Request document migration services from Technical Services
Our Technical Services team performs migrations of your documents from various document management systems to GoFileRoom.
This service lets you work with your implementation consultant or a Technical Services project manager to guide you through the transition of your data into GoFileRoom.
Migrations to GoFileRoom can be performed from other GoFileRoom databases, FileCabinet CS, CCH® ProSystem fx® Document, Lacerte, and network location storage.
Other third-party programs such as CCH Axcess™ Laserfiche©, and Doc.it© can be migrated as well, but will require the firm to provide additional information to migrate to the proper locations due to missing meta data.
For any document migrations not listed previous, speak with your sales rep about the possibility of providing your firm with services.
When preparing for migration, your Firm should consider:
- How many documents will need to be migrated? To get started with your migration process, your firm will provide a rough estimate of how many documents you will be migrating to your account expert.
- How many years of data should be migrated? This decision may be based on an established Firm policy, compliance time frames and/or require discussion within your office.
- Identifying any data that should be excluded from the migration.
- How do your documents translate from the prior method of organization to the new organization (or index values) created within GoFileRoom?
- How will you communicate the details of this new way of organizing in GoFileRoom to your staff?
The following steps are the phases you will go through as part of any migration.
- Scheduling your migration date. This is the date that your migration will begin provided that Technical Services has received your data. If you are working with a consultant as part of your transition to GoFileRoom, they’ll discuss the timing with you. Turnaround time for the migration depends on the number of documents to be migrated and both accurate and timely decisions made for mapping the documents from the prior to the new location. Your participation is critical in an efficient migration. The entire migration will take up to eight weeks from the time we receive your data.
- Preparing and sending your client data for conversion. For the fastest and most efficient migration, send all your client data to be migrated at one time and designate a person at your office to communicate with your consultant and Technical Services.You will need an external hard drive with sufficient space for your documents. If extracting documents from your prior system, locate and use that system’s best practices and seek guidance from your consultant when possible.Once the data is moved to the hard drive, be sure to encrypt the drive using data encryption such as BitLocker, a free application available from Microsoft. Ship the encrypted drive to the Technical Services Team and email the password to your Technical Services expert.
- Determining how to store documents in GoFileRoom. Within GoFileRoom, your documents will be stored inDrawersand then further organized by index values. The drawer represents a specific to part of your business.For example, the “Clients” drawer is for client’s documents and a “Firm Library” drawer would include internal business files. Be sure that your firm communicates what drawers are needed and exactly what data from your legacy system should be migrated to each drawer.For more specific details on the product from which you are transitioning, locate the resource in related links to familiarize yourself with the details. Your firm is responsible for understanding the process of how to extract data from your current document management system.
- Go File Room
- FileCabinet CS
- CCH Axcess Document
- ProSystem fx Doxument
- Internal Network Location
- Other third-party migrations
- Index mapping approval and migration. Before any of your firm’s documents are migrated, your firm will be provided with a spreadsheet containing the proposed index mappings for all documents to be migrated. Your firm can make any necessary changes to these assignments and then provide a final approval on this index mapping.Technical Services will begin the document upload after receiving the final approval on the index mapping. This upload can take several days and will depend on the number and size of the documents. Our team can typically determine how long the upload will take before starting the process.Turnaround time can take up to 8 weeks from the date the data is received but is influenced by the number of documents your firm needs to migrate as well as your ability to provide information and approve the index mapping promptly. The maximum number of documents that can be processed per night is 30,000 and the presence of large documents (over 1 GB) may reduce that number.When the migration process is complete, you will be provided a spreadsheet that contains the document file names, indexing information, and GoFileRoom document IDs, which are assigned to all documents uploaded to GoFileRoom.
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