Data migration is the most underestimated phase of any CMMS implementation. It is not glamorous - nobody gets excited about mapping fields between spreadsheets - but it determines whether your new system launches with reliable, usable data or inherits the same problems that made you switch in the first place.
This guide covers the full migration process: pre-migration planning, data audit and cleanup, field mapping between systems, the import itself, and the common pitfalls that derail projects by weeks.
Table of Contents
Pre-Migration Planning
Before touching any data, answer these questions:
- What data exists? - asset records, work order history, PM schedules, vendor contacts, parts inventory, documents
- Where does it live? - legacy CMMS, spreadsheets, paper records, email archives, individual computers
- What do you actually need? - not everything is worth migrating. Historical work orders from 10 years ago may not justify the effort.
- Who owns the data? - assign a migration lead who can make decisions about data quality, mapping conflicts, and prioritization.
Data Audit and Cleanup
Always clean data before migration, not after. Migrating dirty data into a new system just transfers the problems and makes them harder to fix. This is the most time-consuming step but also the most valuable.
- Remove duplicate asset records
- Standardize naming conventions (e.g., "AHU-1" not "Air Handler Unit 1" and "AHU1" mixed)
- Fill in missing required fields - especially locations, asset types, and install dates
- Archive obsolete records - decommissioned assets, closed work orders from more than 2 years ago
- Validate vendor contact information is current
- Confirm PM schedule frequencies and task lists are still relevant
Field Mapping Strategy
Field mapping connects data from your old system to the corresponding fields in your new system. This is where most migration complexity lives:
| Data Type | Priority | Key Considerations |
|---|---|---|
| Asset records | Critical | Map location hierarchy, asset types, and classification |
| Site/building hierarchy | Critical | Build hierarchy first - assets reference locations |
| PM schedules | Critical | Map frequencies, task lists, and asset assignments |
| Active work orders | High | Only migrate open/in-progress work orders |
| Vendor contacts | High | Verify contact info is current before importing |
| Historical work orders | Optional | Migrate 1-2 years for reference, archive the rest |
Migration Execution
- Import in order: sites and buildings first, then locations, then asset types, then assets, then PM schedules, then work orders. Parent records must exist before children can reference them.
- Test with a subset: import one site or one building completely before doing the full migration. Validate every field before proceeding.
- Validate against source: spot-check 10-20% of imported records against the original data. Count records to ensure nothing was dropped.
- Have a rollback plan: know how to undo the import if something goes wrong. Confirm this capability with your vendor before starting.
Common Pitfalls
Frequently Asked Questions
Related Articles
Migration Included. No Extra Charge.
AssetLab includes data migration as part of every implementation. Our team handles the field mapping, data cleanup guidance, import, and validation - so you launch with clean, reliable data from day one.