The same pack rat tendencies that compel some of us to keep tax returns from 1998 in our file cabinets also compel us to retain CRM history as long as possible. There’s that nagging “what if?” in the back of our minds.
However, migrating all legacy CRM system history can be problematic. In some cases, there is so much history in a legacy application that the imported data can push a new system over its default storage limits right out of the gate.
Because of this, it usually makes sense to determine a consensus on a “cutoff” date for CRM history records — whether that’s five years ago, seven years ago or more.
Even if a specific CRM history cutoff date is generally agreed to, there can still be reticence on the part of some users to let go of that old CRM history.
Is there a Plan B if it turns out that a user really needs access to history information from prior to the cutoff date? Yes — there are, in fact, multiple backup plans.
1. As long as legacy Contact IDs have been migrated to your new CRM system, it’s always possible to import additional history through the same process that the post-cutoff date history was imported.
2. Your company can keep its legacy system active on one or more machines. This way, it’s always possible to lookup history in the old system.
3. CRM history from before the cutoff date can be archived within spreadsheets or in an in-house database that someone from IT can query in a pinch.
So, first come up with a consensus as to your legacy CRM history cutoff date. Second, establish a “what if?” history access plan. The latter should satisfy users’ inner pack rats.