CRM Data Cleanup & Migration

Start with a source and field inventory

Identify each source file or system, its record count, field definitions and export date. Separate contacts, enquiries and activity history where the source supports those distinctions. List missing fields and uncertain meanings before designing the destination mapping. A column labelled status should not be imported as a reliable pipeline stage until the practice explains how staff used it.

Define corrections without erasing useful history

Prepare a review copy for normalising formats and identifying possible duplicates. The original export remains the reference. Matching a telephone number is not sufficient proof that two people or requests are identical; shared contact details and repeat enquiries need context. Agree which changes can be applied mechanically and which require authorised staff review. Keep an exclusion and decision log for records that cannot be resolved safely.

Rehearse the migration and reconcile the result

Map source fields to supported destination fields and test a representative sample before the full transfer. Check dates, special characters, ownership, activity links and access boundaries. Compare source totals, imported totals, confirmed duplicates and rejected records using documented definitions. A sample that looks correct on screen is only one check; staff should also test search and the next working action.

Specify the handover and unresolved items

Possible outputs include a field map, a cleaned working dataset, a duplicate-review queue, a trial-import record and a reconciliation summary. The proposal confirms which are included and whether actual migration, automation changes and staff training are separate. Record rollback arrangements and the point after which new live entries require coordination. A migration does not certify the accuracy of historical information or justify retaining unnecessary sensitive data.