Document migration is the process of transferring documents, files, and their associated metadata from one system, platform, or storage location to another while preserving structure, integrity, security, and compliance.
What Is a Document Migration?
Document migration is commonly performed when organisations upgrade document management systems, move to the cloud, consolidate repositories, or modernise legacy platforms. A successful migration ensures documents remain accurate, accessible, and audit-ready after the transition.
What Is a Document Migration?
Document migration involves planning, extracting, transforming, and loading documents into a new system. This includes migrating files, versions, metadata, permissions, audit trails, and retention rules to maintain continuity and compliance.
Why Document Migration Is Important
- Prevents data loss during system transitions
- Maintains document integrity and history
- Ensures uninterrupted business operations
- Supports regulatory and audit requirements
Common Document Migration Scenarios
- Moving from shared drives to a document management system
- Migrating from on-premise systems to the cloud
- Replacing legacy or end-of-life platforms
- Consolidating multiple document repositories
What Gets Migrated During Document Migration?
- Document files and folders
- Metadata and indexing information
- Version history and revision data
- Access permissions and roles
- Audit trails and approval records
Manual vs Automated Document Migration
- Manual migration: High risk of errors, data loss, and downtime
- Automated migration: Structured, validated, and auditable transfers
How Document Migration Supports Compliance
Proper document migration preserves document history, approvals, and access controls. Auditors expect migrated documents to retain traceability, integrity, and compliance with retention and security requirements.
Best Practices for Successful Document Migration
- Audit and clean documents before migration
- Define metadata and mapping rules
- Validate migrated data for accuracy
- Maintain audit trails and access controls
Next Steps for Organisations
- Assess current document repositories and risks.
- Define migration scope and compliance needs.
- Use a document management platform with migration support.
Learn how modern document management platforms support document migration by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is document migration used for?
Document migration is used to move documents and their data from one system to another while preserving structure, history, and compliance.
Is document migration risky?
It can be if poorly planned. Structured migration processes and validation reduce risks significantly.
Does document migration include metadata?
Yes. A proper migration includes metadata, versions, permissions, and audit trails.
Can document migration be automated?
Yes. Modern document management systems provide tools and workflows to automate document migration securely.
