Data Migration Projects Must Involve the Business

Why Data Migration Projects Must Involve the Business—Not Just IT

Data migration is often viewed as a technical task—something for the IT department to handle quietly in the background. But treating data migration solely as an IT problem is one of the fastest ways to turn a project into a costly, delayed, and high-risk endeavor.

Whether moving to a new system, consolidating platforms after a merger, or modernizing legacy infrastructure, data migration must be recognized for what it truly is: a business-critical transformation. And that means the business must be actively involved.

1. Only the Business Understands the Meaning of the Data

IT teams are experts in databases, infrastructure, and integration. But they are not the ones using the data day-to-day to make decisions, serve customers, or run operations.

• What does a particular status code mean?

• Which values are still relevant?

• Can certain legacy fields be retired or mapped to new values?

These are questions only the business can answer. Without their input, IT is forced to guess—or worse, preserve outdated or incorrect data structures that carry no value in the new system.

2. Data Quality Decisions Are Business Decisions

Many migrations involve “cleansing” data before moving it to the new environment. But deciding what to clean, archive, or transform requires an understanding of business rules, compliance, and operational needs.

For example:

• Can we safely drop customer records inactive for over 10 years?

• Is it OK to normalize inconsistent product descriptions?

• How should we treat duplicate vendor records?

These aren't technical decisions—they are business policy decisions. And they require business leadership.

3. System Functionality Depends on the Right Data

In most cases, the target system (ERP, CRM, EHR, etc.) has different data structures, validation rules, and workflows. Even if the migration is technically successful, the system won’t work correctly if the data doesn’t align with its logic.

That misalignment leads to broken reports, failed processes, or frustrated users.

Business involvement ensures:

• Data is mapped according to how it’s actually used

• Critical relationships are maintained

• Users get the experience they expect from Day One

4. Business Stakeholders Must Own the Outcome

If the business doesn’t participate in the migration process, they’re less likely to trust or adopt the new system. They may discover too late that key data is missing or misaligned—causing delays, rework, and resistance.

In contrast, when business leaders are involved from the start:

• Expectations are aligned

• Risk is reduced

• Confidence in the final system is stronger

It’s their data. They should shape its future.

5. Successful Migration Is Change Management

Data migration often happens alongside major business change—new processes, new software, new ways of working. That change must be led by the business.

IT can support, advise, and build. But the business must communicate, lead adoption, and make the decisions that shape success.

Final Thoughts

Data migration is not just about moving information—it’s about enabling the business to operate in a new, often better, way. That only works if the business is at the table.

Involve them early. Keep them involved often. Make them owners, not observers.

Your project—and your business—will be better for it.