Data Migration Policy

This Data Migration Policy is effective dated: June 01, 2024

Control Document: GEF-PP-010, Ver. 1.0

Purpose

The purpose of this policy is to outline the procedures for migrating historical data to ensure it does not interfere or disrupt the current live data and to provide clarity on how the migrated data will be integrated and accessed on the platform.

Scope

This policy applies to all data migration activities undertaken by the organization, including but not limited to historical data updates, data mapping, and search functionalities.

Migration of Historical Data

Parallel Update of Historical Data

  • Historical data will be updated in parallel to the live data to ensure there is no disruption to the current operations.
  • This process is managed separately to avoid any conflicts or issues with the ongoing live data transactions.

Data Mapping and Integration

  • Once the historical data is migrated and made available on the platform, it can be mapped to the master record once the master record is available.
  • The mapping process is crucial for ensuring data consistency and accuracy between the historical and live records.

Limitations

  • Certain elements of historical data which doesn’t have any trail can be migrated.
  • The data sources are to be identified by the service provider.
  • Digital data migration will be carried out as per the schedule and resources available by the platform.
  • To expedite the process, the service provider can always get it done by paying for the additional resources applied to perform the migration activity.

Search Functionality

  • Post-mapping, the migrated data will be searchable along with the live current records, providing a comprehensive search experience.
  • If the historical data is not yet mapped to the live records, the search will be limited to the historical data only.
  • This additional search feature ensures users can access both historical and live data independently or collectively, as needed.

Billing for Physical Data Integration

  • If the service provider wishes to have physical documents available on the platform, this service will be billed based on the number of documents and the number of fields indexed via Optical Character Recognition (OCR).
  • Please refer to our less paper movement.

Data Integrity and Security

  • All data migration activities will follow stringent data integrity and security protocols to protect sensitive information.
  • Regular audits will be conducted to ensure the accuracy and security of the migrated data.

Roles and Responsibilities

  • The IT department is responsible for executing the data migration process and ensuring all procedures are followed according to this policy.
  • Data owners and stakeholders must provide the necessary support and information to facilitate the smooth migration and mapping of data.

Procedures

Initiation

  • The data sets for migration will be identified by the client so that the migration team can perform migration.

Migration

  • The data migration process will be executed in a controlled environment to update historical data without impacting live data.
  • Prior to enabling the migrated data available on the platform, the digital ready-to-migrate data will be verified by the service provider.
  • The ready-to-migrate data will be live on the platform once it is verified by the service provider.

Mapping

  • Once the master records are available, they can be mapped with the master record.

Policy Review and Updates

  • This policy will be reviewed upon any change in the service requirement or process.
  • Changes to this policy will be communicated to all employees and stakeholders.

Quick Contact

By adhering to this policy, galaxefi ensures that our data migration processes are efficient, secure, and do not interfere with our live operations, providing a seamless experience for all users. For questions or concerns about this Policy, please use the following form: