A property-software migration is complete only when the new system holds usable records and the business knows how to work with them. Exporting a file is the start of that process. Plan the move so that rent balances, documents and outstanding tasks can be checked before the old arrangement is closed.
Define what must transfer. Include properties, agreements, contacts, financial records, documents and unresolved work, while considering the lawful retention and handling of personal data. Identify items that the new system does not support directly so that they are not silently omitted.
Create a protected backup and establish who can access it. The National Cyber Security Centre’s small-organisation guidance covers backups and account protection. Apply appropriate safeguards to the records being moved rather than sending an unprotected export through whichever channel is most convenient.
Test with a limited sample first. Compare the original and imported records field by field, including dates, balances and document links. Check whether a value has changed format or been assigned to the wrong property. A successful import message does not establish that the meaning of every field was preserved.
Reconcile financial information separately. Confirm opening balances and investigate differences before relying on a new rent statement. Keep a written explanation for adjustments so that a future reviewer can understand them without access to the migration conversation.
Review permissions and everyday workflows. The people handling repairs or accounts should have suitable access and understand how to find the records they need. Remove unnecessary access carefully, and make sure account recovery remains controlled by the business.
Finally, choose a cutover date and document what happens to the old system. Retain required evidence securely and confirm that outstanding tasks have an owner. This guide does not endorse software or prescribe a data-retention period; it helps make a transition reviewable, with accuracy and continuity checked before a subscription is cancelled or records become harder to retrieve.
Source and further reading: https://www.ncsc.gov.uk/collection/small-organisations-guide-to-cyber-security