2.2 Migrate - RIM Manual

Authority

The Managing Government Information Policy (MGIP) requires that “Ministries must ensure that any data migrations follow corporate policies, standards and procedures, and are documented appropriately” (section 3.4).

The Redundant Source Information Schedule (RSIS) requires that when migrations and conversions occur, a documented, authorized process must be in place before redundant source information can be destroyed, in order for the process to be defensible (section 3).

Migration and Conversion

Authorized, documented migration and conversion processes ensure that government information retains its integrity and reliability when it is moved from one format or system to another. These processes are integral to the regular day to day management of data and records in the BC Government. Generally, specific employees and branches within each ministry are responsible for managing information technology assets. But it is important that all employees involved with managing information have a basic understanding of these processes. We all have a responsibility to ensure that government information can continue to serve government’s needs over time.

Information migration is the process of moving digital information from one digital system to another. This is necessary because all hardware or software configurations will change over time. All systems are eventually upgraded and/or decommissioned as they become obsolete, and the risk of information degradation increases. Most or all the information in retired systems is moved to new applications and platforms. 

Information conversion is the process of changing digital information from one format or system configuration to another, while still retaining the original content (e.g. when software is upgraded). This may occur as part of a normal business process or to enable long-term preservation and use. 

For migrated and converted information to retain its integrity over time, an authorized, documented migration process needs to be in place. It is common for one specific project or ongoing work process to involve both migration and conversion, particularly where proprietary formats are involved. 

“Data Migration” is the phrase commonly used to refer to migration and conversion of government information (both data and records) within MGIP and elsewhere.

Best Practices

Best practices for information migration are provided below. These practices help to ensure that ministries engaged in migrating digital information will:

• create authoritative copies that retain the authenticity, reliability, integrity, and usability of the original information; 
• follow a defensible, authorized process; and 
• take a consistent approach to the management and preservation of digital information during migrations. 

The following practices align with ISO 13008:2022 - Digital Records Conversion and Migration Process.

1. Defensibility: The migration is warranted, well planned, documented, and accounts for risks to ensure that authoritative copies are created. 
2. Process: An appropriate migration plan has been established, including roles and responsibilities and quality assurance measures. 
3. Metadata: All relevant metadata is migrated, and relationships documented in metadata are maintained after migration.
4. Risk Management: Preserving digital information against loss needs to be managed just like any other risk. Migration should not change the content, context or structure of the information; in particular, critical information must be preserved throughout the process. Where any information that was part of the original dataset is not migrated or has changed, this needs to be documented and justified in the migration plan. 
5. Format: Use formats that are standards based, widely supported, and (where possible) open.
6. Testing: Regularly conduct pre- and post-migration testing using an established methodology to ensure that problems are identified and corrected, and the migration is validated and approved. Ensure that initial testing does not alter the originals. 
7. Disposal: Before disposing of source information, confirm that copies have been verified to ensure they are authoritative, and that the disposal complies with RSIS, other relevant information schedules, and any other relevant legislative and policy requirements.