6-step checklist for migrating to a new contract management system

Not sure how to migrate to a new contract management system? Want to know the steps before you start? In this article, we summarize the key steps for switching from your current solution to a new one.

The steps below draw on our experience helping customers migrate to new contract management systems, though the process may vary in your case.

Step #1: Take time to plan ahead

Start with what the new setup needs to improve. If reporting depends on spreadsheets or deadlines rely on individual memory, define how those activities should work after the move.

Use these questions to establish the requirements:

• Which contract types and related documents will the new system hold?
• Which departments will use it, and what information do they need to share?
• Who needs access, and what work will they perform?
• Which agreements need restricted access?
• Who should be able to view, edit, or administer records?
• Who will maintain the system after migration support ends?

In a smaller company with few people involved in contract management, the setup is probably pretty straightforward. In a large enterprise, planning ahead really pays off and helps you get going smoothly from day one.

Step #2: Get everyone involved

Involve the people responsible for contracts, source systems, security, and ongoing administration. Assign someone to resolve questions about missing documents, conflicting information, and ownership. A provider can manage technical work, but decisions about the portfolio still need input from your organization.

Tell users what will change, when they should start working in the new system, and where to ask for help. If the migration runs in phases, explain where they should find and update records during each phase.

Step #3: Map your metadata

Use the migration to rethink your metadata rather than carry over the old system’s limitations. Consider what information your team will need to find, manage, and report on contracts. Keep useful fields, retire those you no longer need, and add fields to support future requirements.

Then map the existing data to the new structure, resolving inconsistent naming and clarifying field definitions. Confirm how reviewed values will be preserved and how any conflicts with AI-extracted information will be handled.

Step #4: Get the new environment ready

Configure fields, document relationships, user groups, and permissions to match the requirements agreed during planning. Set up binders or other groupings by contract type, department, or another structure that suits your team.

Run a pilot using the sample export, adding difficult cases such as scans, amendments, or incomplete records where needed. Verify that documents remain connected, important values are preserved, and users see only the information they are permitted to access. Check how failed imports are reported and retried.

Test integrations through to the resulting record. For an e-signature connection, for example, confirm that the signed agreement reaches the intended location with the expected metadata and access permissions.

Step #5: Migrate your existing contracts

For contracts already stored in your current system, you have three broad options:

1. Leave everything in the old system and use the new solution exclusively for new contracts.
2. Migrate just the active and currently valid contracts to your new solution.
3. Migrate everything and close down the old system for good.

Option 3 is generally your best bet: this way you’ll make everything available in the same archive and maximize your cost savings by sunsetting the legacy system (and its recurring expenses).

The work needed to migrate existing contracts varies by case. Depending on the volume and the new and legacy systems, you might be able to mass-import most of your contracts. Or you might have to import documents manually, individually, or in small batches.

If you are missing the resources for this task, contact your service provider and check if they provide turnkey migration services.

Step #6: Roll out in full

Once you have switched over your old contracts, it’s time to say goodbye to the old and embrace the new.

If you haven’t yet done so, create the users and user groups you need and send out user account invitations. Define permissions at the document or folder level to match the permission levels in your plan.

Inform your users to switch to the new system. Make sure they have user training or access to online guidance material, respectively.

After the rollout, stay open and receptive to feedback. React to any issues your users may have and, if necessary, escalate them to your new service provider.

Handy resources

Keep the six steps handy as you plan your move. View or download the migration roadmap for a summary to share with your team.

For more detail on defining scope, estimating effort and cost, checking the results, and managing the switch, read our guide to migrating to a new contract management system.