What this means for your practice
Define export acceptance around the organisation's actual recovery or migration needs. Verify structure and meaning using authorised test data and the relevant data owners.
An example to discuss with your team
Import a representative fictional export into a test destination and check relationships, missing values and error reporting.
How to review the arrangement
Ask the incoming team to load a fictional export into a test destination. Can they connect related records, understand missing values and identify rejected rows? Obtain the field and reference explanations needed for that task. Acceptance should reflect usable information rather than the mere existence of a downloadable file.
Test the meaning of the exported information
Choose a sample representing the records and relationships the receiving process needs. Include an attachment, a missing optional detail and related entries that must remain connected. Use appropriate fictional or authorised test information, with the relevant data owners deciding the checks.
Ask the receiving team to explain the file without relying on the old supplier's screen. Column names, record references and date formats need enough documentation for the intended use. A matching number of rows cannot establish that every relationship or value has been interpreted correctly. Follow a few complete examples into the test destination and review anything rejected or unclear. Agree how corrections will be supplied and checked before the final transfer. The useful acceptance question is whether the next team can use the information for the agreed purpose, not simply whether an export button exists or a spreadsheet opens without an error.
How to check the result
Check how much of the required export the receiving team can understand, connect and account for, with remaining gaps clearly recorded.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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