CRM Data Migration Best Practices
Proven 4-Phase Methodology for Zero-Loss Migrations
Introduction
CRM data migration is high-stakes work. Your historical customer data, sales pipeline, and institutional knowledge are on the line. Done well, migration is seamless—users barely notice the transition. Done poorly, it results in lost opportunities, frustrated sales teams, and shattered trust in the new system.
At Vantage Point, we've migrated over 150 million records from legacy CRMs including Junxure, Redtail, Wealthbox, Salesforce Classic, ACT!, and custom-built systems. This guide captures our battle-tested 4-phase methodology that achieves zero data loss and 98%+ user acceptance on day one.
1. Migration Readiness Assessment
Before touching any data, conduct a thorough readiness assessment. This phase determines whether you're ready to migrate, identifies risks, and sets realistic timelines.
Migration Readiness Checklist
Data Inventory
- Total record count (Accounts, Contacts, Opportunities, Activities)
- Custom fields and their usage patterns
- Relationship structures (parent-child accounts, hierarchies)
- Historical data depth (how many years to migrate?)
- Attachment/document volume and storage locations
Data Quality Baseline
- Duplicate record percentage
- Field completion rates for critical fields
- Invalid data patterns (e.g., emails without '@', phone numbers with letters)
- Orphaned records (contacts without accounts)
- Data inconsistencies (same customer with multiple names/IDs)
Business Requirements
- Which users need access on day one?
- What reports must work immediately?
- Which integrations must remain functional?
- Acceptable downtime window
- Rollback plan if migration fails
Technical Prerequisites
- Target Salesforce org ready (sandbox + production)
- API access credentials for legacy CRM
- Data migration tools selected (Data Loader, third-party tools)
- Backup of legacy CRM data
- Test user accounts configured
Red Flags: When to Pause Migration
- • Target Salesforce org not fully configured: Don't migrate until all custom objects, fields, and workflows are built
- • Poor data quality (40%+ duplicate rate): Clean data in legacy system first; don't migrate garbage
- • No executive sponsorship: Migration requires decision-making authority; without it, you'll stall
- • Users haven't been trained: Users must know new system before cutover; don't migrate blindly
2. The 4-Phase Migration Methodology
Our methodology breaks migration into four sequential phases, each with clear deliverables and success criteria.
Phase 1: Assessment & Planning
Duration: 1-2 weeks
Objective: Understand legacy data, document requirements, and create migration plan.
Key Activities
- Data Extraction: Export all data from legacy CRM (CSV, database dumps, API exports)
- Data Profiling: Analyze data quality, identify missing values, duplicates, and outliers
- Requirements Gathering: Interview stakeholders on critical data elements and reports
- Migration Scope Definition: Decide what to migrate, what to archive, and what to discard
Deliverables
- ✓ Data inventory document
- ✓ Data quality assessment report
- ✓ Migration project plan with timeline
- ✓ Risk assessment and mitigation strategies
Phase 2: Data Mapping & Transformation
Duration: 2-4 weeks
Objective: Create precise field-level mappings and data transformation rules.
Key Activities
- Field Mapping: Document legacy field → Salesforce field mappings (e.g., "Client_Name" → "Account Name")
- Data Transformation Rules: Define how to clean, standardize, and transform data (e.g., phone number formatting, picklist value mapping)
- Relationship Mapping: Document parent-child relationships, lookups, and hierarchies
- Data Cleansing Scripts: Build scripts to deduplicate, validate, and standardize data pre-migration
- Migration Load Order: Define sequence (Accounts → Contacts → Opportunities → Activities → Attachments)
Example: Junxure to Salesforce Field Mapping
| Junxure Field | Salesforce Field | Transformation Rule |
|---|---|---|
| Family.Name | Account.Name | Direct copy |
| Person.FirstName | Contact.FirstName | Capitalize first letter |
| Person.Phone | Contact.Phone | Format as (XXX) XXX-XXXX |
| Family.AUM | Account.Total_AUM__c | Convert to currency, remove $ signs |
Deliverables
- ✓ Complete field mapping spreadsheet
- ✓ Data transformation specification document
- ✓ Data cleansing scripts (SQL, Python, Excel macros)
- ✓ Migration load order diagram
Phase 3: Test Migration & Validation
Duration: 3-6 weeks (multiple iterations)
Objective: Execute test migrations, validate accuracy, and refine until 98%+ accuracy achieved.
Key Activities
- Test Migration #1 (Smoke Test): Migrate small data sample (100-500 records) to validate basic mapping
- Test Migration #2 (Full Volume): Migrate complete dataset to Salesforce sandbox, measure performance
- User Validation: Business users test data in sandbox, provide feedback on accuracy and completeness
- Data Quality Metrics: Measure record counts, field completion rates, relationship integrity
- Issue Remediation: Fix mapping errors, refine transformation rules, retest until criteria met
Success Criteria for Test Migration
- ✓ Record Count Accuracy: 100% of records migrated (zero record loss)
- ✓ Field Accuracy: 98%+ fields populated correctly (validated via spot checks)
- ✓ Relationship Integrity: All parent-child relationships intact
- ✓ User Acceptance: Business users approve data quality
- ✓ Performance: Reports run within acceptable time limits
Deliverables
- ✓ Test migration execution logs
- ✓ Data validation reports with pass/fail metrics
- ✓ User acceptance signoff
- ✓ Finalized transformation scripts
Phase 4: Production Cutover
Duration: 1-3 days
Objective: Execute final production migration and go live with new Salesforce system.
Key Activities
- Freeze Legacy System: Set legacy CRM to read-only mode (no new data entry allowed)
- Final Data Extract: Extract final dataset from legacy CRM (includes any last-minute changes)
- Production Migration: Execute migration scripts against Salesforce production org
- Verification Checks: Run validation scripts to confirm record counts, relationships, and data integrity
- Go-Live Communication: Notify users that Salesforce is live, legacy CRM is retired
- Hypercare Support: Provide intensive support for first week (war room, rapid issue resolution)
Rollback Plan
If production migration fails validation (e.g., major data loss discovered), be prepared to rollback: reopen legacy CRM, notify users, and reschedule cutover after fixing issues. Never force users to work in a broken system.
3. Data Quality Framework
Data quality is the difference between migration success and failure. Use this framework to assess and improve data quality before migration.
Six Dimensions of Data Quality
1. Completeness
Definition:
Are required fields populated?
How to Measure:
Field completion rate = (Records with value / Total records) × 100%
Target:
90%+ for critical fields (Name, Email, Account Owner)
Remediation:
Flag incomplete records for manual review pre-migration
2. Accuracy
Definition:
Is the data correct and current?
How to Measure:
Sample validation: manually verify 100 random records
Target:
95%+ accuracy on spot checks
Remediation:
Update stale data, validate email addresses, verify phone numbers
3. Consistency
Definition:
Are values formatted uniformly?
How to Measure:
Standard deviation of formats (e.g., date formats, phone formats)
Target:
Single format per field type
Remediation:
Apply transformation rules to standardize formats
4. Uniqueness
Definition:
Are there duplicate records?
How to Measure:
Duplicate detection algorithms (fuzzy matching on Name + Email)
Target:
<5% duplicate rate
Remediation:
Merge duplicates in legacy system before migration
5. Integrity
Definition:
Are relationships valid?
How to Measure:
Orphaned record count (e.g., Contacts without Accounts)
Target:
Zero orphaned records
Remediation:
Create placeholder accounts for orphaned contacts
6. Timeliness
Definition:
Is the data current?
How to Measure:
Last modified date distribution
Target:
80%+ records updated in last 12 months
Remediation:
Archive stale records (>3 years old, no activity)
Conclusion
CRM data migration is a high-stakes project that requires meticulous planning, rigorous testing, and unwavering attention to data quality. By following the 4-phase methodology outlined in this guide—Assessment, Mapping, Testing, and Cutover—organizations can achieve zero-loss migrations with high user acceptance.
Remember: the success of your Salesforce implementation depends on the quality of your migrated data. Invest the time upfront to get it right, and your users will thank you on day one.