This topic provides several considerations you should review before migrating your Intuit DMS data to SmartVault.
The following list summarizes a few considerations to help your migration go smoothly and to deliver the most value to you and your team.
- SmartVault uses your client information and email addresses imported from Lacerte or ProSeries when you invite your clients to use the SmartVault client portal. Make sure your client information is up-to-date and accurate before you import your clients from Lacerte or ProSeries to SmartVault.
- You may want to trial the SmartVault solution before you migrate all your files. When you trial the solution, you can copy just a few clients and migrate their related files into SmartVault. Then, you can later migrate the remaining clients and files. You can also delete those clients and files, and start again.
- Data can take a while to migrate, especially across some types of broadband connections. If you have 500 GB of data or more, or a slow internet connection, you should consider providing your data on a tape or disc to SmartVault so our support team can directly upload your data into our datacenter. Migrating data in phases can also help address this issue.
- You can migrate data year by year, starting with the current year. This approach gets you up and running as quickly as possible, and then you can migrate historical data over time.
- Determine how much historical data you need to maintain. Data piles up over time and you may have more years of data than you want or need to keep. Define your policy, such as keeping 7 years or 10 years of data, and then consider archiving data older than your policy identifies.
- You can clean up your existing files and folders either before or after migration. If you choose, the migration tool can help you move all your files into SmartVault, and then you can move files around within SmartVault.
- To disrupt business as little as possible, consider migrating your data over a weekend.
Additional Considerations for Your Team
If you have a large team, the following approaches and best practices can help your team smoothly transition to using SmartVault and to get the most from what SmartVault has to offer:
- Select a project leader to work directly with the SmartVault Migration Support Team.
Your project leader should be excited to work with files in the cloud, to learn how SmartVault can improve many parts of your workflow, and to share his or her knowledge with others. A staff member who can focus on the migration project may be more successful than a firm owner or manager who has competing time demands.
- Schedule recurring training and feedback meetings with your team.
Initial project roll-outs are often successful due to the level of planning and initial training. However, you may learn new methods and change processes or workflows over time. Without follow-up training and feedback meetings, this knowledge can fall through the cracks and you may miss new ways SmartVault can help you improve productivity. In addition, the feedback loop is critical to maintain buy-in across your team and to help you identify potential issues or frustration areas.
- Document your internal procedures.
Quickly documenting how your team uses Intuit Lacerte or ProSeries and SmartVault can help you quickly train new team members while making sure everyone is on the same page. This information is a great reference for your team and can build on the documentation provided by the SmartVault team to answer questions about your specific environment and office workflows.
For an overview of the migration process and links to important resources, see Getting Started with DMS Migration.