The most important things at a glance
A document migration is only really useful if it does more than move files: every step must be traceably documented. PlanABridge uses an ETL-based workflow with logging via a migrations database and log files. Especially for large document sets, not only the import matters but the traceability of selection, exclusion and target state.
Contrary to the assumption that migration is mainly a technical transport problem, the real effort usually lies where traceability is required. Exactly there a simple transfer becomes a revision-relevant process. At Plan A Consulting GmbH we see this especially with sensitive HR documents, where a later report must do more than just show that files arrived.
What does traceability mean in a document migration?
Traceability in this context means: every decision in the migration process must be verifiable later. This includes the origin of a document, the mapping used, exclusions, deletion notices and the technical path to the destination system. For a revision this is crucial, as it checks not only the end state but also the path there.
Customers do not pay PlanABridge to import documents. Customers pay PlanABridge to close the gap between source and target systems.
For whom is PlanABridge suitable, and when is it less suitable?
| Suitable, when | Not suitable, when |
|---|---|
| recurrent migration projects or import interfaces must be documented | it is only a very small one-off transfer |
| large data volumes in HR-, ERP-, CRM- or DMS environments imported or migrated | the data is already in a standardized import format, no transformation or traceability is needed |
| traceability, exclusion lists and logs for auditing are relevant | the benefit does not justify the setup effort |
From our experience in an onPremise personnel file system, another important point emerges: a migration is often successful when you also plan for the unexpected. In a vendor change, it turned out after completion that documents were still imported into the source system via interfaces, even though they should have been stopped. Exactly these effects make a complete report valuable later. Only if the customer can verify that all required documents from the source system are also present in the target system can acceptance occur.
How does the migration proceed, and how long does it take?
PlanABridge is essentially ETL-based, i.e., a clear sequence of Extract, Transform and Load. The process is divided into 6 steps: Download, Rename, Convert, Mapping, Verification and Upload. Central is that logging runs in parallel with processing, so every decision remains traceable later in the migrations database and in log files.
- Download of source documents and metadata
- Rename to structure the source information
- Convert to the required target formats
- Mapping of fields and document types with the target formats
- Verification of results and exclusions
- Upload to the target system with evaluation of encountered errors
Plan A Consulting GmbH
What does a revision-proof migration cost?
Costs typically range between CHF 10,000 and CHF 100,000, depending on the volume to process and the effort of the pre-analysis and building the migration path. The biggest cost driver is not the pure upload, but processing, filtering and safeguarding the data. For projects up to 100,000 documents, the magnitude starts at CHF 10,000; larger undertakings can involve up to 8 million documents. Projects over 8 million documents are assessed separately.
| Volume band | Guidance |
|---|---|
| up to 100,000 documents | CHF 10,000 |
| over 100,000 documents | up to the range above 100,000 CHF and up to 8 million documents |
What open limits should be planned?
The biggest risks are not only technical errors but unclear legacy items: unclassified documents, incomplete metadata, missing mapping information and unexpected file formats. Add to that special cases that are often not described in project or vendor documentation. If you start here without pre-analysis you will move data but not have a solid traceable proof.
What to pay particular attention to in planning
PlanABridge does not replace the necessary prework. If exclusion criteria, deletion notices and target structure are not defined upfront, even the best logging will later be only a nice retrospective of an unclear process and the migration schedule will shift.
What does the 938,279 documents case study show?
In the concrete project, 938,279 documents were present in the legacy system. Of these, 102,405 were excluded by the client, 515 already carried a deletion notice, and 835,359 documents were migrated to the target system. The case shows why report capabilities and filter logic belong together: only the documented selection makes the migration auditable, not just the number of transferred files.
Frequently asked questions
Why is a successful import not enough as proof?
Which documents are most frequently excluded in practice?
What makes up the largest portion of the effort?
When is PlanABridge too large for a project?
If you only move documents, you end up with documents in the system. If you document the steps, you have a solid migration proof. That is why PlanABridge is especially worthwhile when transparency, efficiency and revision go hand in hand and the migration must be both usable and explainable later.
Migrationsprojekt mit Nachweisbarkeit besprechen
Plan A Consulting GmbH, Altendorf