Data is your recruitment agency’s most valuable asset. So, when investing in new recruitment software, data migration is a critical factor to consider.
There are many reasons for upgrading your software, no matter if you’re looking at a cloud migration so that you can access recruitment software from anywhere, or are switching to a more comprehensive suite that can scale with your business. Either way, new software often involves transforming data to meet new requirements.
New software can streamline the entire recruitment process – the key to making it the best recruitment agency software it can be is a seamless data migration and transition. But what is it, why is it crucial, and what should you discuss with your software provider?
What is data migration?
Data migration is the process of moving data from your old recruitment system to your new recruitment agency software. The complexity of the process depends on the type and volume of data you need to transfer.
What to consider for a successful data migration
1. What type of data migration services are available?
Before you start your data migration, identify the critical information your agency needs in your new CRM. This will help determine the scope and complexity of the migration process.
Importing data from an Excel spreadsheet or CSV file
The most straightforward migration involves transferring data from an Excel spreadsheet or CSV file. This typically includes essential candidate and client information like name, contact details, employment preferences, and any attachments, like a CV.
Your new recruitment software provider will likely provide an Excel template. You’ll need to extract all the data necessary from your current system and input it into this template.
Bespoke data mapping and conversion
Complex data migrations involve transferring data between recruitment CRMs. This process requires mapping data fields from one recruitment CRM to another and converting the information to ensure compatibility. It often includes moving candidate and client data, interactions, compliance documents, vacancies, timesheets, and financials.
Determine which data is essential for your business operations and focus on migrating that information. Then, discuss the implications with your recruitment software provider to understand the cost and timeline of data conversion and implementation.
2. How much will my data migration cost?
Recruitment agencies need to consider budget when selecting a data migration service and the level of service that best suits your recruitment agency. The cost will depend on the specific data you need to move and the complexity of the process.
Data migration is typically a fixed project cost and most recruitment software providers charge between £850 to £1,200 per day for it. The fixed fee includes project management, data mapping, extraction, conversion, UAT, and the number of days the project will run.
It’s important to note that depending on your existing recruitment software provider, releasing or extracting your current data could also incur additional costs.
3. Do you need to review and cleanse your data?
When upgrading your recruitment software, take this opportunity to review your data, clean it up, and ensure adherence to GDPR. Identify and remove duplicates, incomplete records, and inconsistencies in data formats to ensure data accuracy.
Data cleanup is often the most time-consuming part of the process. Leverage your team’s expertise to ensure data accuracy and consistency.
4. Who should be involved in the data migration process?
A successful migration requires input from various team members across your business to ensure data accuracy and efficiency. Your team members understand your business best and can advise on which data is essential. When you involve them and all other stakeholders early on in the data migration process, it is more likely to be a success. Share the workload among your team to expedite the process and improve data quality.
5. How long will a data migration take?
This is usually the first question asked, but the duration of data migration can vary significantly depending on several factors: the complexity of your data, your staffing firms review process, and the recruitment software provider that will perform the data migration service. All of these factors play a big part in the time frame of your data migration.
A successful data migration requires dedicated effort from recruitment consultants, those in charge of your recruitment strategy and your new software provider. Although it may seem complicated, by identifying your requirements and collaborating with your recruitment software provider, you can stay within budget and ensure a smooth transition into your new recruitment CRM.
If you’re in the market for a new recruit CRM, get in touch to see how we can help. Eclipse Core Pro is a scalable CRM solution trusted by businesses worldwide. Our recruitment automation software automates tasks, simplifies compliance, and reduces administrative burdens, allowing you to focus on what matters most.
