2. Scope
3. Abbreviations/ Definitions / Glossary
4. References
5. Procedure
   • Risk management strategy
   • Configuration management strategy
   • Software tool overview and strategy
   • Migration steps and technical activities
   • Initial Loading plan
   • Data mapping and modeling activities
   • Transformation rules
   • Data verification strategy
   • Cutover plan
   • Rollback strategy
6. Responsibilities (RACI Matrix)

Do you need help performing the Data Migration of a computerized system? Or do you need support in preparing a Data Migration Plan? Then don’t hesitate to contact us. We will be happy to help you!