Use separate rows for records, relationships, files, activity, and permissions. Define each counting unit; do not reconcile unlike objects as one total.
Source / destination: Cutover owner:
Business owner who accepts the result:
Authorized scope and exclusions:
Before migration
- [ ] Duplicate and stale records in the source are identified; the decision to merge, exclude, or carry them is recorded.
- [ ] Every field in use has a mapping owner; fields nobody can explain are listed for a keep-or-drop decision.
- [ ] Integrations that read or write the source (mail and calendar sync, enrichment, forms, automations, reporting) are inventoried with an owner and a rebuild-or-retire decision.
- [ ] The permission model in the destination is designed before data lands, including restricted lists and external collaborators.
- [ ] A source freeze time and the handling of changes made after it are agreed.
- [ ] A rollback plan exists and its latest practical decision point is written down.
| Integration / automation | Direction | Owner | Rebuilt, replaced, or retired | Verified on |
|---|---|---|---|---|
Counts
| Object / counting unit | Source count | Attempted | Accepted | Rejected | Excluded | Difference explained |
|---|---|---|---|---|---|---|
| Source field / ID | Destination field / ID | Transformation | Relationship check | Sample evidence | Exception owner |
|---|---|---|---|---|---|
Sampling method for spot checks (how many records, chosen how, by whom):
Workflow and access checks
| Role | Task | Expected access / result | Observed result | Accepted by |
|---|---|---|---|---|
| Find relationship history | ||||
| Locate attachment | ||||
| Update authorized record | ||||
| Attempt restricted access | ||||
| Run a report used in a recurring meeting | ||||
| Confirm an automation fired after a test change |
Cutover decision
Acceptance conditions:
Rollback authority / latest practical decision point:
Handling of work created after cutover:
User communication and training completed / who was not reached:
Archive location / retention / access:
Source system: read-only date, export retained, deletion confirmation from the vendor, account closure date:
Unresolved exceptions and owners:
Decision, approver, and time:
After cutover
- [ ] Daily check of integration errors and user reports for the first two weeks; findings and fixes recorded.
- [ ] A count check is repeated after the first month for objects still changing.
- [ ] Reports used for board, investor, or compliance purposes are reproduced from the destination and compared with the source.
- [ ] Access review of the destination completed after the migration team's temporary rights are removed.
Common failure modes
- Totals match while relationships and attachments do not.
- An automation keeps writing to the retired source.
- Historical activity migrates without its author or date.
- Nobody owns the source vendor's deletion and the old contract renews.
Keep protected evidence references in this record; do not copy private CRM data into broadly shared review material.
This record covers data and access acceptance. It does not cover the commercial decision to migrate; use the build, buy, or combine memo for that.