Data migration
Data migration is the planned and controlled transfer of data from one system, platform or format to another. In website projects, this usually includes content pages, news, documents, user accounts, files, metadata, link structure and certain system settings. For public bodies such as municipalities, schools, museums or libraries, this stage is especially important, because a website often serves not only an informational function but also a public service delivery function.
When updating or changing a website, simply moving the technical content is not enough. It is necessary to ensure that the information remains accurate, accessible and understandable to residents, and that important links do not stop working. Even small migration errors can have practical consequences: residents cannot find application forms, parents cannot access school information, and library visitors cannot reach the events archive or digital resources.
What does data migration involve?
Depending on the project scope, migration can be very simple or quite complex. Most often, it involves not only transferring text content, but also reviewing and adapting the entire information structure for the new system.
- Content transfer. Pages, news, notices, staff contacts, service descriptions and other information are transferred. In the public sector, it is important not only to move the text, but also to preserve its logic, relevance and clear structure, so that residents can find information quickly.
- Document and file migration. PDF documents, application forms, reports, photos, meeting materials or archive files are often transferred at the same time. At this stage it is important to check whether the documents are still needed, whether they meet accessibility requirements and whether they comply with GDPR provisions.
- User and permissions transfer. If several editors or administrators work on the website, their accounts and access levels must be transferred properly. In the case of municipalities or educational institutions, this is particularly relevant, because different staff members are often responsible for different content areas.
- Preserving link structure. When the platform or URL structure changes, 301 redirects must be planned. This helps avoid broken links, preserve user traffic and ensure that search engines correctly understand the website changes.
- Transfer of metadata and SEO elements. Page titles, descriptions, headings and other technical elements must be transferred or updated. This is important so that the new website does not lose search visibility and residents can continue to find relevant information easily.
Why does migration in the public sector require special attention?
Public-sector websites often hold information gathered over many years that has administrative, legal or historical value. For example, a municipality website may publish council decisions, public procurement documents or service descriptions important to residents. In the case of museums and libraries, information about events, exhibitions, publications or digital collections becomes important and must remain accessible after the system is updated.
In addition, such websites often have to comply not only with general technical requirements but also with legal requirements. During migration it is necessary to assess whether the transferred data is processed lawfully, whether there is any excessive personal information, and whether content accessibility for people with disabilities is maintained. This means that data migration must be planned not only as an IT task, but also as a quality, compliance and risk management process.
Key principles of a successful migration
- Inventory before transfer. Before starting work, it is worth clearly listing what content and what data will be transferred. This helps separate relevant information from outdated information and avoid overloading the new website with unnecessary content.
- Review of data quality. Migration is a good opportunity to organise content, standardise the structure and remove errors. For example, outdated contacts can be updated, document names can be standardised or duplicate information can be reviewed.
- Testing before launch. After the data has been transferred, it is necessary to check whether links work, whether files open and whether pages display correctly on different devices. It is also important to make sure that user permissions are assigned properly and that administration processes run smoothly.
- Ensuring accessibility. In the new website, content must not only be transferred, but also accessible. This includes a clear heading structure, meaningful link names, alternative text for images and properly prepared documents.
- GDPR and security control. During migration it is necessary to assess whether the transferred data includes excessive personal data that no longer needs to be published or stored. It is also important to ensure secure data transfer, backups and a clear division of responsibilities among project participants.
Most common mistakes
One of the most common mistakes is to assume that migration is an automatic technical operation that does not require content review. In practice, old websites often contain repeated information, broken files, disorganised categories or outdated documents. If all of this is transferred without selection, the new website inherits the old problems.
Another common problem is insufficient attention to redirects and the user journey. If a resident arrives from a search engine at a page that no longer exists, they may no longer find the service or information they need. That is why migration must be assessed not only from the administrator’s perspective, but also from the perspective of the final user.
Summary
Data migration is one of the most important stages of a website update, and it affects not only the technical smoothness of the project, but also information continuity, user experience and compliance with requirements. For public bodies, this is especially relevant, because their websites must be reliable, clear, accessible and secure. A properly planned migration helps preserve valuable content, reduce risks and ensure that the new platform genuinely improves service accessibility for residents.