For a practice choosing a new system, it is imperative that data from the old system can be brought forward to the new one. This is referred to as a Data Conversion or Data Migration. We are experts in data migration – we have done over 600, from over 50 different systems.
Often, firms will have many years of client, case and accounting information which they will need to access in the new system. Commercially it would be inconceivable to lose this data and re-keying it is not practical. Ongoing cases will have information including bills, disbursements, monies held on client accounts, time recording, document history etc. In addition to all current live matters and clients, there is a myriad of historical information and the firm’s day-to-day nominal ledger and management accounting information.
Data conversion is a bit like taking the pieces from one jigsaw and changing them around to make a new picture in a different jigsaw!
You first take the jigsaw apart, understand how each piece fits together and why then figure out how to make them fit into the new one. This requires a combination of specialist technical skills and is why many practice management system suppliers are reluctant to do data conversions and often charge eye-watering prices for them.
We start by analysing the data in the current system. We will produce or modify the routines to convert the data into the Insight Legal system. This stage usually raises questions like matter types, departments, fee earner codes, chart of accounts etc. These are resolved in a conversation with the firm’s principal point of contact for the project. Once everything is converted and balanced, the data is made available in practice as a trial run. This provides all project staff with the opportunity to ensure that all data is present and correct. The experience of multiple migrations has taught us that we can produce numerous reports and printouts. But nothing compares to the experience of seeing and using the Firm’s own data, live, in the new system. This is next made available to all end-users when one or two further unforeseen issues might come to light. These will be resolved ahead of the live conversion.
Typically, conversions will include the following;
- Clients Details – Including names, addresses, contact details, etc.
- Matter information – Including dates, descriptions, case workers, etc.
- Fee Earners
- Departments and Matter Types
- Banks – including Transactions
- Matter Ledger Transactions – Including Bills, Disbursements,
- Time Recording – Including Entries, Charge Rates, etc.
- Nominal Ledgers – Including Chart of Accounts and Transactions
- Document History – Including Word Documents, emails, PDFs, etc.
Confirmation of what can be converted will be provided per customer in a report after completing the trial run.
The price for a standard transactional data conversion starts from £750 + VAT.
We have a range of offerings to suit all firms, from those wishing to bring forward basic details and opening balances to those requiring an entire migration.
We can usually accommodate requests from firms looking to change or refine their data structures and those simply looking to migrate existing data.
We will always provide a fixed-price quote at the outset and are happy to perform a ‘trial run’ as part of the cost, so there will never have any nasty surprises.
In certain circumstances, we can discuss splitting the cost of any migration over 6 months.
The amount of data does not affect the time taken to do the conversion or the cost. To convert 200 cases is not dissimilar to converting 200,000 cases. The time-consuming part of the process is designing and completing the data conversion procedure.
There are a number of current Legal Accounts, Practice Management and Case Management systems in use today.
So far, we have been able to migrate data from every system that we have encountered. Here is a list of some of the major and recent systems that we have converted;
- Advanced Law Business (ALB/ILB)
- AlphaLAW-esprit plus
- Clio & Xero
- Eclipse Proclaim
- Harvest Law
- Katron Solidus
- Lawbyte .net
- Leap & Xero
- Leap Without Xero
- Opsis Millennium
- Opsis Millennium & SCM
- Peapod LOLA
- Peapod Strongbox
- Perfect Books
- Perfect Books for DOS
- SOS Legal
- Tikit Partner
- Videss V9
Many software companies charge an additional fee for their support service on top of the licence cost. With Insight Legal, software support is included in the price that you pay.