What is the data migration service?

What is the data migration service?

The Data Migration Service helps you transfer your historical meeting data into Sherpany, so you can continue working with your existing governance records in one place.

Instead of starting with an empty workspace, you can migrate past meeting information such as agendas, documents, attendees, and minutes. This allows your teams to access historical records directly in Sherpany, ensuring continuity and preserving valuable meeting history.

Each migration project is assessed individually. Throughout the migration process, Sherpany verifies that the migrated data is transferred accurately and that the appropriate access rights are applied. A quality assurance review is performed before the migration is considered complete.

What is included?

Depending on your requirements, the Data Migration Service can include:

• Meeting agendas
• Meeting documents
• Meeting minutes
• Meeting attendees
• Meeting metadata
• Documents stored in your Library

The scope of the migration is defined together with Sherpany before the project begins.

How the process works?

Each migration follows a structured process:

1. Review your migration requirements.
2. Assess your existing data and file structure.
3. Map your historical data to the Sherpany structure.
4. Perform a test migration when required.
5. Complete the full migration.
6. Verify that the migrated data is complete and accessible.

Sherpany validates the migrated content before the project is completed.

How to request an individual data extraction?

If you would like to migrate historical meeting data into Sherpany, you can contact your Customer Success Manager. During the planning phase, you will discuss topics such as:

• Which data should be migrated
• Where the data is currently stored
• The format of the available files
• Who should have access to the migrated content
• Your preferred migration timeline

This information helps define the scope of the project and the appropriate migration approach.

To prepare your migration, provide your data in a structured format whenever possible. 

Supported sources include PDF files and Microsoft Office documents. Ideally, documents should be organised into folders that reflect your meeting structure (for example, one folder per meeting and subfolders for agenda items). However, alternative structures can also be accommodated depending on your data.