Inventory the data you actually need
List current data sources, export options, field definitions and record owners. Identify duplicates, missing values and obsolete records before proposing a migration. Decide which history supports the first user task. Moving every file because it exists can increase cost and carry old confusion into a new system.
Separate sample data from information that identifies customers, staff or other people. Confirm who may authorize its use and transfer, then review retention and provider arrangements for the project. Do not test a migration by pasting live private records into a public assistant or an unapproved tool.
Define access at the record level
Create a permission matrix for each role and record type. Include access to attachments, exports and administration, not only screens. Where users own individual records, test that one account cannot read another account’s data. Administrative access should be deliberate and limited to the work that role performs.
Plan what happens when an employee leaves or a collaborator’s access ends. Identify the account owner, the revocation procedure and any service connections that must keep operating. Avoid sharing one account among people who need different permissions. Keep account recovery separate from ordinary day to day use.
Test the transfer and recovery
Map old fields to new fields and describe any transformation. Transfer a small authorized sample, then compare record counts, required values and relationships. Have the process owner inspect the result in a real task. A successful import command alone does not prove that the data is correct or useful.
Agree on backup, recovery and the moment when the new system becomes the source of truth. Define who checks the result and what would cause the team to stop or restore. Keep the original source available according to the agreed retention plan until the transfer has been accepted.
Bring this question to your project.
Use the explorer to organize your task and prepare a reviewed brief.
Prepare my project brief