PDM Migration Checklist: How to Transfer Legacy Product Data Without Disruption
Your Complete PDM Migration Checklist
- Ceejay S Teku
- October 17, 2025
- 10:30 pm
Table of Contents
What You'll Learn:
How to systematically inventory and assess your legacy data across each of your storage locations and formats
Which migration strategies will minimize business disruption while still ensuring a complete data transfer
Essential data preparation steps that will prevent corruption and ensure a successful system integration
Proven execution approaches that will maintain business continuity during your migration cutover periods
Validation procedures that can confirm a migration’s success and identify any issues requiring manual attention
Your engineering team is swimming in files. CAD files, specs, marked up sketches, and design documents are scattered across shared drives – and nobody wants to touch them. Marketing can’t find their product photos, and sales is still emailing spec sheets from two years ago. Sounds like you need a PDM migration checklist.
And let’s not even get started on that one engineer – he’s got files saved on a computer in his living room – and the computer’s older than most of your employees are.
You know a modern PDM system would solve these problems, but the thought of migrating all that historical data makes you want to change careers. What if something gets lost? What if the migration takes weeks, and your teams can’t get their work done? What if you accidentally delete a file from 2018 that everyone forgot you still need?
Well, there’s good news. Thousands of companies have successfully migrated their product data … without losing a single spreadsheet.
If this chaos sounds like your organization, we want to help. We’ve put together a comprehensive checklist to walk you through the exact process for migration that successful companies have used. From discovering all of your hidden data treasure troves to celebrating a quick launch, we’ve got you covered when it comes to improved data management.
Why it matters: Organizations undergoing digital transformation report that poor data migration planning causes 40 percent of project failures, also creating a significant business disruption during critical periods.
The technical reality: Product Data Management (PDM) data migration involves complex data relationships, multiple file formats, and business-critical information that requires systematic planning and execution. This is critical for the prevention of data loss or corruption.
Introduction to PDM Migration
Data migration is a pivotal step in implementing a SolidWorks PDM system. It marks the transition from an uncontrolled jungle of data to a structured, collab-friendly workplace. The primary goal of data migration is to bring all of your valuable info into a central vault. This could be your legacy CAD files, historical records, or your engineering documents. Consolidating in this way doesn’t just streamline access, it also enhances collaboration.
A successful PDM data migration starts with careful planning and a clear definition of the scope of the project. A migration checklist (and a detailed plan) are essential; they make sure all of the right steps are addressed and that your project stays on track.
Before you start to move files, you’ll need to take a look at the landscape you’ve already got. Identify where your legacy data lives, whether that be on file servers, on older systems like Workgroup PDM, or in your engineering lead’s basement.
When you understand the structure and the quality of your data, you can better anticipate challenges like broken file links or missing references. Tools like Data Doctor can be absolute treasures – they help you detect and resolve your data issues before they clog your whole migration.
Now, the migration itself will involve a few key stages. These include data assessment, cleanup, and import. It’s important that you develop a project plan to keep the process both organize and on schedule.
Each and every step is designed to make sure that the data you’ve migrated is accurate and complete – ready for your teams to use within the new SOLIDWORKS PDM environment. Pay close attention to the configuration of your server components, including the SOLIDWORKS PDM data base server, SQL server, and the archive server components.
Proper setup and synchronization are critical for maintaining the integrity of your data, and getting your ducks in a row prior to starting will ensure a smooth transition. For more insight on optimizing your product information workflow, implementing best practices can streamline data processes and improve your overall efficiency.
Two common concerns during PDM system migrations are data loss risk and business disruption. But when you leverage expert guidance and follow best practices, you really don’t have anything to worry about. A high-level summary report at the end of the process will give you invaluable insights into the quality and completeness of the migrated info. This supports ongoing data management efforts.
Ultimately, a well-executed migration to SOLIDWORKS PDM will deliver huge benefits. Thee include better data management, better collaboration, and much better ROI. Whether you’re moving from a patchwork of chaotic data or upgrading your PDM, the investment into a solid migration structure will set the stage for success.
With the right preparation and support, your engineering teams can look forward to a smooth SOLIDWORKS PDM transition and a more efficient, reliable way to manage critical product data.
1. Pre-Migration Assessment and Data Discovery
As mentioned, a successful migration to SOLIDWORKS PDM is only as strong as the data you feed it. You’ll need to discover and assess your current data, regardless of where it’s stored. Identify and catalog your relevant file types – this is essential to make sure your data maintains its integrity. Performing a gap analysis now will help you to identify discrepancies between the data you have and what’s required for migration.
Fortunately for your business, data discovery tools can automate this. Your tools can scan and extract metadata, and this reduces the manual effort required – while ensuring that coverage is comprehensive. For smaller data sets, or when you’re spot checking, Windows Explorer can actually be used to manually browse, assess, and select your files during data discovery.
Driving the news: Legacy system modernization projects are increasingly focused on data preservation and business continuity; organizations are recognizing the strategic value of historical product info.
Comprehensive Data Inventory
The big picture: Legacy product data usually lives in multiple locations across many systems. Systematic discovery is required to ensure that all of your data is migrated.
Data discovery checklist:
File server locations including shared drives, department folders, and archived directories
Individual workstations containing personal copies of critical documents and designs
Legacy PDM systems with structured data that requires careful extraction and transformation
Email archives hold important specifications, approvals, and customer communications
Physical documentation requires scanning and digital conversion for PDM integration
Third-party systems include CAD vaults, quality systems, and supplier portals
System requirements: Most datasets are simply too huge for manual review. This makes automation essential for a complete discovery of your data. Tools can automate file system scanning and the extraction of your metadata, so your manual efforts will be reduced.
Data Classification and Prioritization
Between the lines: Not all of your legacy data requires migration to the SOLIDWORKS PDM system. Classifying your info strategically will help you focus your migration on just the info that’s critical to your business. Identify and prioritize your most valuable data for migration to make sure that your resources are allocated to information that will impact your business the most.
Classification framework:
Active product data will include your current specifications, BOMs, and manufacturing documentation that require immediate migration
Historical versions that give you traceability and regulatory compliance information, potentially suitable for archive storage
Obsolete information with no ongoing business value that can be excluded from migration scope (then archived or destroyed)
Duplicate content that exists in multiple locations and that requires consolidation before your migration
Corrupted files that need restoration or recreation before a successful SOLIDWORKS PDM integration
Implementation timeline: Data classification typically requires between two weeks to a month, but it significantly reduces your migration complexity and costs.
Legacy System Analysis
Data complexity: Understanding the structure of your existing data, the relationships between data sets, and their dependencies will enable better planning and will reduce the risk of information loss.
Legacy system assessment:
Database schemas documenting existing data structures and relationships to map your migration
File naming conventions to identify organizational patterns that should either be preserved or standardized
Access permissions that account for current security models for appropriate PDM configuration
Integration points mapping connections with other business systems that require coordination during the migration
Workflow dependencies to identify business processes that rely on the organization of your existing data
PDMWorks Enterprise systems to analyze and plan for migration from PDMWorks Enterprise, including database server setup, archive server migration, and registry edits
Migration considerations: Your legacy system documentation could very well be incomplete or outdated, so you’ll need to put on your detective hat to understand the data structures and usage patterns. There’s also a risk of inconsistent metadata across your legacy systems. That means it’ll be essential to identify and resolve inconsistencies to ensure the integrity of your data before you migrate.
2. Migration Strategy Planning and Risk Mitigation
A successful data migration depends on thorough data prep. This includes cleanup and standardization… before you make the switch to a new PDM server system. The migration setup involves a series of structured steps – let’s take a look.
Data Cleanup and Standardization
The technical reality: Legacy data often contains inconsistencies, duplicates, and formatting issues that should be resolved before you attempt a PDM integration. Here’s what you should do:
Data preparation checklist:
Duplicate elimination – identify and consolidate your redundant files while still preserving each iteration in your version history
Format standardization – convert your files to PDM server- compatible formats before you integrate
Metadata completion – add any missing information – that could include creation dates, authors, and approval status
File naming normalization – make sure that you apply consistent naming conventions for better organization and improved search capabilities
Review and standardize custom properties – make sure that custom properties are defined and consistent; they should be rationalized to maintain both the integrity of your data and the performance of your system
Folder structures cleanup – this involves cleaning up your folder structures to reduce the complexity of your migration and minimize the risks
File references check – identify and repair your file references to make sure your data stays accurate and to prevent issues when the migration is complete
Virus scanning – finally, ensure that all of your migrated content is free from malware
Migration considerations: Typically, data migration will take around 30 to 50 percent of your total migration timeline. But it will significantly improve the efficacy of your PDM!
Quality Validation Procedures
Data complexity: Quality assurance checks should verify both your file integrity and the overall relationship between your data points during migration.
Validation framework:
File integrity checking using checksums and content verification to detect corruption during the transfer
Relationship preservation ensures that document links, BOMs, and dependencies will remain intact after migration
Metadata accuracy confirms the accuracy of all of your all descriptive information once transferred
Check in verification ensures that all relevant files are properly checked in before migration – this maintains version control and data integrity
Search functionality tests document discovery and retrieval capabilities in your new PDM environment
Access control verification ensures that security permissions translate appropriately to your new system
User impact: When you perform a comprehensive validation, you prevent user frustration. Productivity loss from missing data will also be mitigated.
Backup and Recovery Planning
What’s next: Robust backup procedures will provide you with insurance against migration failures. You’ll have access to rollback capabilities if something goes wrong.
Backup strategy components:
Complete system snapshots – these capture the entire legacy environment state before you begin migration
Incremental backups – backups protect new data that’s created during the migration
Testing procedures – testing is for validating the integrity of your backup system and your recovery capabilities before you begin migration
Recovery timelines – these define acceptable restoration timeframes for different failure scenarios
Communication protocols ensure that each of your stakeholders understand the recovery procedures and expected timelines
Compliance requirements: It goes without saying that your backup procedures should maintain compliance with regulations, and that you keep an audit trail throughout the process of migration.
3. Data Preparation and Quality Assurance Processes
A successful data migration depends on thorough data prep. This includes cleanup and standardization… before you make the switch to a new PDM server system. The migration setup involves a series of structured steps – let’s take a look.
Data Cleanup and Standardization
The technical reality: Legacy data often contains inconsistencies, duplicates, and formatting issues that should be resolved before you attempt a PDM integration. Here’s what you should do:
Data preparation checklist:
Duplicate elimination – identify and consolidate your redundant files while still preserving each iteration in your version history
Format standardization – convert your files to PDM server- compatible formats before you integrate
Metadata completion – add any missing information – that could include creation dates, authors, and approval status
File naming normalization – make sure that you apply consistent naming conventions for better organization and improved search capabilities
Review and standardize custom properties – make sure that custom properties are defined and consistent; they should be rationalized to maintain both the integrity of your data and the performance of your system
Folder structures cleanup – this involves cleaning up your folder structures to reduce the complexity of your migration and minimize the risks
File references check – identify and repair your file references to make sure your data stays accurate and to prevent issues when the migration is complete
Virus scanning – finally, ensure that all of your migrated content is free from malware
Migration considerations: Typically, data migration will take around 30 to 50 percent of your total migration timeline. But it will significantly improve the efficacy of your PDM!
Quality Validation Procedures
Data complexity: Quality assurance checks should verify both your file integrity and the overall relationship between your data points during migration.
Validation framework:
File integrity checking using checksums and content verification to detect corruption during the transfer
Relationship preservation ensures that document links, BOMs, and dependencies will remain intact after migration
Metadata accuracy confirms the accuracy of all of your all descriptive information once transferred
Check in verification ensures that all relevant files are properly checked in before migration – this maintains version control and data integrity
Search functionality tests document discovery and retrieval capabilities in your new PDM environment
Access control verification ensures that security permissions translate appropriately to your new system
User impact: When you perform a comprehensive validation, you prevent user frustration. Productivity loss from missing data will also be mitigated.
Backup and Recovery Planning
What’s next: Robust backup procedures will provide you with insurance against migration failures. You’ll have access to rollback capabilities if something goes wrong.
Backup strategy components:
Complete system snapshots – these capture the entire legacy environment state before you begin migration
Incremental backups – backups protect new data that’s created during the migration
Testing procedures – testing is for validating the integrity of your backup system and your recovery capabilities before you begin migration
Recovery timelines – these define acceptable restoration timeframes for different failure scenarios
Communication protocols ensure that each of your stakeholders understand the recovery procedures and expected timelines
Compliance requirements: It goes without saying that your backup procedures should maintain compliance with regulations, and that you keep an audit trail throughout the process of migration.
4. Execution Timeline and Cutover Management
A successful migration requires that you carefully plan the coordination of your technical activities, user communication, and even adjustments to your business processes. This will minimize disruption while you migrate.
Phased Execution Planning
ROI breakdown: Structured execution phases will afford you much better control over your migration project. Risk management and quality assurance are maintained – as are your business operations.
Execution phase structure:
Pilot migration will test procedures with limited data scope in a non-production environment. This is to validate and resolve issues before deployment goes live.
Non-critical data transfer migrates your historical and archival info with minimal impact to your business.
Critical system cutover transitions your active product data during planned maintenance windows
Integration activation connects your new SOLIDWORKS PDM system with other business systems and workflows
User enablement provides access and training for full system utilization
Implementation timeline: Phased execution will usually take around one to two months – this will depend on your data volume and the complexity of your business.
Business Continuity Management
The big picture: You likely want to maintain your business operations during the migration. In that case, you’ll need to carefully plan your access, adjustments to your workflows, and the way your teams communicate.
Continuity planning elements:
Alternative access procedures provide you with continued access to your data during system transitions
Workflow adjustments modify your business processes (temporarily) to accommodate the changes to your system
Communication schedules will keep your stakeholders from getting antsy; they’ll stay informed of progress, issues, and access changes
Escalation procedures enable a rapid response to any problems that may be affecting your business operations
Rollback capabilities provide quick recovery options if migration issues threaten your business continuity
User impact: Clear communication and alternative procedures will reduce user anxiety (common during implementations) to help you maintain productivity during periods of migration to SOLIDWORKS PDM.
Cutover Weekend Management
System requirements: Critical system transitions will typically occur during off-hours. This will greatly reduce the impact to your operations, but it’ll require that you coordinate and monitor closely.
Cutover execution checklist:
Go/no-go decision criteria will establish clear conditions for proceeding with planned cutover
Technical team coordination ensures that each of your specialists are available and ready to roll
Progress monitoring tracks the migration status and identifies issues that may require human, immediate attention
User communication provides regular updates on your system availability and on expected completion times
Contingency activation implements backup plans if you run into serious problems during the migration process
Migration considerations: Cutover periods often reveal unexpected issues requiring rapid problem-solving and decision-making capabilities.
5. Post-Migration Validation and Success Measurement
Comprehensive validation ensures the success of your migration. Meanwhile, it will identify any issues that require a fix before full system adoption and before you decommission your legacy systems.
After validation, generate a high level summary report. Document the validation results and provide actionable recommendations for data management and migration strategies going forward.
Data Integrity Verification
User impact: Systematic validation procedures can confirm that all of your business-critical information gets transferred successfully and remains accessible through your new SOLIDWORKS PDM system.
Validation checklist:
Completeness verification confirms that all intended data is migrated successfully… without loss
Accuracy testing ensures that the file contents, metadata, and relationships remain intact
Functionality validation tests search, retrieval, and workflow capabilities with the newly migrated data
Performance assessment measures system response times and identifies opportunities to optimize
User acceptance testing confirming new system meets business requirements and user expectations
The bottom line: Validation should be completed before you decommission your legacy systems – this will enable you to recover your data if you discover any issues
Business Process Verification
Implementation timeline: Business process testing requires coordination with your operational teams to make sure that normal activities can resume effectively with your new PDM system.
Process verification framework:
Workflow testing confirms that your business processes will operate correctly with new system and migrated data
Integration validation ensures that the connections with other business systems function properly
Security verification confirms that access controls and permissions work appropriately
Compliance checking ensures that regulatory requirements are satisfied after migration
Performance monitoring tracks your system usage and identifies areas that need optimization
Data complexity: Process verification may reveal issues with integration or workflows that may not be apparent during your technical testing.
Success Metrics and Continuous Improvement
What’s next: Success measurement will provide you with a basis for ongoing system optimization, and will also help you learn about how best to handle future migrations.
Success measurement framework:
Migration completeness – this is the percentage of the intended data that’s been successfully transferred and is accessible
User adoption rates – these measure actual system utilization and feature engagement after your migration
Performance metrics – this will compare your new system capabilities with your business requirements and with your users’ expectations
Issue resolution tracking – monitors and resolves your post-migration problems and concerns your users may have
Business impact assessment – this evaluates how your migration has impacted your productivity, your quality, and your operational efficiency
Scalability factors: Success metrics should inform your ongoing SOLIDWORKS PDM optimization and future migration planning for any additional systems or data sources you plan to integrate.
Legacy System Decommissioning
Migration considerations: Legacy system retirement should only take place after you confirm that your migration was successful. If so, establish procedures for accessing your archived info if it’s needed.
Decommissioning checklist:
Final backup creation will preserve your legacy system state for future reference if you ever need to access your data
Access termination will disable user accounts and system connections after migration validation
Documentation archival preserves your system configuration and your procedure documentation
Hardware disposition securely wiping and disposing of legacy system hardware
Vendor notification informs software vendors of system retirement and the termination of any licenses you may have purchased
Compliance requirements: Decommissioning procedures should maintain regulatory compliance and audit trail integrity while securely disposing of your sensitive information.
Key Takeaways
Comprehensive data discovery and assessment prevents data migration surprises while ensuring complete coverage of legacy information
Strategic migration planning balances speed and risk through appropriate approach selection and resource allocation
Thorough data preparation including cleanup and quality assurance significantly improves migration success rates
Phased execution with careful cutover management maintains business continuity while minimizing operational disruption
Post-migration validation and success measurement ensure complete transition before legacy system decommissioning
Systematic planning and execution prevent the 40% failure rate common in poorly managed data migration projects
FAQs:
How long does typical PDM migration take from start to finish?
A complete PDM migration will usually take between three to six months. This includes planning, prep, execution, and validation or server components and more – all essential steps! Of course, your timeline will vary based on how much data you’ve got and how complex the info is. Utilize the SOLIDWORKS installation manager to streamline the process.
Can we continue working during PDM migration?
Sure, with proper planning! Phased migration and alternative access can enable you to maintain business operations throughout the migration process, with very minimal interruption. When you transition from the old server to the new one, you’ll need to manage server components and databases carefully to help keep your downtime as minimal as possible.
What happens if we discover missing data after data migration?
Please plan to maintain your legacy system backups for up to a year after the migration. This will allow you to recover any missed information you discover. Regular validation will help you to identify gaps early on, so you can make the appropriate tweaks. That’s especially true if you’re bringing data into a new vault or restoring a database.
Should we migrate all historical data or just current information?
Migrate your active product data right away, but consider an archival storage system for any information you may need in the future but that you don’t anticipate using daily.
What is the difference between PDM Professional and PDM Standard during migration?
SOLIDWORKS PDM Professional and PDM Standard differ, both in their features and in the data migration process. When you upgrade or migrate, you’ll need to make sure your databases and workflows are compatible. Follow best practices for bringing your data to the new system, and speak to the vendor if you have concerns.
What steps are involved in configuring the new archive server?
After you move your archive server components to the new server, update your new archive server name in each of the relevant configurations.
Ceejay S Teku
