Written by:
Grant Yuill
Head of Marketing & Customer Engagement
Is This You?
Are you a UK lawyer or firm manager stuck with outdated case management software? You know that technology is the key to efficiency, but the idea of transitioning to a new system seems daunting. You’re not alone. Many law firms understand the advantages of modern software yet feel held back by concerns about cost, disruption, and – especially – data migration.
If this sounds familiar, read on. We’ve supported hundreds of UK law firms in moving to Denovo, and our team of data migration specialists is here to make this process simpler than you might expect. Our fully customisable, whole practice management software, CaseLoad, incorporates everything you need: practice management, case management, and legal accounting.
Are You Facing These Common Challenges?
- Legacy software: You’re still using a server-based system that hasn’t been updated in over a decade.
- Inefficiency: You know, in theory, that modernising your software could make your firm more productive and profitable.
- Team hesitation: Convincing your team to learn new software sounds like a major challenge.
- Data migration worries: The thought of transferring years of client data feels overwhelming, and you’re unsure where to begin.
Does any of this resonate? We understand. That’s why we focus on every aspect of this transition to make it as smooth as possible.
The Denovo Difference: Comprehensive, Personalised Support
When it comes to implementing new legal technology, support matters. At Denovo, we take the stress out of change by providing expert-led, tailored guidance throughout every step of your transition. Our team is comprised of experienced legal tech experts – all professionals with hands-on law firm experience. You can be confident that we understand your needs and the importance of seamless, efficient change.
Peace of Mind
For your peace of mind, know that our data migration experts have likely transferred data from the very system you’re currently using to Denovo. We have successfully handled migrations for hundreds of law firms just like yours, and we’ve been in the legal technology industry for over 40 years. There isn’t much that can surprise us. You’re in experienced hands, and we’ve perfected a structured approach to ensure your data migration is smooth and secure.
The Data Migration Process: Step-by-Step Support
Data migration is one of the most critical steps in implementing new software – and we’re here to handle it. Data migration is not as simple as a copy-paste; it’s a precise process requiring in-depth expertise. Here’s our approach to give you a comprehensive understanding of what’s involved:
1. Trial Conversion
- Data Access & Initial Review: We begin by contacting your firm to gain access to your existing system. Our team retrieves essential reports and exports key data from your database, spreadsheets, and reports.
- Data Structure Integrity Check: We investigate the structure and integrity of the data extracted, ensuring the accounts balance and the data matches original reports.
- Conversion Scripts & Test System: Our experts develop conversion scripts to seamlessly transfer data into Denovo’s system. A test database is then created to simulate your data in our environment, allowing us to analyse and verify its accuracy.
2. New Database/Software Review
- Integrity Verification: We thoroughly check the converted database on CaseLoad and Legal Accounts against initial reports to confirm data integrity.
- Conversion Refinement: If any issues are found, we amend the conversion scripts, making sure your data is accurate and reliable.
- Implementation Review: Our implementation team reviews the converted data, presenting it to you as needed to provide feedback and ensure your confidence.
3. Schedule Go Live Date
Once the trial conversion is verified, we agree with you on a go-live date. During this time:
- Software Installation: Denovo is installed on your new platform, and trial databases are restored, allowing your team to train with real data.
- Training Sessions: We provide training sessions, ensuring your staff feels comfortable and familiar with the new system.
4. Live Conversion
System Access Agreement: On the agreed date, we arrange a final transfer. Access to your current system is stopped temporarily to complete the data export.
Final Data Checks: Reports from your Cashroom are provided to Denovo and checked against the new system to confirm accuracy.
Data Migration & Configuration: Data is uploaded, checked to ensure the Denovo system aligns perfectly with your original data, and any final adjustments are made.
Final System Setup: The live database is then installed on your firm’s platform, allowing you to proceed seamlessly with your new software.
What Data Will We Import?
We understand the importance of preserving your firm’s history and records. For that reason, our comprehensive migration service imports the following data:
- Accounting Years & Periods
- Work Types
- Fee Earners
- Clients (including addresses, phone numbers, etc.)
- Matters
- Other Funds
- Offices
- Matter Balances
- Banks
- Bank Balances
- Nominal Ledgers
- Nominal Balances
- Outstanding Fees
- Matter Postings
- Current Year’s Nominal Transactions
- Nominal Movements for the Current Year
Additional Data We Can Import (Depending on Competitor System Access)
In cases where competitor systems allow us access, we can also import:
- Time Recording Balances
- Time Recording Transactions
- Vault Documents (such as Wills, Titles, and POAs)
- Events/Activities/Document History related to clients or matters
- AML (Anti-Money Laundering) Items
- Purchase Ledger Accounts
Our approach ensures that you maintain control over your valuable data and can continue your operations seamlessly.
Supporting Your Firm Throughout the Transition
We know this process might seem overwhelming, which is why our support doesn’t stop at data migration. Here’s a comprehensive overview of how we guide you:
- Project Management: We create a detailed project plan tailored to your firm, setting realistic timelines and milestones for each phase. This plan keeps your team informed and engaged, ensuring a smooth transition.
- Personalised Training: We offer hands-on training for your team, led by our experienced trainers. Whether it’s legal accounting, case management, or general practice management, our specialists will make sure your team is confident and capable.
- Live Support: Our support doesn’t end after launch. You’ll have access to our team for ongoing assistance. Unlike some providers, we believe in giving you direct access to a dedicated support person—not just an automated response.
- Integration Expertise: Denovo’s experts understand how important it is for your systems to communicate effectively. We offer seamless integrations, ensuring that data flows between case management, legal accounts, and other tools smoothly.
- Data Security: Your data’s safety is paramount. We follow best practices in data security and privacy, so you can rest assured that sensitive client information remains protected.
Are You Ready for Change?
Law firms today cannot afford to fall behind in technology. Implementing a fully integrated whole practice management system can improve efficiency, boost productivity, and enhance client satisfaction. It may seem like a big step, but with Denovo, you’ll find the transition is far easier and more rewarding than you expect.
By taking this step, your firm can enjoy a more streamlined, profitable future. Our promise is to handle the complexity, so you can focus on what matters most – your clients.
Ready to get started? Contact Denovo today at info@denovobi.com or call us on 0141 331 5290 to learn more about how we can help your firm make a confident transition to modern, fully customisable legal software.