Before buying business software, check how you can leave it

Businesses naturally focus on getting data into new software. It is equally important to understand how that data comes back out.

Customer records, invoices, appointments and other operational information can become difficult to move once a system has been used for years. Before committing, check whether important records can be exported in common formats and what information those exports contain.

This is not an argument against cloud software. Hosted products can remove a great deal of maintenance. It is simply good operational discipline to know what happens if the business changes platform, the product changes direction or a subscription no longer makes sense.

Integrations do not necessarily solve portability. An integration may move selected fields for a specific workflow without providing a complete business archive.

Access control matters too. Make sure important software is registered to accounts the business controls and that administrator access is not tied solely to one employee, contractor or agency.

For critical systems, consider a sensible backup or export routine appropriate to the information involved and applicable privacy obligations. Do not collect extra personal data merely because software makes it easy.

Portability is rarely the most exciting feature on a comparison page, but it can become one of the most important when a business needs to change.

Inside The Software provides independent software information. Features, pricing and plan details can change, so check current information with the software provider before buying.