Tag: Data migration

Visual comparing old and new systems: legacy laptop with error symbols and modern laptop with checkmark, showing successful CCM migration. Title reads 'CCM Migration Made Simple: 6 Steps to Replace Your Legacy System.

CCM Data Migration: 6 Steps to Ease Legacy System Replacement

Written by Kateryna Klynovska on July 16, 2025. Posted in Data Migration.

Switching to a new Customer Communication Management (CCM) platform? This is great!
Next step is to tackle what often feels like the real challenge — CCM data migration.

Moving off a legacy system typically feels like untangling a web of old templates, clunky approvals, forgotten dependencies and compliance rules. It can be tempting to just recreate the same structure in the new system and hope for smoother results. That rarely works. You end up dragging yesterday’s problems into a tool that was supposed to solve them.

Whether you’re moving to Quadient Inspire or another modern solution, CCM data migration is more than a technical switch, but your chance to leave behind outdated processes and build faster, smarter, compliant communications.

Here’s how to make that happen. Without turning it into a year-long headache.

1. Don’t Migrate Everything. Migrate What’s Useful.

Legacy CCM systems store thousands of outdated templates. Our advice: don’t transfer all of them.

Instead, treat data migration like a spring-clean. Start by reviewing what’s still being used, what’s outdated and what’s just taking up space.

Ask yourself straightforward: does this template support our customer experience today?

Focus on What Still Matters for customer communication management workflow and take fair actions:

Identify what makes your business move
Remove duplicates
Eliminate broken or non-compliant workflows.

This is your moment to leave behind patchy messaging, mismatched formats and manual workarounds. Moving only what matters helps reduce complexity and significantly speeds up your migration from obsolete systems.

2. Map Dependencies Before They Break Something

CCM communications rarely exist in isolation. They pull data from other systems like CRMs, follow approval flows and feed into archiving or delivery tools. If these connections aren’t mapped early, they tend to create delays, errors, or compliance issues that surface when it’s too late to fix them easily.

Our advice: Speak to the people who work with the content daily – from business users and legal teams to compliance officers. They’re the ones who understand the practical dependencies, the informal workflows and the nuances that might otherwise be overlooked.

Take the time to map where data comes from, who owns what, how sign-offs happen and how outputs are delivered.

If you ignore these connections, your migration from legacy platforms can break essential flows.

A well-structured migration plan starts with a shared, cross-functional view of these interdependencies. Without it, even the best-designed system can stall at the first approval gate.

To sum up this step, proactive migration from legacy system should include:

✅ Interviewing legal, compliance and customer service teams
✅ Documenting data sources, approval chains and delivery paths
✅ Looking beyond technical diagrams (they rarely show the full picture)

3. Rebuild Templates — But Rethink Them First

One of the biggest missed opportunities in CCM migration is treating templates like fixed artifacts. Instead of redesigning them for the new system, many teams just copy what they had before – including the inefficiencies.

Copying old templates into your new system mean copying old mistakes. Use this moment to redesign templates for performance.

Don’t stop at static design. Modern CCM platforms like Quadient Inspire offer far more than just layout control. They support:

Reusable content blocks for reducing duplication and simplified updates
Dynamic fields, which personalize at scale with data-driven logic
Personalization rules to tailor messaging by customer type, region, or behavior
Shared elements like disclaimers or headers to centralize headers, footers, disclaimers and legal text for consistency

Look for ways to group similar templates, add shared modules (like headers or legal notes) and reduce one-off work. Over time, this helps teams work faster, stay consistent and avoid reinventing the wheel every time messaging changes.

4. Prioritize Accessibility and Compliance Early

With laws like the European Accessibility Act (EAA) coming into effect and GDPR continuing to guide how organizations handle personal data, it’s important to build compliance and accessibility into the early stages of migration – not treat them as late-stage checks. Our advice: think about accessibility from the early stage of migration, especially now with EAA went life on June 28, 2025. Otherwise, you put the company into a risk to pay twice.

From the start of your CCM data migration, consider:

Accessible formats (PDF/UA, HTML)
Built-in legal reviews
Trackable approvals and audit logs

The best time to embed accessibility and compliance is before anything goes live. Doing it early is faster, cheaper and far less disruptive than applying fixes under pressure later.

5. Migrate in Phases — Not All at Once

Trying to migrate everything at once often leads to stress, confusion and avoidable mistakes. A phased rollout is more practical and far less risky.

Our advice: Start small, choose channel, team or type of communication, for example, onboarding emails or monthly invoices. Use that first rollout to test templates, workflows, integrations and output quality in a real-world setting. The feedback you gather will shape how you scale, helping you avoid errors before they reach a wider audience.

Running the legacy and new systems in parallel for a short period also builds confidence. It allows teams to compare outputs, validate compliance and flag edge cases before anything is switched off for good.

6. Make Data Migration a Team Effort, Not Just IT Department

Customer communication touches nearly every part of the business:

Marketing (tone of voice, branding)
Operational (document workflows, SLAs and service delivery timelines)
Legal (approvals, disclaimers, regulatory compliance)
Customer experience (usability, accessibility, clarity)

For example, this could mean involving CX and legal in defining template requirements, or having marketing validate tone before rollout, not after.

Our advice: bring the right voices in early, things click into place faster — and the end result isn’t just functional, it actually works for everyone. That’s why migration from obsolete platforms and systems needs to be planned and executed as a joint effort, not something handed off to IT in isolation. Clear roles, open communication and shared ownership are what turn a tech project into a successful business change.

Cross-functional planning ensures that your migration from legacy CCM aligns with your customer journey and brand.

Your CCM Migration Should Work for You — Not Against You

With the right focus, it becomes a chance to simplify, modernize and build a stronger foundation for how your organization communicates — inside and out. Planned well and done wisely, CCM data migration is more than a technical upgrade. It’s a real opportunity to streamline operations, reduce risk and deliver communications that make sense for legal, operational CX teams and valued by your customers.

AI generated image: ancient block screen with legacy interface, situated in the office. It represents the outdated system

How Legacy Systems Are Slowing Down Modern Business Managers

Written by Kateryna Klynovska on May 14, 2025. Posted in Data Migration.

The role of a business manager today has transformed into a hybrid of strategist, analyst, and operator, all rolled into one. They’re not only keeping operations running, they’re expected to drive strategic projects, bridge gaps between teams, and turn data into actionable insights. Business managers are constantly jumping between finance, sales, supply chain matters, and people operations, trying to make sense of what’s happening across the business.

But if they’re still stuck working with legacy systems? That job becomes 10x harder than it needs to be and workload is quick as never before with facilitated day-to-day processes.

Old Tools, New Problems

It’s been seen time and again: a system once labelled as “future-proof” has become the biggest blocker in the workday. Perhaps it’s a slow ERP accessible only to the finance team, or a reporting tool that hasn’t been updated in years. In many cases, five different platforms are being juggled within the same company, none of which communicate properly with each other.

As a result, more time is spent chasing data than using it. Reports are delayed, workflows are made manual and prone to error. When insights are requested by leadership for Monday, spreadsheets are often pieced together over the weekend.

It isn’t just frustrating, it’s become unsustainable to maintain.

Understanding an Upcoming Strategic Risk: Outdated Systems are Not Just IT’s Problem

Too frequently, legacy systems are treated as back-office concerns, left for IT to “eventually” sort out. Yet their limitations are felt daily by business leaders across functions. Decision-making is routinely slowed when performance data can’t be accessed in real time – sales finalised forecasts are based on outdated figures, and inventory levels are guessed rather than known. Processes are rigidly shaped by what the system allows, but not what the team needs. For example, a simple pricing adjustment across multiple regions may require multiple manual approvals and Excel workarounds just to accommodate system constraints. As companies scale, these inefficiencies multiply. What once worked for a single market becomes an operational burden across five.

Meanwhile, missed opportunities stack up. While one team is manually consolidating quarterly reports, a competitor is already pivoting strategy based on live market data. While you’re waiting for procurement data to be pulled from three systems, unnecessary purchases might already be happening. These aren’t isolated cases, they’re the day-to-day frustrations felt by business managers trying to lead with impact. Without visibility and flexibility, they’re left reacting to problems instead of steering the business forward. When systems dictate the pace of change, agility – one of the most valuable traits in today’s environment – is quietly lost.

Modernization with Coffee To Go

Imagine this instead: You open one dashboard and see your key metrics, live, clean, and easy to get into. You don’t have to wait for a report or chase someone in another team for an export. Your workflows are automated where they can be, and flexible where they need to be. Your systems are connected, and so is your team.

While this sounds like the ideal scenario, we at Quertum get it – legacy systems can’t just be switched off overnight. That’s why our approach is built around making change as seamless as possible. Whether you’re dealing with heavily customised platforms, fragmented infrastructure, or operations across multiple countries, the complexity is handled behind the scenes so your teams can stay focused on their day-to-day. Core systems can keep running while modern tools are gradually introduced, with minimal disruption.

Quertum brings your data together, streamlines manual processes, and enables old and new platforms to operate side by side. No lengthy implementations, no unnecessary downtime, only smarter systems that start making everyday work easier and faster than you’d expect.

What a Better Workday Looks Like

Running a business today means balancing priorities across teams, systems, and time zones, often with limited visibility and even less time. Business managers need more than reports and tools; they need clarity, speed, and systems that support smarter decisions without adding more work.

But old systems make that mission harder than it should be.

Here’s what a modern workday should feel like:

One clear view of the business: See revenue, stock levels, and supply chain status in real time without chasing updates from different teams.
Approvals that keep things moving: Purchase orders, expense reports, and hiring requests go forward as soon as they meet the right criteria. No more bottlenecks.
Issues flagged before they grow: Whether it’s a delayed shipment or a spike in returns, you get notified right away so you can act early.
Everyone working from the same numbers: With one shared dataset across teams, there’s no confusion, no mismatched reports, and no digging through version after version.

It’s not about having more tools. It’s about having the right ones, which make it easier to lead across functions, stay ahead of problems, and respond with confidence.

Ready to Work Smarter, Not Harder?

You don’t need to rip everything out to move forward. Legacy systems might still be part of the picture, and that’s okay. However, they shouldn’t define how your teams work today and how many challenges they need to tackle before having work done.

At Quertum, we help businesses transition from rigid, outdated systems to setups that actually support the way teams operate now. Customized, optimized or created from scratch, the system you choose should work for the company. This might mean untangling siloed tools, streamlining manual processes, or connecting systems that never used to talk to each other.

Our migration services are designed to minimise disruption and make change feel manageable, whether you’re dealing with a custom ERP, local infrastructure, or global complexity. We work alongside your teams to build bridges between old and new, so your business can keep running faster, and with far fewer headaches.

Let’s talk about where your legacy systems are holding you back, and how we can help you move forward with confidence.

Summary

Today’s business managers juggle strategy, data, and cross-functional coordination, but legacy systems make that already demanding role even harder. Outdated tools have become the biggest blocker in the workday, leading to delays, manual fixes, and unsustainable maintenance. This isn’t just an IT inconvenience, but a strategic risk that leaves teams stuck and businesses reactive. However, it doesn’t have to stay that way. Gradual system modernization, done in a way that doesn’t disrupt daily work, can offer a more flexible and connected way of operating. Imagine an ideal workday with real-time insights, smoother workflows, and connected teams that stay in sync and ahead of problems. Because, when systems work with you, the business moves forward – not sideways.