Replacing legacy software is often a job you keep putting off. The system still works, everyone knows how to use it, and a new package feels like a big risk. Yet there comes a point where the old program costs more than it delivers, in time, in mistakes or in worries about security.
In this article you will learn how to tell it is time, which routes you have and how to make the switch so your business keeps running as normal.
When is software outdated?
Old does not automatically mean bad. Software is only really outdated when it holds you back. These are signs you often see:
- The supplier no longer provides updates, or the company no longer exists.
- It only runs on one old computer or an old version of Windows.
- Only one person knows how it works, inside or outside your business.
- You cannot connect it to new systems, such as your accounting or online shop.
- Colleagues keep their own Excel lists next to the system, because the program cannot do something.
- Working from home or on a phone is not possible.
- Every small change is expensive or not possible at all.
Recognise two or more? Then it is wise to plan now, rather than waiting until the system will not start on a bad day.
The risks of keeping legacy software running
Legacy software is the technical term for old systems that are still in use. The biggest risk is security. Software without updates has known holes that no longer get fixed. If it holds customer data, that also touches on the GDPR (AVG in Dutch). For the legal side, ask a lawyer or check the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
Then there is dependency. If that one colleague or outside programmer drops out, nobody knows how the system works any more. And the longer you wait, the bigger the leap to something new becomes.
Three ways to modernise old software
Replacing does not always have to mean throwing everything out and starting again. There are roughly three routes.
- Switching to an off-the-shelf package. If your process is similar to many other businesses, an existing package can work well. You do adapt the way you work to the package.
- Having new custom software built. This fits if your process is unusual, or if standard packages never quite fit. You get exactly what you need, as a web application that works everywhere.
- Renewing step by step. You first build a new part, such as a customer portal, and let the old system run alongside it for a while. Then you move over one part at a time.
Which route fits depends on your process and budget. In custom or off-the-shelf software you can read how to make that choice. If you mainly work in spreadsheets, replacing Excel with software is also worth a read.
Replacing legacy software in six steps
A good switch is all about preparation. This order works well in practice:
- Step 1. Map out everything the old system does. Including the things nobody notices any more, such as an automatic email or a report at the end of the month.
- Step 2. Ask users what they miss and what they definitely do not want to lose.
- Step 3. Make a prioritised list of requirements. What must work on day one, and what can wait?
- Step 4. Choose your route and partner. Ask about their experience with moving data.
- Step 5. Test with real data and real users before you switch.
- Step 6. Plan the switch for a quiet moment, with a fallback option if something goes wrong.
Do not forget the people. Colleagues have sometimes worked with the old program for years and know every shortcut. Involve them early, let them help test and plan time for explanation. A new system that is technically right but does not get used delivers nothing. A short training session and a place to ask questions often make the switch a lot smoother.
Data migration: moving your data safely
Data migration means moving your data from the old system to the new one. It is often the hardest part of a software migration. Old systems contain duplicate customers, empty fields and inconsistent formats. Watch out for these points:
- First make a full backup of the old system and keep it separately.
- Check whether you can export your data, for example to CSV or Excel. If not, extra work is sometimes needed to read it out.
- Clean up before you move. What you no longer need, you do not have to take along. That also fits the GDPR.
- Do a trial migration and spot-check samples: are names, amounts and dates correct?
- Agree how long you keep the old system available in read-only mode.
What does it cost to replace old software?
That depends heavily on the size. A small internal system with a few screens is very different from a complete business system with integrations. Also count the hidden cost of doing nothing: hours of workarounds, mistakes and the risk of downtime. In how much a web application costs you can read which factors determine the price. A step-by-step approach also spreads the cost over a longer period. You start with the part that hurts most now, and expand once that runs well.
How Violexa helps replace old systems
At Violexa we build custom web applications and software. Hisham first looks with you at what the old system does and what you really need from it. It often turns out the new system can be simpler, because lots of workarounds have crept in over the years.
A custom web application starts from €1,799 excl. VAT (€2,177 incl. VAT) per project. Larger projects get a fixed price up front, in writing. After delivery you can choose a maintenance plan, so the new system does not become outdated in turn.
Not sure whether your old software can still be saved or is better replaced? Book a free quickscan. In 30 minutes, online or on site, we look at your situation. Afterwards you get short written advice with a price estimate, with no obligation.
Frequently asked questions
When should you replace outdated software?
When updates stop, when only one person knows how it works, or when you keep having to work around it with separate lists. Do not wait until the system fails, because then everything has to happen under time pressure.
What is legacy software?
Legacy software is an old system that is still in use but hard to maintain or extend. It often runs on old technology that few people still understand.
How do you move data to a new system?
First make a backup, export the data and clean it up. Then do a trial migration and spot-check samples before switching for good. Keep the old system available in read-only mode for a while.
Is it safe to keep using old software?
Software without security updates has known weak spots that no longer get fixed. That is a risk, especially if it holds customer data. The bigger your dependency on it, the sooner you should make a plan.
