Your own application should also support your work when a team or supplier changes. It is worth planning access to data, their export and documentation of the most important dependencies from the beginning.
Determine the data generated in the system
A list of clients, applications, documents and history of operations can perform different roles. Before implementing, describe which information is needed on a daily basis, which to settle the process, and which can be played from other sources.
It is not about collecting everything just in case. The scope of the data should correspond to the purpose of the application and the agreed rules for storing it.
Plan exports as a specific task
The download button is not sufficient if the file contains incomprehensible identifiers without a description of the links. Exports should enable the information to be used for the intended purpose. Sometimes a table is needed, sometimes a set of documents together with the information on which they belong.
Determine who has access to such a function. The ability to download the entire database should be due to the responsibility of the user, rather than being an accidental addition to the account.
Check the meaning of the data outside the application
- Are the fields names described?
- Is the relationship between cases and documents preserved?
- Can dates and status be clearly read?
- Does the file actually cover an agreed range?
The sample should use test data showing different cases. The empty table does not show whether the complex dependencies will be retained.
Prepare the continuity of cooperation
In the documentation it is worth pointing out account owners, storage sites and how to transfer access to the new team. Exports should not be identified with a backup: both solutions serve different tasks and may have different scope.
We write about transferring information between systems in data migration guide. Well designed software not only supports current operations, but allows the company to understand its own data and consciously plan further development.
