The playbook
CRM Data Migration: Checklist
Use this CRM data migration checklist before a new release, a handoff, or a scheduled review. Its purpose is to verify the decisions that affect reconciled migrated records. Check an actual customer or opportunity record; a box marked complete without evidence does not show that the customer journey works.
Put the task in context
Keep the original source identifier during migration so records can be reconciled. Map relationships as well as fields. Test duplicate matching, blank values, stage translation, and dates on a small sample before moving the remaining records.
Before you use the checklist
Name the exact item being checked and its purpose. Gather source ID, target ID, field mapping, exception. If one of those details is unknown, mark it as unknown and assign a way to resolve it. An invented value makes the checklist look complete while weakening every later decision.
Working checklist
| Check | Evidence to keep | Responsible role |
|---|---|---|
| Inventory source objects fields and identifiers | A dated observation showing how source ID was verified | sales operations lead |
| Clean duplicates and map values before import | A dated observation showing how target ID was verified | record owner |
| Reconcile counts relationships and sample histories | A dated observation showing how field mapping was verified | sales manager |
Check the failure path
- Look specifically for this failure: importing duplicate people as separate unrelated contacts.
- Define matching rules and test a small representative migration. Record the actual correction, not just the intention to make it.
- Repeat the affected task after the correction and check exception.
- Make sure the next owner can find the decision and supporting evidence.
Use three outcomes for each check
Mark an item as complete only when the expected behavior or information has been observed. Mark it as incomplete when a required condition is absent. Use not applicable when the condition genuinely does not belong to the chosen scope, and write a short reason. These states keep a review useful without forcing every process into an identical mold.
For example, if the check is “Inventory source objects fields and identifiers,” a meeting about the subject is not the evidence itself. Retain the relevant source ID and target ID, the decision made from them, and the result of checking that decision. The record should allow someone who missed the meeting to understand what changed.
Decide what must be resolved first
An incomplete item that prevents move customer records while preserving identity relationships and essential history deserves attention before a cosmetic improvement. Assign an owner and a next action to that issue. Keep optional refinements visible, but do not let them obscure a failure in the core process.
Close the review
Recheck corrected items and note anything still uncertain. The checklist is finished when the next owner understands what was verified and what remains open. Follow reconciled migrated records using a consistent definition so later reviews can connect execution quality with useful results.
Use observable customer milestones when assessing progress. A seller sending a message is an activity; a buyer agreeing to a next meeting is a different event. Recording both helps the team locate the actual constraint.
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