Import legacy contract records and documents through a controlled migration with reconciliation and user acceptance testing.
Migration scope
A contract migration may include structured contract data, PDF or Word documents, amendments, parties, owners, dates, values, statuses, obligations, and relationships to GoldFinch records. The organization must decide which historical contracts and versions to retain.
Prepare the source data
- Inventory the source systems, shared drives, spreadsheets, and document repositories.
- Remove duplicate records and identify the authoritative executed agreement.
- Define the target field for every imported value.
- Standardize dates, currencies, party names, owners, contract types, and statuses.
- Identify amendments and link them to the original contract.
- Classify confidential documents and determine the required access model.
- Decide whether to migrate closed or expired contracts.
Migration process
1. Approve the mapping, transformation, and validation rules.
2. Configure the target records, fields, relationships, and permissions.
3. Load a small representative sample into a test environment.
4. Validate record counts, dates, values, owners, parties, documents, and relationships.
5. Test reports, approvals, alerts, and GoldFinch financial relationships.
6. Correct the source data or mapping and repeat the sample load as needed.
7. Complete the approved production load and reconciliation.
8. Obtain business-owner acceptance and retain migration evidence.
Document matching
Use a stable external identifier or contract number to match documents with contract records. A filename alone may not reliably identify the correct record. Automated extraction from scanned PDFs requires a separate document-processing design and human validation.
Limitations
Legacy migration is an implementation service. The effort depends on source quality, document volume, metadata availability, security requirements, and the number of relationships that must be reconstructed.
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