Why migrations amplify documentation problems

Most documentation issues exist long before a migration begins. A new system simply makes them more visible.

Common issues include:

• Multiple versions of the same document being migrated together

• Outdated policies treated as current because they are still in use

• Informal or unofficial guidance embedded alongside formal documentation

• Inconsistent naming, structure, and ownership carried forward unchanged

When this happens, the migration succeeds technically while the documentation system remains unreliable.

The hidden cost of migrating without assessment

Migrating documentation without review creates downstream work that is harder and more expensive to fix.

Organizations often experience:

• Increased confusion immediately after launch

• Loss of confidence in the new system

• Ongoing clean-up work that was assumed to be “done”

• Frustration from teams expected to adopt the new platform

• Leadership disappointment when promised efficiency gains fail to materialize

The result is a new system that looks modern but behaves exactly like the old one.

Why internal teams struggle to assess before migrating

Most internal teams recognize that documentation needs attention, but assessment often falls outside anyone’s formal scope.

Common constraints include:

• Migration timelines that prioritize speed over clarity

• No clear authority to retire or consolidate documentation

• Difficulty judging reliability across departments

• Assumptions that content cleanup can happen later

Once the migration is complete, momentum shifts to adoption — and the opportunity for comprehensive review is often lost.

The role of a documentation audit before migration

A documentation audit provides a system-level assessment before content is moved.

An audit helps organizations:

• Identify what documentation exists and where

• Determine which materials are current, outdated, or redundant

• Clarify ownership and accountability

• Establish a clean, rational structure for the new system

• Reduce risk and confusion at launch

Rather than delaying migration, an audit enables better decisions about what should be migrated, revised, or retired.

What a pre-migration assessment provides

When conducted before a migration, a documentation audit creates:

• A reliable baseline of trusted content

• Fewer surprises during implementation

• Faster adoption of the new system

• Reduced post-migration clean-up

• Greater confidence in internal guidance

Most importantly, it ensures that the new platform supports how the organization actually works — not how it used to.

When to pause and assess

A documentation audit is especially valuable before migration when:

• Documentation has not been reviewed holistically in years

• Multiple departments maintain their own versions

• Compliance or policy content is involved

• Leadership expects the new system to “fix” existing issues

• Confidence in current documentation is already low

Migrating unreliable documentation does not solve the problem. Assessing it first does.