The successful migration of your historical documents into FYI is a fundamental part of onboarding. We will work with you to manage the transition and ensure successful outcomes.
Your migration is broken up into 4 key steps:
- Gaining access to your data;
- Migrating your data;
- Filing your data; and
- Post-migration procedures
Gaining access to your data
The FYI team will work with your practice (or your IT provider) to get secure, remote access to your data and co-ordinate the migration to align with an agreed go-live date.
The approach we take for your migration will vary depending on your legacy system and will be outlined in your Assisted Onboarding Plan.
We have successfully migrated data from the following platforms:
- MYOB DM
- Windows Explorer
- Virtual Cabinet
Migrating your data
During our assisted onboarding process we will agree on a cut-off date and time which will reflect the beginning of the migration.
Our aim is to deliver a clean transition to FYI with your team having access to their WIP documents from day 1.
Wherever possible, we will migrate your documents with relevant metadata, although our ability to do this depends on exact circumstances.
Refer to What data is imported into FYI?
In addition to your Client files, other documents that could be migrated across to FYI include knowledge documents such as company policies, procedures, and templates, etc. This will also be discussed and documented in your Assisted Onboarding Plan, prior to migration.
It is important to note that during the migration process your team will still have access to your existing system and can edit or create documents. We cannot guarantee that any changes made (edits or new documents) after the agreed cut-off time will be reflected in FYI, so we recommend you advise your team to keep track (or save locally) any files they work on while the migration is ongoing. These files can easily be imported into FYI post-migration.
Filing your data
Once your data has successfully migrated to FYI, we will file it according to your instructions. These instructions will also be documented in the Assisted Onboarding Plan and agreed prior to migration.
This is an opportunity to clean up your data and ensures consistency amongst folder structures.
- Allocate all folders with "Accounting" or "Year-End" into the Work Type "Accounting & Tax" in FYI
- Allocate all folders with "FY19", "19" or "FY2019" to the Year "2019" in FYI
- For folders, more than 3 levels below the 'client name' folder, assign as a searchable Keyword
After your historical documents have been migrated to FYI, you can perform a few simple admin tasks to ensure FYI is configured to suit your practice
Refer to Post Migration Administration