{"id":10691,"date":"2022-12-09T21:16:15","date_gmt":"2022-12-09T21:16:15","guid":{"rendered":"https:\/\/teamheller.com\/?p=10691"},"modified":"2025-05-29T15:20:19","modified_gmt":"2025-05-29T15:20:19","slug":"nonprofit-data-migration-its-time-to-be-strategic-and-choosy","status":"publish","type":"post","link":"https:\/\/teamheller.com\/resources\/blog\/nonprofit-data-migration-its-time-to-be-strategic-and-choosy","title":{"rendered":"Nonprofit Data Migration: It&#8217;s Time to Be Strategic and Choosy"},"content":{"rendered":"<p>When you\u2019re <a href=\"https:\/\/teamheller.com\/resources\/blog\/7-lessons-learned-about-implementing-crm-systems-for-nonprofits\" target=\"_blank\" rel=\"noopener\">implementing new technology for your nonprofit<\/a>, such as a customer relationship management (CRM) system, a critically important step in the process is data migration.<\/p>\n<p>It can be tempting to move every piece of data your organization has ever collected into the new system \u201cjust in case\u201d you need it someday. And even though you probably know you should <a href=\"https:\/\/teamheller.com\/resources\/blog\/how-to-prepare-your-data-for-a-crm-implementation\" target=\"_blank\" rel=\"noopener\">clean your data before a new technology implementation,<\/a> you might think it would be much easier to just move everything now and vow to clean it up later. (How many times have you said <em>that <\/em>while moving into a new home and then never quite got around to tidying up later?)<\/p>\n<p>Some nonprofit technology consultants accommodate this approach by offering inexpensive data migration options, such as those that use a script to quickly move data from one or more systems into your new system \u2013 often referred to as a \u201clift and shift\u201d approach.<\/p>\n<p>But many nonprofits are seeing the downsides of moving too much data (and moving bad data) into a new system, and they\u2019re recognizing that a more strategic approach to data migration offers multiple benefits. We\u2019ve also seen the market shift to placing greater emphasis on data certainty, which focuses more on accurate data over volume of data. With this approach, organizations can build more accurate strategies around engaging with their constituents.<\/p>\n<h2><strong>Why take a strategic approach to nonprofit data migration?<\/strong><strong><br \/>\n<\/strong><\/h2>\n<p>There was a time when CRM systems were promoted as a \u201csingle source of truth\u201d that led to a \u201c360-degree view of your data\u201d. With that perspective, you might think it would follow that you should collect and store as much data as possible in <a href=\"https:\/\/teamheller.com\/resources\/blog\/3-benefits-of-a-new-crm-for-your-nonprofit\" target=\"_blank\" rel=\"noopener\">your nonprofit\u2019s new CRM system<\/a>.<\/p>\n<p>However, that\u2019s not always the most effective approach for modern nonprofits.<\/p>\n<p>CRM systems today are often a core system for many organizations but are just one of multiple software systems in the technology mix. Also, organizations are now collecting more data than ever about their donors, volunteers, and other constituents. These factors are leading more nonprofits to shift away from collecting and storing huge volumes of data in one system to ensuring they have the access they need to clean, accurate, and specific data that truly supports their goals.<\/p>\n<h2><strong>Here are a few reasons that this strategic view of data migration might be a better choice for your nonprofit:<\/strong><\/h2>\n<ul>\n<li><strong>Lower cost<\/strong> \u2013 Thoughtful data migration requires data mapping and testing. So, the more data elements you move into your new system, the longer and more costly the implementation will be. Plus, depending on your new CRM system\u2019s fee structure, you could end up paying a considerable amount for data storage. By cleaning your data and thinking intentionally about what data you move into your new system, you can save valuable dollars for your organization.<\/li>\n<li><strong>Better performance<\/strong> \u2013 Bogging down your new system with a lot of data that you don\u2019t use on a regular basis can have a negative impact on the system\u2019s performance. For example, running reports might take much longer if the reporting function must sort through excess data to deliver results. Thinking \u201cclean and lean\u201d when you move data into your new system will help to ensure that your system is running optimally.<\/li>\n<li><strong>Greater results<\/strong> \u2013 Over time, it\u2019s not unusual to have inconsistent, duplicate, and outdated data. By tidying your data before moving it into a new system, you can ensure that your new system is supporting your organization\u2019s goals. For example:\n<ul>\n<li>You\u2019ll be able to accurately segment your database and target constituents with the right messages, without accidentally sending multiple messages to the same person.<\/li>\n<li>Your reports will be more accurate. You\u2019ll be able to dive into data analytics and employ business intelligence approaches using data you can trust.<\/li>\n<li>Your entire organization will work more efficiently because the system will be working optimally.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2><strong>Being selective with data doesn\u2019t necessarily mean throwing it away<\/strong><strong><br \/>\n<\/strong><\/h2>\n<p>The idea of NOT moving all of your data into your new system can seem scary. We\u2019ve seen organizations that have decades of data in their legacy systems. In cases like this, the tug from that old \u201cWhat if I need it someday?\u201d idea can be strong.<\/p>\n<p>But keep in mind that being thoughtful and selective about which data you move into your new system doesn\u2019t mean you have to throw out all of your old data. In fact, today there are many technology options available to house your older data. They range from simple (such as a spreadsheet or .CSV files) to more complex (such as data warehouses and data lakes).<\/p>\n<p>Also, there are more sophisticated integration options than ever before, some of which allow you to use data without moving it. For example, <a href=\"https:\/\/teamheller.com\/resources\/blog\/salesforce-announces-genie-what-does-it-mean-for-nonprofits\" target=\"_blank\" rel=\"noopener\">Salesforce recently announced Genie<\/a>, which allows you to use data about your constituents from across your entire technology ecosystem without actually copying the data to the system that\u2019s using it.<\/p>\n<p>The bottom line: Remember that being strategic with your data migration doesn\u2019t automatically mean you\u2019re throwing data away. There are ways to hang onto important data without having it clutter your CRM system.<\/p>\n<h2><strong>Tips for taking a more strategic approach to data migration for your nonprofit<\/strong><\/h2>\n<p>A thoughtful approach to data migration starts with considering which data gets moved to your new system, and which doesn\u2019t. The right type and volume of data moved into a new system will be different for every nonprofit. However, here are some general ideas to consider:<\/p>\n<ul>\n<li><strong>Compliance-related data<\/strong> \u2013 Any information that you will need for compliance, such as that needed for regular reporting back to government entities, should be moved into your new system. For financial data, consider migrating the past seven years of data.<\/li>\n<li><strong>Data needed for targeted messages<\/strong> \u2013 You\u2019ll need data for marketing\/fundraising segmentation and list-building, such as donor data, demographic data, and other details about your interactions with constituents. However, keep in mind that data can be so old that it\u2019s no longer a reflection of your organization\u2019s current relationship with a constituent. So, depending on your organization\u2019s needs, you might want to move only two to five years of data into your new system.<\/li>\n<li><strong>Program data<\/strong> \u2013 Your nonprofit\u2019s programs might require that you have more historical data about engagement with your constituents in certain areas. In this case, it\u2019s important to balance the desire to have lean data with the breadth of your organization\u2019s day-to-day data needs.<\/li>\n<li><strong>First-party data<\/strong> \u2013 The data you collect directly from your own audience (first-party data) is more valuable than data that you purchase from a third party. It\u2019s your data and it isn\u2019t dependent on some other organization. So, consider placing a higher priority on moving this data into your CRM system, where you can secure it and use it for targeted marketing.<\/li>\n<\/ul>\n<h2><strong>Learn more about strategic data migration for your nonprofit<\/strong><\/h2>\n<p>If you\u2019re considering a move to a new technology system, it\u2019s important to think about your approach to data migration. When it comes down to it, it\u2019s all about using your data wisely.<\/p>\n<p>Here at Heller Consulting, we believe data migration is about more than just moving data from one system to another. It\u2019s about ensuring you\u2019re using your data cost-effectively in a way that helps you truly get the most out of your technology systems and ultimately reach your organization\u2019s goals.<\/p>\n<p>If you\u2019d like to talk about your data migration and technology needs, <a href=\"https:\/\/teamheller.com\/contact-us\">contact Heller Consulting<\/a>. Our team is ready to help.<\/p>\n<h2>More Nonprofit Resources:<\/h2>\n<ul>\n<li><a href=\"https:\/\/teamheller.com\/guides\/staying-ahead-of-the-curve-2023-digital-transformation-trends-for-nonprofits\" target=\"_blank\" rel=\"noopener\">The Nonprofit\u2019s 2023 Guide to Digital Transformation\u00a0<\/a><\/li>\n<li><a href=\"https:\/\/teamheller.com\/guides\/a-business-case-for-a-new-nonprofit-crm\" target=\"_blank\" rel=\"noopener\">A Business Case for a New Nonprofit CRM<\/a><\/li>\n<li><a href=\"https:\/\/teamheller.com\/guides\/communications-toolkit-for-system-launch\" target=\"_blank\" rel=\"noopener\">Project Communication Plan for Technology Change<\/a><\/li>\n<li><a href=\"https:\/\/teamheller.com\/guides\/the-nonprofits-guide-to-change-management\" target=\"_blank\" rel=\"noopener\">The Nonprofit\u2019s Guide to Change Management<\/a><\/li>\n<li><a href=\"https:\/\/teamheller.com\/webinars\/on-demand-webinar-costs-and-benefits-of-a-new-nonprofit-crm\" target=\"_blank\" rel=\"noopener\">On-demand webinar: Costs and Benefits of a New Nonprofit CRM<\/a><\/li>\n<li><a href=\"https:\/\/teamheller.com\/resources\/blog\/technology-trust-and-the-impact-of-nonprofit-staff-turnover\" target=\"_blank\" rel=\"noopener\">Technology, Trust, and the Impact of Nonprofit Staff Turnover<\/a><\/li>\n<li><a href=\"https:\/\/teamheller.com\/podcast\/the-pros-and-cons-of-a-rfp-for-your-nonprofit-tech-selection\" target=\"_blank\" rel=\"noopener\">Podcast Episode: The Pros and Cons of a RFP for Your Nonprofit Tech Selection<\/a><\/li>\n<li><a href=\"https:\/\/teamheller.com\/resources\/blog\/next-level-software-selection-for-nonprofits\" target=\"_blank\" rel=\"noopener\">Next-Level Software Selection for Nonprofits<\/a><\/li>\n<\/ul>\n<h2>Join the list<\/h2>\n<p>Want more nonprofit tech resources delivered to your inbox? Fill out the quick form below!<\/p>\n<iframe title=\"Quick Subscribe Form\" class=\"pardotform\" src=\"https:\/\/info.teamheller.com\/l\/734413\/2023-01-09\/46mk25\" width=\"100%\" height=\"500\" type=\"text\/html\" frameborder=\"0\" allowTransparency=\"true\" style=\"border: 0\"><\/iframe>\n","protected":false},"excerpt":{"rendered":"<p>When you\u2019re implementing new technology for your nonprofit, such as a customer relationship management (CRM) system, a critically important step in the process is data migration. It can be tempting to move every piece of data your organization has ever collected into the new system \u201cjust in case\u201d you need it someday. And even though [&hellip;]<\/p>\n","protected":false},"author":21,"featured_media":10692,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[80],"tags":[],"ppma_author":[478],"class_list":["post-10691","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-nonprofits"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Nonprofit Data Migration: It&#039;s Time to Be Strategic and Choosy<\/title>\n<meta name=\"description\" content=\"Nonprofit data migration is an opportunity to think about which data you really need and which data you can purge.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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