Data Migration – What’s holding you back?

Data Migration

Introduction

This article explores data migration for libraries and how to manage the process successfully. It is designed for library professionals considering system changes, whether due to evolving technology, organizational needs, or the desire to improve information management.

Data migration—the process of transferring data between systems, storage locations, or formats—is a critical step in modernizing library services. Understanding the challenges and best practices of data migration can help ensure a smooth transition, minimize disruption, and maximize the value of your library’s data assets.

Data Migration

No one likes change, especially forced change. However, as technology advances rapidly, it makes sense for organizations to periodically review their information management systems, that is, the systems that hold data and inform decision-making and learning for users. This article explores data migration for archives and libraries outlining how to manage the process successfully. Questions that should be explored include:

Are there better ways to put information into the hands of staff, members, and users?
Are there better work practices that will make processing data more efficient?
Can systems be easier for library staff to control, use, and apply?
How to meet database and information needs outside of the library?
How can the library be more flexible and control non-bibliographic data?
How can new technology be applied to meet emerging demands?

Changing from one library management system to another is a major upheaval. Committing to change brings both challenges and opportunities. The opportunity is a chance to review all data and metadata: how it is structured, whether it is clean, consistent, and enriched, and if it is indexed in the best way for users to access it easily and accurately.

Our belief is that data should be presented in the best way possible so that users can more easily engage with the library service, and so that the library service is seen to be world class. The challenge is to do this efficiently with as little effort or disruption as possible to the normal workings of the library.

Key Challenges and Best Practices in Data Migration

Data migration projects are complex and require careful planning to succeed. Here are some of the key challenges and best practices:

Careful Planning: A solid data migration plan is essential, including a clear strategy, timeline, and risk assessment.
Data Quality Assessment: Assessing and cleansing data before migration helps prevent issues and ensures data integrity.
System Compatibility: Ensuring compatibility between old and new systems is crucial to avoid data loss or corruption.
Low Success Rate: Only 16% of data migration projects succeed within budget and time, highlighting the importance of preparation and expertise.
Ongoing Communication: Keeping stakeholders informed throughout the process helps manage expectations and address issues promptly.

By understanding these challenges and following best practices, libraries can improve their chances of a successful migration. With these key points in mind, let’s move on to what a successful data migration looks like.

A Successful Data Migration

Data migration is the process of transferring data between systems, storage locations, or formats. Data migration transfers data between systems, storage locations, or formats. Unlike ongoing data management work, the process of transferring data is typically a one-time event tied to a system change.

There are several types of data migration organizations may face when changing systems:

Cloud Migration: Moves data from on-premises environments into the cloud.
Storage Migration: Moves data to new storage systems during hardware refreshes.
Database Migration: Transfers data between database platforms.
Application Migration: Involves switching software platforms and their data.
Data Center Migration: Relocates infrastructure to new physical locations or hosted environments.
Business Process Migration: Often happens at the application layer during mergers or reorganizations.

View this step as an opportunity to re-visit data, re-structure data, create relationships, and present information in a better way. Done in this way, it opens up the potential for new ideas and creative thinking to be applied to how information is presented to users so that they can learn from the information structures as well as the data itself (finding things that the user does not already know).

Simply taking data from one system and placing it into another system (like for like) does not advance library performance. How data is structured and presented is a major reason for changing the library management system. It is this that brings about improvements in library services.

With an understanding of what data migration entails, let’s explore best practices developed from extensive experience.

Best Data Migration Practices Developed In-House by Soutron Engineers

Data Cleansing and Quality Assessment

Over the last 30 years, we have been fortunate to work with a huge number of librarians and organizations, big and small. We have converted, migrated, and carried out data cleansing on a myriad of data sets, assessing data quality and identifying data quality issues before migration. Data migration planning includes assessing data quality and risks.

Combining and Aggregating Data

We have combined and aggregated data, established multiple taxonomies, and integrated data with external data. Our clients now combine in a single Soutron database, archive and library and know-how and document data sets, consolidating data into Search Portal to improve analytics and access.

Improving Analytics and Access

This experience has led us to understand how to analyze data sets and interpret data relationships so that data can be better presented, learning from data can be faster, and access is made more intuitive and obvious.

A solid data migration plan matters, especially as only 16% of data migration projects succeed within budget and time.

So, when thinking about changing systems, is the rational decision maker seeking to make a change because the existing system has been around for quite a while, not keeping up with the needs of their users, and it’s about time to think about changing systems again?

How long a system has been in place is not the criteria to use to determine if it is time to change from one library system to another. Library systems used to be changed in line with technological changes. When Microsoft brought out a new operating system and user interface, a new library system invariably emerged designed around that system. That is not necessary today. Library systems today need to be changed when they no longer keep pace with the demands of librarians and their users, when data cannot be managed and presented and controlled in the manner needed by the organization, and when a successful data migration project depends on a clear data migration plan that assesses risks and sets out a practical data migration strategy.

With these best practices in mind, let’s take a step back and consider the broader data migration process.

Taking a Step Back in the Data Migration Process

If there is a need to re-position your archive or library service, to re-think working practices, to re-think data relationships and data structures, to clean up and present data in better ways, to create new ways for your users to access data, then you are in luck, because the Soutron Information Management system for archives and libraries was built to handle exactly those situations.

Data Integration vs. Data Conversion

It is important to note the differences between related processes:

Data Integration: Data integration combines data from multiple sources into one view.
Data Conversion: Data conversion changes data from one format to another.

Choosing a New Library Management System

If your data is outdated, poorly indexed, or lacking structure, these are the factors that should drive your decision to look to make changes in library service provision. This means finding a new library management system supplier that is aligned and in tune with your thinking. Many data migration projects involve more than one migration type at the same time. The continual development, enhancement, and flexibility of the library system is equally critical to the success of the library. Why? Because when this happens, when the supplier of library management software has this focus on flexibility and systems improvement, the library can concentrate on its users, its data and management, and on being creative in solving emerging data management needs.

With a clear understanding of the types and processes involved, you can now consider the practical steps for your migration journey.

Go, Go, Go! With Soutron Global Data Migration Professionals

So, don’t hold back when you want to be more creative. When you want to push the boundaries of your library service, the starting point is your data migration process. This means choosing the right migration process for your timelines, risk, and service needs.

Migration Approaches: Big Bang vs. Trickle

Approach	Description	Downtime	Transition Style
Big Bang	Transfers everything in the actual migration at once.	Possible downtime	All data moved at once
Trickle	The move happens in phases with no downtime; old and new systems run simultaneously during the transition.	No downtime	Phased, parallel running

Decide if your existing library system supplier is keeping pace with your demands and can support your creativity and vision. If not, don’t hold back.

We are here, experienced, able, and excited to keep at the forefront of library system development.

Review our guide: Frequently Asked Questions on Data Migration for a quick data migration vs. data integration and data conversion overview.