To Migrate Data or Not: A Recommended Approach to GoEngage Onboarding
Agencies making the switch to GoEngage often face a critical decision: Do we bring all of our legacy data into the new system, or take a different approach? While a full data migration might seem like the most complete solution, it often comes with hidden challenges.
In many cases, preserving legacy data outside the new system—through archiving or read-only access—can save time, reduce risk, and simplify your transition. Here’s why that approach may be the smarter move—and how to do it strategically.
What’s the Real Cost of Moving Legacy Data?
Before selecting “import,” “archive,” or “read-only access,” agencies need to ask: What do we actually need from our legacy data? Too often, the answer is no. The process of data migration can quickly become a drain on your timeline and team — especially if the original data wasn’t standardized.
Understanding Your Options
Import: Moving historical data into GoEngage. Requires mapping, formatting, and cleanup before upload.
Archive: Exporting data from your old system and storing it securely in spreadsheets or PDFs for reference.
Read-Only: Retaining limited access to your old system (if available) to view and run reports, without paying for full access.
Which Legacy Data Strategy Is Right for You?
Factor | Import into GoEngage | Archive and Store Externally | Read-Only Access to Legacy System |
|---|---|---|---|
Staff Time Required | Lots — cleaning, formatting, mapping | Minimal — simple export and store | Minimal — no data movement required |
Risk of Errors | High — duplicates, mapping issues | Low — static format preserves original data | Low — data remains untouched in original system |
Speed of GoEngage Setup | Slower — import delays configuration | Faster — GoEngage setup is independent | Faster — GoEngage setup is independent |
Cost | Potentially high (billable import services) | Minimal (storage only) | May require vendor fee for access |
Data Usability | Mixed — depends on data quality | Selective — access only what matters | Good — but only for lookup/reporting, not editing |
Audit Support | Built-in if data quality was good prior to import and if the data imported correctly | Good — if files are organized and accessible | Excellent — original reports remain viewable |
Money towards In-Kind | None | High — manual entry of key data by volunteers can be tracked and counted towards in-kind | None |
Pro Tip: You Can Combine These Approaches
Many agencies use a hybrid strategy—archiving the majority of legacy data, importing only high-priority records (like active families), and negotiating read-only access for occasional lookups or audits.
When it comes to legacy data, “keep everything” isn’t always the best path. Choose the option—or combination—that supports your team’s goals, timeline, and budget.
⚠️ Heads up: If your previous vendor doesn’t allow read-only access or makes exporting difficult, it’s worth asking why. In the Head Start space — where audits, monitoring reviews, and federal oversight are routine — you should never be locked out of your own data. A partner that truly understands Head Start will always support transparency, portability, and long-term access — even after a system switch.
Clean Start. Focused Future.
Your new system is a chance to reset — to run lighter, faster, and smarter. Instead of burdening GoEngage with years of historical data, preserve what you need and leave the rest where it belongs: safely archived.
You don’t need all the data to move forward. You just need the right data, in the right place, entered by the right people — and sometimes, that means taking a pass on that “import or data transfer” button.
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By
Jose Martinez: Head Start Solutions Advisor
Since 2012, Jose Martinez has guided Head Start agencies through seamless software transitions. With over a decade of experience on platforms like ChildPlus, COPA, Learning Genie, and GoEngage, he deeply understands the unique needs of Head Start programs.
Starting as a Head Start parent and volunteer, Jose’s dedication led to roles on the Policy Council, as a translator, and eventually as a site supervisor. Today, he leverages his technical expertise and program experience to help agencies transition with confidence and achieve operational success.
