What moves, and what stays behind
Data migration at Law Machines is planned around the records a firm truly needs for live work, audit trails and searchable review. We map matter data from older systems, spreadsheets and folder trees into cleaner matter structures, then separate active records from stale clutter so teams are not forced to carry noise into the new environment.
The scope is agreed before anything shifts. That usually includes matters, client details, parties, document indexes, task history, notes, deadlines, correspondence references and tagged evidence. Large attachments, duplicate copies and legacy files can be handled in a controlled way, with clear decisions on what is imported, what is archived and what is left in the source system.
- Matter records and file references
- Client and contact details
- Selected notes, tasks and deadline history
- Document indexes and evidence registers
- Permission mapping for teams and roles
How the migration is shaped for legal work
Legal data is rarely neat, so the process starts with structure rather than copy and paste. We review the current layout, identify naming patterns, check for duplicate matters and decide how the destination fields should be populated. That includes making sure matter numbers, parties, dates and status labels land in the right places, not spread across free text fields.
Where firms use shared drives, older case tools or exported reports, we prepare field mapping rules and test sample batches before moving the full set. If a firm works with document automation or e-discovery queues, we also keep related records aligned so the evidence trail stays usable after the move.
- Source review and field mapping
- Sample import and validation
- Duplicate checks and cleanup rules
- Controlled transfer of selected history
- Post-import verification against source records
Security controls during transfer
Data movement is handled with security in mind from the first extract to the final check. Access is limited to the people involved in the project, and migration files are handled through secure processes rather than loose sharing. Where firms need it, we apply role-based permissions so only the right users can see the right matters and evidence sets.
POPIA considerations are kept in view, especially where personal information appears in matter notes, witness lists or scanned attachments. We work with the firm’s own rules for retention, access and redaction, and we keep the migration path narrow so sensitive records are not exposed any wider than necessary.
- Restricted project access
- Role-based permissions alignment
- Secure handling of source extracts
- Controls for personal and matter sensitive data
- Clear separation of live and archived sets
Turnaround that fits the size of the file set
Timing depends on the number of matters, the condition of the source data and how much history needs to be carried across. A small office move with a few hundred matters is handled differently from a firm with several years of scanned correspondence, multiple offices and complex evidence folders. We plan the work in stages so the firm can see what is being moved and when, instead of landing everything in one unreadable batch.
For larger jobs, the migration can be split by practice area, office or matter status. That keeps live work moving while the old system is being cleared. It also gives staff time to confirm naming conventions, filing rules and any special handling needed for closed files, trusts or litigation records.
- Small clean import sets
- Staged office or department moves
- Complex evidence and history transfers
- Validation rounds before final cutover
- Live work protected during phased migration
Pricing shaped by the volume of work involved
Pricing is based on the shape of the migration, not a flat guess. The main factors are record volume, source system quality, file formats, mapping complexity and whether the firm needs cleanup before import. A straightforward transfer from a tidy export usually costs less than a project that includes duplicate removal, document restructuring and multiple test passes.
Where a firm has several branches in Johannesburg, Pretoria, Cape Town, Durban or Bloemfontein, the scope may be split by office to keep the effort clear. We set out the import rules, the verification steps and any optional extras so the firm knows what is covered before work begins.
- Volume of matters and documents
- Number of source systems or exports
- Cleaning and deduplication needs
- Permissions and workflow alignment
- Optional staging by office or department
After the move, the record set still needs attention
Once the data is in place, we do a careful review of searchability, matter links, document access and user permissions. If gaps appear, they are corrected against the agreed source set. Where needed, we also guide the team on filing habits for the new structure so the migrated records do not slip back into the old clutter pattern.
Aftercare includes support for import checks, spot verification and issue handling around missing files, odd characters, broken links or misfiled evidence. It is practical follow-through, not a decorative handover. The aim is for attorneys, paralegals and ops teams to work from one clean matter view, without hunting through three different places for the same record.
- Search and link verification
- Permission checks for live users
- Missing file and format follow-up
- Guidance on filing discipline after launch
- Support for evidence and matter indexing issues
Key facts
| Service type | Legal data migration for document and matter systems |
|---|---|
| Typical inputs | Matter exports, spreadsheets, shared drives, case notes and evidence folders |
| Core outputs | Cleaner matter structures, indexed files and selected history in the new system |
| Security | Restricted access, permission mapping and controlled handling of sensitive records |
| Coverage | Johannesburg, Pretoria, Cape Town, Durban, Bloemfontein and surrounding offices |
| Related work | Template Builds, Workflow Configuration, Permissions Setup and Evidence Imports |
