Why Backing Up Your Data Before A CRM Data Migration is Paramount

Schedule a call
Home | Blog |
Why Backing Up Your Data Before A CRM Data Migration is Paramount
by Marketing


Every business will eventually have to deal with data migration. This may be because you’re transferring to a new software platform, moving your storage to the cloud, or perhaps you’ve merged with another business. Whatever the reason, migrating large amounts of data is a risky enterprise. Consider the following statistics:


  • The average cost per lost data record is US$ 150 
  • Sixty percent of companies that fail their database close down within six months
  • After 24 months, that number jumps to 72%
  • The average cost of data loss due to system error: US$ 3.24 million
  • The average price of data loss due to human error: US$ 3.5 million
  • 29% of data loss is caused by employee error
  • A hardware or system failure causes 31% of data loss
  • 29% of data loss is the result of viruses, malware, or ransomware
  • Less than 4% of businesses are delighted with their digital security protocols


Businesses must also consider intangible costs such as lost customers, impact on company reputation, and time spent recovering the data.


Don’t let your business become another statistic. Keep reading to learn some of the common pitfalls of data migration and why a backup system is essential. 


You Can’t Rely on Your CRM’s Native Backup


Most CRMs have a native backup in place. But don’t be lulled into a sense of false security. These native systems can be problematic for several reasons:


  • If you’re using a free CRM platform, it may not include a backup


  • Sometimes a native backup counts against your storage limit. Backing up data can move you into another pricing tier


  • Some CRMs only backup data and exclude your metadata. Metadata refers to your configuration settings and custom code. Restoring these items costs a great deal more time and money than inputting lost records


  • To reduce the data footprint, some CRMs conduct scheduled data dumps. For example, Agile CRM deletes web analytics and campaign stats after one year. Other CRMs have their storage limits and policies. If you want full control over what data stays and goes, an external backup system is better.


  • Cloud systems are loosely-coupled, meaning a lot of systems are working independently of each other. This allows for a great deal of flexibility and customization within the CRM platform. However, having a lot of moving pieces increases the complexity and spread of your data. 


A tightly-coupled system is like a bullet. It travels a single path and can be easily located and retrieved. Loosely-coupled systems, such as CRM, are like buckshot. The data is scattered, and recovering every piece can be a real challenge. This is why CRMs are continuously refining their data backup processes. They haven’t nailed it yet. To sweep up every piece and particle of data, it’s better to go to the data migration and backup specialist


data backup hardware


You Can’t Rely on Your On-Premise Backup


If you’re already backing up your data, we applaud your efforts. But storing your data and your backup in this same location is not ideal. Your business could be hit by a natural disaster, or corporate espionage, or a careless employee who simply misplaces the hard drive. Plus, disk and tape drive all wear out and fail eventually. 


It’s best to use the 3-2-1 backup rule, which involves various backup types: onsite, offsite, and cloud. Each type of storage has its advantages:


Onsite backup 


You have complete control over your data. It’s also quicker to restore data from an onsite server vs. the cloud. Time is a critical factor in which companies survive data loss


Offsite backup 


The benefits are similar to an onsite system, except the offsite provider has mechanisms in place to protect data from fire, flood, and power surges, as well as surveillance to prevent data theft. You also outsource the maintenance of the backup systems. 




Cloud storage is scalable, and it’s accessible from anywhere.  All you need is an Internet connection. 


When used together, they make up the gold standard for data safety. You can migrate enormous volumes of data between systems with confidence.  


You Can’t Rush Perfection


The drive to “get the job done” is powerful. This is especially true for large and complex projects like data migration. From scrubbing the data in the legacy system to implementing it in the target CRM, data migration is an epic journey for any organization.


As such, it can be tempting to cut corners. It can be tempting to rush. And unfortunately, many businesses give in to such temptations and:


  • Fail to cleanse data: Low-quality data can compromise your new CRM, but it’s time-consuming to locate and purge every incomplete record, obsolete object, and outdated code.


  • Fail to consult critical stakeholders: When scrubbing and testing data, you can’t just rely on IT. The people who use the data every day will know best whether everything has migrated and mapped correctly to the new system. 


  • No sandbox: It’s advisable to do several sample migrations first. A tool like Trujay’s data migration app lets you test 10% of your data for quality assurance. 


  • No roadmap: Your business undertook the migration without a master plan for how the data fits in the new system. Information may not be lost, but you can’t access it in your new system.  


UK-based TSB Bank is a case study in sloppy data migration. In 2018, they migrated customer accounts to a new system before it had been thoroughly tested. An independent report found that TSB failed to ask its contractor’s critical questions beforehand, resulting in a platform migration that was unstable and incomplete. 1.9 million customers were locked out of their accounts. Thus far, TSB has spent $488 million trying to cover the cost of the IT meltdown. A third of this was a US$ 173 million payout to customers after they filed a class-action suit against the company.


It’s beyond our scope to detail every path of least resistance. But the point stands if a data migration is rushed and poorly executed–pain will follow. And if you lose your data to carelessness, only a backup can save you. It’s a step you cannot afford to skimp on. 



Invest in the Data Experts


A qualified backup service provider like Trujay can perform your backup with a mind to how the data will map back onto the CRM. In the event of data loss, this will save your business time and ensure a business continuity plan that’s relatively painless. They use the best-in-class security protocols, protecting your data at the physical, application, and network layers. And the option to schedule regular backups ensures that a data restore will have the latest snapshot of your company data.