How to Build a Data Migration Field Map That Clients Can Actually Approve

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A field map is a row-by-row document that defines how every field in a legacy system translates to the new one, and no data migration should begin without client sign-off on it. Each row must include the source field, sample values, target destination, transformation logic, and — most critically — a recorded decision with the name of who made it. Fields with no destination in the new system must be explicitly resolved through one of four outcomes: remapping, merging, storing in a notes field, or formally excluding them from migration. A single consistent identifier, typically the legacy system's ID, should be carried across all records and documents to prevent orphaned files, supported by a crosswalk table linking old IDs to new ones. Document migration deserves the same structured treatment as record migration, and if paper scanning is involved, it must be placed on the project's critical path from week one due to its tendency to determine the final go-live date.

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