Successful data migration with aiFind

A data migration is more than just a technical process - it is a strategic decision that should fundamentally affect the efficiency and performance of your recruitment with another system. Transferring your data from your legacy system to a target system requires not only technical know-how, but also a smart strategy. The change is not an end in itself: it is about optimizing your processes, eliminating bottlenecks and increasing quality. With the right partner at your side, a migration won’t be as complex and unmanageable as you initially think. You can also use it to enrich your existing data and even improve its quality.

In general, we like to distinguish between two types of data migration:

1. Database migration: when you want to have your database, including its links and files, transferred to a new system. In most cases, your provider will give you a database file that seems pretty useless, but a trusted service provider can really work wonders with it.
2. Data import: The data import is basically database migration in miniature. Fewer links are necessary as the primary data is relevant, such as candidates, customers and contact persons.

Reasons for a migration?

These points show the situations in which data migration can make sense. It is important to consider the individual needs and goals of your company in order to make the right decision. Several reasons can lead to a migration.

1. Data cleansing: If your database is inaccurate, outdated or incorrect, a data migration can be used to cleanse and update the data.
2. Moving to the cloud: If you want to move your data to the cloud to take advantage of a scalable and flexible infrastructure, a data migration is required.
3. Compliance requirements: If the legal requirements for data management change, data migration may be necessary to ensure that your data complies with current regulations.
4. Performance improvement: If your current database is slow and affecting performance, a data migration to a more powerful platform may be a solution.
5. Missing functions, processes and automatisms in the current system: If your existing system no longer meets current business requirements and is missing essential functions, processes or automatisms, a data migration can be a strategic solution.

The migration process

• Preparation
• Implementation
• QA

Before the migration: Planning and scope of the data is essential

Are you facing the exciting phase of data migration? The key lies in well thought-out planning with sufficient time in advance. This is the ideal case, but not always the reality. Try it anyway. Analyze your database and consider as a team which period of which data is relevant. The more recent the data, the less effort. In our experience, this is at least the first best practice. The context here is that data accumulates over time and undergoes changes. Old data likely lacks information already present in more recent data records, especially in mandatory fields.In addition to establishing a timeline, it’s important to determine beforehand which database tables (or, in technical terms, entities) are pertinent to the target system. This ranges from necessary tables such as candidates, customers and contact persons to lists, saved searches, etc.

Find out which data is particularly important.

Your checklist:

• By what year should data be migrated?
• Which tables? Define a scope.
• Does your provider send you a database file (technical jargon: dump), CSV file or similar?

Your provider draws up a detailed action plan including the costs. Full transparency is essential in the current phase. No party needs hidden costs and expenses at this stage. After this comprehensive planning phase, you can sit back, have a coffee and trust that the migration will be carried out professionally, taking all the details into account.

Migration: Let’s get started

With the planning behind you, the actual data migration can now begin. Your provider will start by accessing your database and understanding the database structure. You will be contacted in the meantime to clarify any queries. Next, the process involves importing and mapping your data to ensure it becomes visible in the target system and retains its intended significance.

Have you decided that you want to improve the quality of your data? Your provider can do more than just fill in empty fields. With various tools, it is possible to check e-mail addresses for validity, etc. - You shouldn’t overlook this opportunity, as the benefits far outweigh any additional costs.

As soon as the migration script has been created and quality assurance has taken place at the provider, the data will be made available to you in a test system. Your feedback counts and is put into practice. This allows a provider to ensure that the migration runs as you want it to. This feedback loop can vary depending on the complexity of the migration. Once the migration has been approved on the test system, the exciting part begins: the transition phase. After your approval, the migration is transferred to the production system and your system is ready for use. During a database migration, it is practically unthinkable for one system to seamlessly replace another. Especially because data needs to be cross-checked from time to time. This increases acceptance and provides security, especially for your consultants. This security is essential for the acceptance of the new system. Who can genuinely adapt to something entirely new overnight? To ensure that acceptance is kept high as part of change management, suitable providers will make appropriate training courses available to you.

Challenges? Carefree with aiFind

If you are facing a seemingly impossible task in your planning or any other phase of your data migration, aiFind, the provider of choice, can help you quickly and easily. We have the solution to your problem and will ensure that you don’t fall behind schedule. Because we live and breathe agile working.