STEP 2 - Migrate
After finishing the appraisal and identifying which records are high value high risk, the next thing is to determine which ones will need to be extracted and migrated so they can continue to be used and managed.
Moving from one system to another involves navigating through several major risks to records and information. These include data loss, retaining contextual links, maintaining access to full and accurate records and information, and preventing premature disposal.
Migration tools can be used in some instances to assist with the process. For example, they can provide a migration log, flag potential issues, and report on what was migrated. Comparison reports of what was migrated when compared with what was in the decommissioned system aid with identifying missing content.
Where the decommissioned system is retained as a storage database, the capability to migrate the records and associated data into a new system must also be maintained.
PROV recommend using actively managed media when storing non-migrated digital records to ensure that records continue to be searchable, retrievable and accessible for the duration of their retention periods. Using non-searchable or unmanaged media, such as backup tapes for the storage and recovery of non-migrated records can be expensive and take a long time to locate and retrieve records.
If possible, the records should be migrated to a system or drive that is being actively managed as the platform, software and other elements necessary for the records to remain readable will more likely be supported in an actively managed environment.
Records that have been sentenced as permanent and are no longer required by the business should be transferred to PROV.
Developing a migration strategy for the records will enable key requirements (including both technical and recordkeeping) to be identified and addressed. The strategy should include an action plan that identifies the records being transferred, including their metadata, where the records are to be migrated to, and how the metadata will be mapped to that used by the new drive or system.