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How to Migrate Your Data From Spreadsheets to CAFM

Jun 11, 2026

6 min read

AI-generated audio

What Are the Benefits of CAFM?

CAFM stands for Computer-Aided Facilities Management, and it is a platform designed specifically for managing facilities.

It brings together key functions and maintenance tasks, such as asset management, asset tracking, planned and reactive maintenance, reactive works, data driven decisions, compliance tracking, contractor management, work order management, and reporting.

Unlike spreadsheets, a CAFM system is structured to make information searchable, auditable, and accessible by multiple users simultaneously. The facilities team see real-time data, so their information stays relevant whether they are in the office or on-site. A CAFM helps improve your operations' efficiency.

What Are the Advantages of Cloud-Based CAFM?

Cloud-based FM software allows your data to live securely online rather than on a single machine or local server. That means your team can access it on-site, in the office, or on the go. This is useful because:

  • Real-time updates
  • Scalability
  • Lower IT overhead
  • Better security.

3 Steps for Developing a Data Migration Strategy

1. Do a Data and Spreadsheet Audit

Before you can move your data anywhere, you’ll need to audit every spreadsheet currently in use across your facility operations. Start by asking yourself:

  • What data do we currently hold?
  • Where does the data live?
  • Who owns each spreadsheet, and who updates it?
  • How often is it updated, and how reliable is the data?

2. Standardising Data Fields

Standardising data fields means agreeing on consistent formats through all the spreadsheets before a single record is imported.

3. Choosing the Right CAFM Solution

Different CAFMs offer different management systems, and some will fit your team and operations better than others.

4 Steps to Prepare for Migration

1. Data Backup Solutions

Back everything up.

2. Organising and Cleaning Your Data

Your spreadsheet data should already have gone through an audit.

3. Spreadsheet Alternatives During Transition

There is often a period between your old system going live and your new one, during which you still need to operate.

4. Conduct a Pilot Migration

Before you commit to a full data import, run a pilot migration using a small, representative sample of your records.

3 Steps for the Execution Phase

1. Implementing Data Migration Techniques

With your data cleaned and backed up, you are ready to migrate.

2. Data Validation Techniques

You need to verify that the data you entered matches the data that has been migrated.

3. User Training and Support

A CAFM system requires some training to get the team used to it and to use it correctly.

After Data Migration

Verifying Data Integrity

Once your initial validation is complete, keep an eye on data integrity in the weeks that follow go-live.

Improvement and Feedback

The real value of a CAFM system reveals itself over time. As your data matures and your team becomes more confident using it, you’ll be able to expand your use of the system.

Are You Ready To Migrate To CAFM

Migrating from spreadsheets to CAFM is a significant change that takes time and effort. But it is a manageable change that offers significant cost savings and efficiency gains. If you're ready to explore what a CAFM solution looks like in practice, visit Expansive FM and see what's possible.