How to Switch Legal Practice Management Systems Without Losing a Billable Hour

Making the move to new legal practice management software can feel overwhelming, especially when sensitive client data, billing records, and years of firm history are at stake. The good news? With the right preparation and approach, data migration for law firms doesn’t have to be disruptive. At SurePoint, we help firms successfully make this transition and we know what it takes to get it right.

Understanding Data Migration for Law Firms

What Is Data Migration?

Data migration is the process of transferring information — from client and matter data to billing, documents, and calendars — from your old system into a new cloud-based legal software platform.

Why Make the Move?

Many firms are leaving behind outdated, on-premises systems in favor of modern, secure, and more flexible platforms. Migrating not only improves efficiency but also enhances security, supports remote work, and provides the tools attorneys need to serve clients better.

Why Data Migration Fails (and How to Avoid It)

Unfortunately, not all migrations go smoothly. Here are the most common pitfalls and how to sidestep them:

• Rushing the planning – Skipping upfront work almost guarantees problems later.
• Migrating duplicate or outdated data – Carrying over unnecessary records clutters the new system.
• Skipping test migrations – Without testing, errors may only surface after go-live.
• Poor cutover coordination – Lack of communication can leave attorneys without access when they need it most.

Preparing for a Successful Migration

Success starts with preparation. To set your firm up for a smooth transition:

• Craft a migration plan that details scope, timing, and responsibilities.
• Build the right team, including IT, administrators, and attorney stakeholders.
• Define scope and goals so everyone knows what success looks like.
• Back up everything before migration begins.
• Set a realistic timeline that balances urgency with thoroughness.
• Document everything for transparency and compliance.

Step-by-Step Guide to Data Migration

Here’s a proven framework for migrating to cloud-based legal software with confidence:

1. Clean up your data – Remove duplicates and outdated records.
2. Map your data – Ensure information goes to the right place in the new system.
3. Pick your approach – Choose between a “big bang” cutover or a phased rollout.
4. Time it right – Schedule migration during low-activity periods (weekends or off-hours).
5. Test everything thoroughly – Validate before going live to prevent surprises.

Tackling Common Concerns

It’s natural for attorneys and staff to have concerns about switching systems. Address them directly:

• No data left behind – Confirm that every record is accounted for.
• Minimum downtime – Careful scheduling ensures little to no disruption.
• Stay secure and compliant – Use encrypted transfers and follow firm/regulatory standards.

After Migration: Setting Your Firm Up for Success

The work doesn’t stop once the data is moved. Post-migration, firms should:

• Conduct formal validation to ensure accuracy.
• Provide training so attorneys and staff can hit the ground running.
• Gather feedback from attorneys to identify pain points quickly.
• Monitor performance and adjust settings as needed.
• Tweak and optimize workflows to maximize value from the new system.

SurePoint’s Experience

Every year, SurePoint supports law firms as they migrate from legacy, on-premises platforms to our cloud-based practice management solutions. Our proven approach is designed to minimize disruption, protect sensitive data, and accelerate time to value.

We know that for our clients and yours, data is everything. That’s why we take a thorough, test-driven approach. Our goal is simple: every firm that migrates with us should feel confident that their data is secure, accessible, and ready to work for them from day one.

Switching legal practice management software doesn’t have to mean disruption or lost productivity. With careful planning, clear communication, and a partner who has guided hundreds of successful migrations, your firm can transition to a cloud-based legal software platform seamlessly — and position itself for greater efficiency, security, and long-term success.