SoftCare Design partnership

Data Migration Questionnaire

Everything we need to move your records across, safely

The one thing that matters most. How quickly and cleanly we can move your data depends far less on how much you have, and far more on what it's stored in now and what you can get out of it. Section 2 is the important one — please take a moment over it. If you're not sure of an answer, just say so and we'll work it out together.

1Your service Legal (registered) name Trading name (if different) Care Inspectorate service ID(s) — the CS numbers Service type(s) Registered manager(s) Site address(es) — list each registered service (each is migrated separately)

2What your data lives in now

For each area: what do you use today, can you export it (Y/N), in what format (CSV / Excel / PDF / paper), and do you still have admin access (Y/N)? If a row is paper, or a system that only exports PDFs, that's completely fine — it just means that part is re-keyed by hand rather than moved automatically, so it helps us plan the time.

Care planning Medication / MAR Rotas & scheduling HR / staff records Finance / invoicing Daily notes / handover

3Service users / residents Current number of service users

Which record types do you currently hold? (tick all that apply) Personal details Next of kin / emergency contacts GP & health professionals Funding source / financial Care plans Risk assessments Body maps Medication (MAR) Daily notes

4Staff — by role

We create each person's login and permissions based on their role, so we need the number in each role — a headcount on its own doesn't tell us how to set up accounts.

Registered / service manager

Deputy / care manager

Nurse (if nursing service)

Senior carer / team leader

Care / support worker

Office / admin

Ancillary (kitchen, housekeeping, maintenance)

Bank / relief staff

Any roles we've missed (list + count)

Should we bring these staff records across too? (tick to include) Contracted hours Training records PVG / disclosure records SVQ / qualifications

5How far back

During the design partnership we bring across up to 6 months of history. Once you become a signed customer, we can migrate your full history if you'd like it — just say the word. This is the biggest lever on time, so pick what you'll actually use.

Up to 6 months of history Last 3 months Active records only (start fresh from go-live)

6Family access

SoftCare can give families a window into their loved one's care. Which of these would you like families to see? You can change this any time.

7Go-live & data protection Target go-live date Your single point of contact — name & role

Contact email

Contact phone

Because we'll be handling special-category health data, a Data Processing Agreement (DPA) is signed before any data moves — this protects you and your service users. We'll send it alongside this form.

I understand a DPA will be in place before migration begins.

Something went wrong — please try again, or email [email protected].

That's everything — thank you.

We've got your answers. Aidan will map out your migration from here and be in touch.