Data Cleansing and CRM Migration for a Leading Healthcare Staffing Firm
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PROJECT DETAILS
Data Cleansing and CRM Migration for a Leading Healthcare Staffing Firm
- Industry
Healthcare Staffing
- Key Contact
Disorganized documentation and complex CRM migration
The Challenge
A prominent healthcare staffing agency faced a serious documentation and data management crisis that was jeopardizing both operational efficiency and compliance readiness. Their key challenges included:
- Migrating data from two outdated CRM systems into a new platform, Bullhorn
- Poorly organized candidate documentation—issues with incorrect naming, dating, and file storage
- Numerous incomplete or empty files scattered across systems
- Lack of standardization, making regulatory framework compliance nearly impossible
- Tight audit deadlines that required immediate action
Without swift intervention, the firm was at risk of:
- Failing internal and external audits
- Losing the ability to place candidates due to documentation gaps
- Operational slowdowns from inaccessible or disorganized files
- Data corruption or loss during migration
The Solution
CCMS designed and executed a comprehensive data cleansing and CRM
migration support strategy tailored to the client’s urgent needs:
- Comprehensive Audit – Conducted a full review of the document ecosystem
- Standardization Protocols – Introduced consistent naming conventions aligned with compliance standards
- Structured Filing System – Developed a logical and framework-compliant document organization method
- Migration Assistance – Ensured clean and secure data transfer to Bullhorn CRM
- Quality Control – Built-in validation checks to maintain data integrity and readiness
Implementation
The project was delivered through a structured, phased methodology:
Phase 1: Document Review & Assessment
- Audited over 1,000 candidate profiles across legacy systems
- Identified inconsistencies, incomplete records, and misnamed files
- Documented all issues and developed a remediation roadmap
Phase 2: Standardization & Cleansing
- Created a naming standard based on compliance and operational needs
- Restructured file storage and applied new conventions across all records
- Properly renamed and organized thousands of candidate documents
- Flagged unresolved or incomplete files for client review
Phase 3: Seamless CRM Migration
- Executed a clean transfer of validated data into Bullhorn
- Maintained data fidelity during migration through strict verification protocols
- Implemented a post-migration check to ensure proper structure and completeness in the new CRM
Results
The outcome of this engagement was a complete turnaround in document
management and CRM utilization:
Quantifiable Impact
- Over 1,000 Candidate Files Cleaned – Documents were renamed, refiled, and validated
- Fast Turnaround – Project completed in under 2.5 months
- Audit-Ready System – Fully compliant with all documentation standards
- Smooth CRM Transition – Successful, clean migration to Bullhorn without data loss
Business Outcomes
- Full Compliance Assurance – Ready for internal and external audits
- Enhanced Productivity – Staff can now access the right documents quickly
- Mitigated Risk – Eliminated the threat of non-compliance
- Scalable System – Established a reliable, repeatable process for future documentation
- Maximized CRM Value – Bullhorn now functions as intended with clean, organized data
Client Feedback
Long-Term Value
This project turned a major operational risk into a strategic win. The client now operates with a fully standardized document management framework inside Bullhorn, enabling smoother compliance checks, faster internal processes, and better long-term scalability.
It’s a prime example of how expert data management can unlock greater operational efficiency and compliance across an entire recruitment organization.
Operations Director
Healthcare Staffing Firm