11 Questions You Should Be Asking About Data Migration

Table of Contents

• What is Data Migration?
• Questions to Ask Technology Vendors About Data Migration

If you're considering moving away from spreadsheets, paper files, generic CRM, or your current agency management system (AMS), it's important to understand the data migration process. Knowing what to expect can help make the transition smoother and set your agency up for long-term success. Use this blog to identify key questions to ask your new AMS vendor, inform your team about what they can expect, and establish clear expectations for your next data migration.  

What is Data Migration?

Data migration is defined by NetApp as: "the process of moving data from one location to another, one format to another, or one application to another. Generally, this is the result of introducing a new system or location for the data."

Data migration involves more than upgrading your technology. It's a process that makes your data easier to access, helps your technology solutions work more effectively together, and ensures you meet current industry requirements and regulations.

Now that you understand what data migration is, let’s discuss the questions you should be asking technology vendors before you buy.

Questions to Ask Technology Vendors About Data Migration

A data migration will vary from one system to the next, so it’s important to set proper expectations with your potential technology vendor. Ask these 11 questions to better understand the process and what is required from you and your team.

1. Who needs to be involved?

The number of people involved in the data migration process depends on your agency’s size, how large your book of business is, and your technology vendor. Sometimes, one person is enough; other times, you'll need a whole team playing different roles.

According to Premier International, four main roles need to be covered in a data migration:

• Data Owners
• Functional Team
• Data Migration Team
• Program Management

Once you’ve determined who will be involved, it’s also important to identify what their role in the process will be. The size of your book of business, the state of your data, and your existing team will determine how many people will be involved and what parts of the process they will own.

Action Item: Determine who needs to be involved and what role they will play to ensure a smooth migration.

2. How do I move my data into the new system?

As we mentioned above, the data migration process will vary from one vendor to the next. However, your technology vendor should present the different options for you to review and choose from.

When moving to a new agency management system (AMS), migration methods include:

• Manual entry
• Spreadsheet import
• Custom migration

Each approach has its advantages and requirements. Basic Excel files work well for many agencies, but every system handles data differently. Ask your vendor's data team for specific guidance on the best approach for your situation.

Action Item: Discuss your migration options with your sales rep to determine which method is best for you.

3. How should I organize my data?

Many vendors will strongly recommend or even require you to clean up your data before migration. Having clean data can make the migration process faster, more efficient, and, in some instances, less expensive.

Here are some ways you can clean up your data right now:

• Remove duplicate contacts and policies
• Delete outdated or irrelevant records
• Standardize formatting for names, addresses, phone numbers, ID numbers, and social security numbers
• Verify and update important information like policy statuses and whether the contact is an active client or not

As the old saying goes, you get out what you put in. If you start with good, clean data, your new system will have accurate and reliable information from the beginning!

Action Item: Ensure your data is ready to migrate by thoroughly cleaning and updating your entire book of business.

4. Do my files have to be in a specific format?

If your vendor provides a standard format guide, that will be very helpful. Consistent formatting means every data entry follows the same guidelines throughout your files. For example:

• Capitalization: Use standardized formatting (either "SMITH" or "Smith," but not both)
• Terminology: Maintain consistent language throughout (like always writing "Prospect" as a complete word rather than abbreviating)
• Dates: Follow the same pattern consistently (i.e., MM/DD/YYYY format)
• Phone numbers: Use identical formatting throughout (i.e, XXX-XXX-XXXX)
• Social security numbers: Use consistent formatting (i.e., XXX-XX-XXXX)
• Column organization: Keep one type of information per column (Column A = First Names, Column B = Last Names, etc.)

Maintaining clear organization will reduce errors in the migration process and make the data transfer smoother. Work with your vendor to determine what specific format you need or what steps you need to take to prepare your data properly.

Action Item: Establish a consistent format for your data that you and your team can follow to ensure clean data going forward.

5. Can I add multiple policies for one client?

You should be able to add extra rows with the same client name but different policies on your spreadsheet. These rows should connect to the same client profile in the system.

Ask your vendor for their best practices. With AgencyBloc's AMS+ solution, all pieces of data (like policies) are tied to the individual contact. You can have multiple policies and coverages linked to one individual without duplicating data.

Action Item: Check with your vendor to ensure multiple policies can tie to one contact to properly migrate your data. 

6. Can I restrict what I migrate or move multiple databases?

Data export relies on the capabilities and processes of your current system. Not all systems allow you to export everything. If you're combining multiple databases, you'll need careful planning to prevent duplicates and keep data linked. Collaborate with your vendor to learn about your transfer options, restrictions, and expected outcomes.

Action Item: Identify which data points you can and which ones you want to migrate to ensure a smooth multi-system migration.

7. Do you have import templates available?

Your vendor should be able to provide import templates. If you have questions about the templates, refer to the help section, knowledge base, or academy of your software, or contact your support representative for assistance. If you need additional fields not included in those templates, you should be able to add them as columns, but consult with your vendor to determine how that works.

Action Item: Review the help materials from your vendor to identify what steps you need to take for importing data into your new AMS.

8. What about notes, attachments, emails, tasks, etc.?

Before switching systems, verify that your current files and information can be transferred over. Be sure to ask:

• Can these items be transferred?
• What format are they currently stored in?
• Will that format work with your new system?
• Where will they be housed in the new system?
• Can you access and export them later if needed?

Some information might transfer easily, while others may require extra steps. Get specific answers about what will transfer before you make the switch to prevent problems down the road. 

Action Item: Identify which data can and cannot migrate to your new system to create a complete picture of your data. 

9. Is there an extra cost for data migration?

This is an answer you want to know upfront, so you’re not surprised when the migration begins. Some companies charge a flat fee, while others assess your situation and provide a quote. 

The cost of your data migration will highly depend on the following:

• The system you're coming from
• The amount and type of data you have
• The state of your data

Action Item: Determine the cost of your migration ahead of time to better plan and prepare.

10. How long will moving the data take?

The timeline of a data migration varies. The main contributors are:

• The system you're leaving
• The amount of data you have
• The condition of your data

The migration process timeline is mainly affected by exporting data from your current system and your team's response time. Being responsive and having your data ready can make the process more efficient.

Action Item: Come prepared and ready for your data migration to make the best use of your time.

11. How easy is it to get my data back out?

This question is the most important one you ask, yet it's often overlooked during the excitement of getting a new system. Many migration challenges, hidden costs, and delays don't come from your new system; they come from trying to remove data from your old one.

Before you buy any technology, make sure you ask: 

• How easy is it to get my data back out?
• Who is the owner of my data once it's in the system?
• What costs are associated with retrieving my data?
• Are there limitations to what I can export (notes, attachments, call recordings, compliance documents, etc.)?

Action Item: Always know the export plan for any system you purchase to better prepare for the future. 

Finding Your Agency’s AMS System

Every agency management system (AMS) is different, so your data transition will be, too. The most important thing you can do is ask questions early and often. The more you know in the beginning, the smoother the data migration process will be. 

AgencyBloc is the #1 Recommended Insurance Industry Growth Platform for health insurance agencies and uplines. With the AgencyBloc experience, you'll get help from our sales consultants, data specialists, and step-by-step resources to ensure you have the support you need. Access to our vast library of Knowledge Base documentation and Academy video tutorials to learn the steps and better support your ongoing migration needs.

Need more support? Reach out to your dedicated Client Success Manager or our Support Team via email, phone, and chat to ensure you're set up for success.

This blog was originally published on June 15, 2021, and was most recently updated on July 8, 2025.

Posted by Shannon Beck on Tuesday, July 8, 2025 in Data Migration

1. data management
2. vendor vetting