Identify every spreadsheet, database, calendar, equipment tool, staff system, and document included in the migration

Confirm which rooms, equipment, kits, people, services, facilities, vehicles, and inventory records will migrate

Record archived, inactive, duplicate, temporary, unsupported, and excluded records

Confirm the destination module for each resource type

Apply the approved bookable, non-bookable, restricted, shared, and bundled classifications

Resolve unclassified or ambiguous records before migration

Set the source data cutoff, test import dates, and final migration date

Assign the migration owner, resource owners, and classification approvers

Export the latest records from every approved source system

Collect relevant records stored in documents, printed lists, shared drives, and local files

Include current room, equipment, crew, service, kit, inventory, rate, status, and maintenance information

Record the source, export date, file owner, and migration version

Save an untouched backup of every original export

Create separate working copies for cleaning, mapping, and corrections

Restrict editing and protect personal, financial, contact, and rate information

Store source files, working files, mappings, and error logs in one controlled location

Find exact duplicates using names, identifiers, serial numbers, barcodes, email addresses, and other references

Review naming variations, abbreviations, spelling differences, initials, and old labels

Check duplicate room, equipment, crew, service, kit, and inventory records

Select the approved surviving record and merge current information, attachments, history, and relationships

Keep previous identifiers for reference and error tracing

Exclude retired equipment, closed rooms, inactive crew, discontinued services, expired rentals, and obsolete kits

Preserve records required for financial, maintenance, legal, or operational history

Keep temporarily unavailable or under-maintenance resources separate from permanently inactive records

Apply consistent naming rules to rooms, equipment, kits, crew, services, and inventory

Remove unclear abbreviations and unsupported internal shorthand

Confirm the same resource is not described differently across systems or fields

Preserve valid room codes, asset numbers, employee references, serial numbers, and barcodes

Create missing identifiers where the destination requires them

Confirm every identifier and barcode is unique

Keep source and destination identifier mappings

Test identifier length, prefixes, characters, and destination field limits

Create a mapping sheet showing each source field, destination field, format, rule, and owner

Identify required, optional, unsupported, and unmapped fields

Map names, descriptions, notes, dates, quantities, dimensions, capacities, costs, rates, and statuses

Define how unsupported information will move into notes, attachments, archives, or exclusions

Map rooms, facilities, equipment, kits, people, services, inventory, and external resources to the correct destination types

Separate employees, freelancers, contractors, vendors, talent, operators, and contact-only records

Separate consumables, expendables, spare parts, reusable assets, and rental items

Resolve records that could belong to more than one destination type

Translate active, restricted, maintenance, inactive, archived, and unavailable statuses into approved destination values

Preserve room closures, blackout periods, maintenance blocks, and access restrictions

Preserve crew working hours, leave, location, department, and assignment restrictions

Keep supplier-owned resources subject to external confirmation

Define approved names for sites, buildings, floors, rooms, stores, racks, cabinets, vehicles, and warehouses

Map every room, equipment item, inventory record, and crew location to a valid destination location

Replace outdated or closed location names

Test that each status and location creates the expected operational behaviour

Connect installed equipment and standard resources to the correct room

Attach every kit component to its approved parent kit

Connect services with required people, rooms, equipment, and systems

Attach crew members to approved roles, skills, departments, and locations

Record the person or team responsible for each resource

Define shared-resource capacity, simultaneous-use limits, and competing booking rules

Identify approved replacement rooms, people, equipment, kits, and services

Remove circular, broken, or unsupported resource relationships

Confirm equipment manufacturer, model, serial number, asset number, barcode, condition, and current location

Prepare maintenance dates, repair history, calibration details, open issues, and kit membership

Confirm equipment is mapped as available, damaged, missing, under repair, restricted, or retired

Confirm room names, dimensions, usable area, capacity, operating hours, and operational status

Attach installed equipment and technical specifications to the correct room

Prepare approved power, network, signal, acoustic, production, and access information

Map current room pricing without creating duplicate room records

Prepare current room photographs, plans, manuals, and supporting files

Confirm crew names, work contact details, roles, departments, employment types, and availability rules

Map employee, freelancer, contractor, vendor, operator, and temporary-staff records correctly

Restrict access to personal, financial, employment, emergency, and rate information

Confirm inventory names, units of measure, quantities, reserved amounts, locations, vendors, and reorder points

Complete an approved inventory count before the final migration

Keep reusable equipment separate from quantity-based inventory

Map current room, equipment, crew, service, and package rates with the correct units and currency

Preserve required historical pricing while removing outdated rates from active fields

Identify required photographs, manuals, floor plans, warranties, certificates, service records, and supporting documents

Remove duplicate, outdated, replaced, or expired attachments

Apply consistent file names using the resource name, document type, date, and version

Confirm destination file formats, file-size limits, access permissions, and record mappings

Use the approved import template without changing required columns or structure

Remove formulas, merged cells, hidden rows, comments, decorative formatting, and empty records

Standardise dates, numbers, currencies, decimal formats, boolean values, and status values

Confirm required columns and record the final test-import row count

Select a representative sample of rooms, equipment, kits, crew, services, inventory, and restricted records

Include parent records, kit components, installed equipment, locations, and service dependencies

Run the first import in a test environment rather than the live catalogue

Record rejected rows, invalid values, missing relationships, warnings, and import errors

Confirm accepted rows create the intended resource types and destination fields

Compare source and destination counts, identifiers, names, statuses, and required values

Test room, equipment, kit, crew, service, and inventory behaviour in normal workflows

Test search, filters, availability, restrictions, permissions, reservations, and low-stock values

Classify errors as source-data, mapping, formatting, relationship, permission, or system issues

Assign every error to the person responsible for the affected data

Correct the working file without changing the untouched source backup

Update mapping documents when field, status, relationship, or value rules change

Remove incomplete test records before reimporting corrected data

Repeat affected tests and record the correction, tester, and completion date

Approve the test migration before scheduling the final import

Set the final cutoff and control changes to the source catalogue

Confirm destination modules, categories, locations, permissions, parent records, and backups are ready

Notify affected teams and define rollback conditions

Import facilities, locations, categories, rooms, departments, and other parent records first

Import equipment, kits, crew, services, inventory, and dependent resources in the approved order

Monitor warnings, rejected records, skipped entries, duplicates, and unexpected changes

Record accepted, rejected, skipped, and duplicate counts for each import stage

Keep the exact production import files and record start and completion times

Restrict uncontrolled manual changes until validation is complete

Compare final source totals with destination records

Verify identifiers, required fields, locations, statuses, relationships, attachments, rates, costs, and permissions

Confirm active, restricted, maintenance, inactive, and archived resources behave correctly

Review rooms with booking and facility teams

Review equipment, kits, barcodes, conditions, locations, and maintenance with equipment owners

Review crew roles, departments, availability, and access with crew managers

Review service dependencies and ownership with department leads

Review inventory quantities, reservations, units, locations, and reorder points with stock owners

Record missing data, incorrect values, broken links, and workflow issues

Correct approved issues through the controlled migration process

Record approval for each resource group

Make the destination catalogue the approved operational record

Restrict updates to old catalogues and publish new access instructions

Assign support ownership and monitor early bookings, reservations, and inventory activity

Record and assign issues found after activation

Keep the migration scope, included systems, resource types, exclusions, cutoff dates, and import dates

Retain original source exports and untouched backups

Keep field, identifier, value, location, classification, and relationship mappings

Save every test and production import file

Retain rejected-data logs, corrections, reimports, and resolutions

Keep validation results, record counts, user findings, approvals, and rollback decisions

Identify who owns each room, equipment, crew, service, kit, and inventory group after launch

Schedule a follow-up review after the catalogue enters normal operational use