Can we migrate from an existing document-management system?

Three strategies

New-only migration. Every newly created document goes through the new governance. Existing documents stay in their current location until their next review cycle, at which point they’re brought into the new system. Lowest effort, longest transition — can take 12+ months to fully consolidate.

Bulk migration. Every existing document is moved into the new library at cutover. Protocol codes are assigned retroactively; metadata is captured from existing attributes where possible. Highest effort, cleanest library from day one.

Hybrid migration. The common-sense default. Bulk-migrate high-criticality document types (SOPs, policies). Use new-only for lower-criticality types (meeting notes, internal briefings). Most customers pick this.

What we migrate from

• Shared drives / network file servers — straightforward. Directory structures map to document types; existing metadata (where it exists) maps to SharePoint columns.
• SharePoint libraries already in use — often straightforward. The existing library becomes governed; documents get protocol codes and approval flows layered on.
• Other document-management systems — extraction depends on the source system’s export capabilities. Custom migration scripts sometimes needed.
• Legacy validated systems — more complex, especially for customers with Part 11 validation scope. Usually handled as a specialized migration engagement.

What usually doesn’t migrate

• Superseded versions — if v3 is current, we don’t bring v1 and v2 as separate documents. Version history in the new system preserves them if needed.
• Ephemeral operational content — meeting notes, working drafts, ad-hoc memos belong in Teams/OneDrive, not in the governed library.
• Documents with no owner — archived with documented retention rather than migrated. The migration is a natural forcing function for library cleanup.

Practical recommendation

Run an assessment phase (1–2 weeks) before committing to a migration strategy. The assessment surfaces realistic scope, identifies high-value vs low-value types, and recommends the strategy that fits your profile.