Data is stored differently across all software platforms, and we are therefore not able to import all data. You will most likely have to input some data manually; however, we suggest that you use this time to your advantage. It is an excellent time to put firm-wide policies in place on how to input data, ensuring that your data in LEAP is clean and up to date.

We make every effort to get your data as close as possible to your legacy practice management system; however, the reality is that no transition can be perfect. It is essential to set realistic expectations with your staff and partners. While the results may be imperfect, compared to the costs and potential errors associated with doing the task manually, a transition is a far more efficient and cost-effective solution.

The details of the data included in the transition are reflected on your Transition to LEAP Order Form. You can furthermore request a copy of our Data Expectation Document that relates to your Legacy Practice Management Software from your Transitions Coordinator. It is not possible to include every field in your Legacy Practice Management Software. We therefore, concentrate on the fields we know to exist, and from which we can transition information.

It takes 5 - 7 working days to do a data transition; however, this depends on various aspects such as your legacy practice management system, the type of transition you have selected, the size of your data file. Your Transitions Coordinator will confirm the expected time during your initial consultation.

Downtime is inevitable with any data transition. LEAP endeavours to minimize this as much as possible. The downtime usually is 5 days; however, this may be up to 7 days for some Practice Management Software systems.

You can continue using your current legacy practice management system; however, any work done from the time the Transitions Team copy your data the time you go live in LEAP must be re-entered. You, therefore, need to keep a clear record of any postings you make. Our estimate is conservative and cautious because we do not set false expectations.

You have two options on how to operate during the time between when LEAP collects your data for your transition, i.e. the “cut-off” date, and when LEAP delivers the data back to you.

1. You can choose to continue working in your current system, but you must keep a record of any clients you add, matters opened, or postings made to add these to LEAP once it is up and running, or;
2. You can choose to stop working in your current system and keep a manual record of any clients, matters, or postings you need to record in LEAP once it is up and running.

No, LEAP cannot transition data from multiple Practice Management Software systems into one LEAP datafile. There are a limited number of systems that integrate and synchronize with each other, and in these cases, we can transition from both; however, the integration MUST exist, and the synchronization must be up to date. The list of integrated systems we transition from is available on request from your Product Consultant.

We offer a document extraction and import option from some Practice Management Software systems; however, this process happens after we complete your data transition. We can export documents associated with your matters where the folder path is available in your current database. LEAP, or your firm, can import the documents/correspondence into LEAP once exported from your current database. The document extraction excludes any documents that are not attached to matters in the database. There are various reasons why the transition does not automatically include Documents/correspondence (including forms, PDFs, Word files, emails, pictures and sound recordings) associated with Matters, such as:

1. Server applications: Data, i.e. information such as client details, matter details and financial transaction details, is stored in a database. Documents/correspondence are typically stored outside of the database and only the document path, i.e. where it is on your server, is available in the database.
2. Cloud applications: Documents/correspondence is held by your cloud provider and would, therefore, need to be:
   1. Downloaded by yourself; or
   2. Extracted by your provider.

Both of these options are resource-heavy and can be costly. 

We cannot confirm a set timescale for the document import as it depends on the number and size of the document(s), and your firm’s internet speed.

Yes, you have two options available: 

1. You can drag and drop it into your LEAP matter at any time when you open the matter.
2. If your documents are held in a matter centric folder structure on your local PC, you can use the LEAP “Bulk Document Import” facility to import your documents into LEAP. 

Preparation is the key to a successful data transition. It is essential to tidy up your data as much as possible. We provide a “Housekeeping Guide” which includes data cleansing steps we recommend you undertake before the transition. LEAP does not take responsibility for the integrity of your data, and we find that completing the data cleansing steps improves the quality of the transition vastly.

The LEAP Transitions Department completes the data transition work. A data transition is, however, a joint venture between LEAP and your firm. The Transitions Department will guide you through the process and inform you of what they require from you to complete the transition. It is important to allocate the right resources to each step of the transition process to ensure the best possible outcome.

Data Held on Server: LEAP never removes original legacy data. You have various options available for your legacy data, e.g. you could allocate a workstation to install your Legacy Practice Management Software on, to access your historical data. Alternatively, you can install the Legacy Practice Management Software onto a virtual platform (using Windows) on your existing workstation. You will most likely need to refer to your Legacy Data for 12 months after the transition, and may, therefore, require a viewing licence from your previous provider. We create a copy of your legacy data when we collect it; however, we only keep the copy for up to 6 months after the transition, where after we delete it.

Cloud Data: Some Cloud Software providers provide a copy of your legacy data. Alternatively, we endeavour to export your data into MS Excel Spreadsheets via your reports where possible. LEAP never removes your original legacy data. You will most likely need to refer to your Legacy Data for 12 months after the transition, depending on what type of transition you opt for, and may, therefore, require a viewing licence from your previous provider. We only keep the copy for up to 6 months after the transition, where after we delete it.

Regardless of the type of transition you opt for, you should always keep a copy of your old data in a secure location. Your legacy data remains your responsibility. Keeping a copy of your old system, or a single licence to access your historical data is also a good practice. It makes scrutinizing data far easier when you’re able to access your data through a familiar platform.

Keeping a set of reports – printed or electronic copies– from your old system is a must. Access to your old system will eventually cease due to, e.g. your licence expiring, or it may no longer be supported. It’s essential to keep some record of your data. A backup of your database or reports printed from your old system is the best way to do so.

If you terminate your agreement, you will no longer have access to LEAP, and it is your responsibility to extract your data if you wish to do so. Extracting data from LEAP is easier than from most systems. You or your new provider can extract reports using Microsoft Excel. You can also either email or copy and paste all documents out of a matter. You will be allowed 30 days from the date of termination to arrange this.

Alternatively, to continue to gain access to your data through LEAP for as long as you like, you need to maintain at least a Single User under the arrangement for so long as you require access. 

We can export your matter correspondence/documents and provide you with a copy thereof on request, however this may incur a cost.