An access database is by definition a ‘non-standard’ application. Each database has to be learned. You have a unique system. In addition, a higher level of data clean up in invariably required. Access databases usually do not have filters to prevent the entry of wrong data; for example, a phone number may be placed in a birthdate field. 

 

In order to convert Access data, we need to map the existing data and determine where it will be imported. If Access has information not included in the new model, then customization will be required before the data may be imported. 

 

You should also consider this opportunity to review workflow and data collection practices. There is no reason to re-invent the system you currently have, rather plan to take advantage of a new model. 

 

First schedule a session for Michael Matters, Inc to look at your data and to interview someone familiar with data collection at your firm, we will provide a measure of confidence in what can be imported. 

 

Second, schedule training sessions or with one of our partners to learn what features are available in your new system. Your team will want to hit the ground running on the new system after the data is converted. 

 

Third, return to the conversion conversation and decide what information is best left here – and what should be converted. Decide what to do with calendar entries assigned to staff who are no longer with the firm. Decide “how far back to go” and weather to import all cases or just open ones. We do suggest that 'all data' be converted, if you have to revisit the old system and it fails, you will have wished everything was in the new system. 

 

Fourth, schedule a time when the old database will be used for inquiry only, allowing for the existing data to be cleaned, converted, formatted and then imported. Expect some delays and a learning curve. Give your staff some grace in the transition, the adjustment to new systems can be difficult. 

 

 A non-standard database will require both consulting fees and conversion fees. Consulting fees are based on actual hours invested in your database; 2 hours for initial analysis, expect at least 3 hours for each of the four major record types, Cases, Contacts, Appointments and Tasks. Conversion fees are $1,950 for the first 10,000 records. For databases with over 10,000 records we charge an additional $500 for each additional set of 5,000 records. We add the number of contacts, matters and calendar entries in your Access database to determine your record count. A record is the entire contact, not just the phone number. Our consulting fees are billed at $195 per hour.

 

Conversion Specialist