From Legacy to Cloud: A Guide to RelativityOne Data Migrations
As legal teams face mounting data volumes, evolving compliance requirements, and the sunset of Relativity Server support in early 2028, the shift to RelativityOne is no longer a question of if, but when. Yet, while the benefits of cloud transformation are clear, scalability, security and performance, the path to a successful migration is often complex and nuanced.
This blog article walks through (8) key stages of RelativityOne data migrations, highlights common pitfalls and offers practical insights to help legal teams navigate the journey with confidence.
STAGE 1 – DEFINE THE SCOPE
Every successful migration begins with clarity. Before any data is moved, organizations must define the scope of their migration. This includes understanding the infrastructure, support needs and training requirements across teams
▪ Common Pitfall – Rushing into migration without aligning stakeholders or clarifying goals.
▪ Solution – Take time to assess the current environment. Identify what data needs to be migrated, who will be impacted, and what success looks like. This foundational step ensures that the migration is not just technically sound but strategically aligned.
STAGE 2 – DESIGN THE ENVIRONMENT
Once the scope is clear, the next step is designing the RelativityOne environment. This involves configuring the platform to support existing workflows, integrations, scripting, and user roles. As part of the design phase, it’s critical to account for legacy work product such as document metadata, coding panels, and review history that must be preserved to maintain continuity across matters. Additionally, restoring templates and layouts ensures that users experience a familiar interface and workflow, reducing friction and retraining needs.
▪ Common Pitfall – Overlooking dependencies or failing to account for legacy configurations.
▪ Solution – Engage cross-functional teams, IT, legal operations, and project managers, to ensure the environment is built to support both current and future needs. Consider automation and scripting to streamline repetitive tasks and reduce manual overhead.
STAGE 3 – TEST EARLY AND OFTEN
Testing is the safety net of any migration. It validates assumptions, uncovers hidden issues, and builds confidence before the full migration begins.
▪ Common Pitfall – Skipping or minimizing testing due to time constraints.
▪ Solution – Run smoke tests to validate configurations, permissions, and data mappings. Identify roadblocks early and resolve them before they impact production.
STAGE 4 – PLAN THE MIGRATION
With a validated environment in place, it’s time to plan the migration itself. This includes prioritizing workspaces, assigning timelines, and coordinating across teams.
▪ Common Pitfall – Migrating everything at once without a phased approach.
▪ Solution – Break the migration into manageable phases. Prioritize based on business impact, urgency, and complexity. Clear timelines and communication ensure that everyone knows what to expect and when.
STAGE 5 – EXECUTE THE MOVE
The actual migration, archiving, transferring, and restoring data, is where preparation meets execution. This stage must be carefully timed to minimize disruption.
▪ Common Pitfall – Downtime that impacts active matters or user productivity.
▪ Solution – Schedule migrations during low-activity windows. Keep teams informed throughout the process to maintain alignment and control.
STAGE 6 – INFORM AND ALIGN
Communication is critical during migration. Teams need to know what’s happening, when and how it affects them.
▪ Common Pitfall – Lack of transparency leading to confusion or resistance.
▪ Solution – Establish a communication plan that keeps stakeholders informed. Regular updates, clear documentation, and responsive support help maintain trust and momentum.
STAGE 7 – VERIFY AND VALIDATE
Once legacy data is in RelativityOne, it’s essential to verify that everything migrated correctly. This includes checking for completeness, accuracy, and usability. Verification should extend beyond raw data to include validation of restored templates, layouts, user access, user permissions and coding panels. Ensuring that these elements are intact helps teams resume work without disruption and supports consistent review protocols.
▪ Common Pitfall – Assuming the migration is complete without thorough validation.
▪ Solution – Implement multi-layered quality control checks. Confirm that all data is present, properly mapped, and accessible. Document the verification process to ensure defensibility and compliance.
STAGE 8 – OPTIMIZE AND SUPPORT
Migration isn’t the end – it’s the beginning of a new operational model. Post-migration optimization ensures that the environment performs as expected and users are equipped to succeed.
▪ Common Pitfall – Neglecting post-migration tuning or user training.
▪ Solution – Provide targeted training and ongoing support. Monitor usage, gather feedback, and adjust improve performance and usability. A well-optimized environment empowers teams to work faster, smarter, and more securely.
BEST PRACTICES FOR DATA MIGRATION
While every migration is unique, several best practices apply universally:
▪ Start With a Readiness Assessment – Understand your data landscape before making decisions
▪ Audit Data – Migrate only what’s necessary to reduce clutter and improve reviewer efficiency
▪ Engage Stakeholders Early – Legal, IT and operations should be aligned from day one
▪ Document Everything – From configurations to QC checks, documentation ensures transparency and defensibility
▪ Plan for Post-Migration – Training, optimization and support are essential for long-term success
These practices help reduce risk, improve outcomes, and ensure that migrations deliver lasting value.
UNLOCKING THE BENEFITS OF RELATIVITYONE
Once in the cloud, legal teams gain access to a powerful suite of tools and capabilities that go far beyond traditional eDiscovery:
▪ Relativity aiR – AI-powered solutions for privilege review, case strategy and document classification help teams work faster and smarter
▪ Scalability and Performance – RelativityOne handles massive data volumes with ease, enabling faster processing and review
▪ Security and Compliance – Built-in controls and certifications support even the most stringent regulatory requirements
▪ Innovation and Integration – Continuous updates and integrations with leading legal tech tools keep teams ahead of the curve
Migrating to RelativityOne isn’t just about moving data, it’s about transforming how legal teams operate. With the right strategy, support, and mindset, the cloud becomes a catalyst for innovation, efficiency, and competitive advantage.
