Can you help us consolidate multiple databases into one system?

As businesses grow, the number of databases often grow with them. Different systems, teams, and applications introduce new databases over time, leading to fragmentation, duplication, and rising complexity. This server sprawl leads many organisations to ask: can you help us consolidate to save money?

The short answer is yes. Database consolidation is a common and highly valuable initiative. In this blog, we explain what database consolidation involves, why organisations pursue it, and how a structured approach reduces risk while delivering long-term value.

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Why Organisations End Up With Multiple Databases

Databases usually appear organically.

Common causes include:

• Department-led system purchases
• Mergers and acquisitions
• Legacy applications lingering
• Temporary solutions that became permanent
• Lack of a central data strategy

Over time, this creates an administrative and management nightmare that only gets worse.

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The Problems Caused by Database Sprawl

Running multiple SQL Instances introduces real business challenges.

Including:

• Duplicate and inconsistent data
• Higher infrastructure and licensing costs
• Complex integrations
• Reporting inconsistencies
• Increased security and compliance risk
• Higher operational overhead
  

Consolidation addresses these issues at the root.

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What Database Consolidation Actually Means

Database consolidation is not simply copying data into one place.

It involves:

• Knowledge of SQL Licensing
• Resource Governance
• Security
• Migrating data safely
• Ensuring applications continue to work
  

It is a controlled transformation from chaos to order involving multiple different users and stakeholders from across the business.

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How Database Consolidation Is Delivered Safely

A structured, phased approach ensures success.

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1. Discovery and Assessment

The process starts with visibility.

This includes:

• Identifying all databases and their owners
• Understanding usage and dependencies
• Checking compatibility
• Mapping integrations
• Defining business priorities
  

Planning is essential on a per database / application basis. Communication is key between stakeholders and administrators. Keeping everyone informed when applications are migrated is essential to business continuity.

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2. Target Architecture Design

A future-proof design is created.

This includes:

• Choosing the right database platform
• Taking into account reporting and integrations
• Planning security and access controls
• Aligning with growth plans
  

While consolidating onto a new platform, it is worth considering an upgrade to the latest version. This does increase complexity but it will ensure your new platform has a longer lifespan.

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3. Usage and Governance

What is actually needed?

This step includes:

• Finding dead databases and applications
• Analysing CPU and memory usage for each database
• Capacity planning based on historical growth
  

Some of the work can be hard as it involves a lot of tracking down application owners for systems which may not have been in use for years or longer.

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4. Backup and Rollback

Migration is straightforward but a rollback plan is essential.

This includes:

• Checking backups are successful
• Choose a rollback strategy
• Test the restoration of the backups
• Disable front end access for cutover
  

Confidence comes from verification.

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5. Phased Cutover and Decommissioning

Consolidation does not need to be disruptive.

Approaches include:

• Migrating systems in phases
• Running migrations out of hours
• Retiring legacy databases first
• Decommissioning servers as they are emptied
  

Risk should be carefully managed as part of the consolidation plan. Notifications should be agreed for the start and end of a migration including if a migration was successful or if a rollback has taken place and a new date and time will need to be planned for another attempt.

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Business Benefits of Database Consolidation

Successful consolidation delivers measurable outcomes.

Including:

• Lower infrastructure and licensing costs
• Simpler system architecture
• Reduced security risk on latest software
• Longer life on new supported platform
  

Consolidation projects can run along side platform upgrades to gain access to the latest features and security updates.

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When Should You Consider SQL Platform Consolidation?

Consolidation is especially valuable when:

• Server sprawl has got out of hand
• Licensing costs are rising
• Business acquisition has increased the data platform landscape
  

Increasing licensing costs and server sprawl are two of the clearest signs a consolidation can help to bring your data platforms back under control.

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Final Thoughts

Yes, multiple databases can be consolidated onto a single instance. With the right planning and controlled execution, consolidation reduces cost, improves stability, and creates a stronger foundation for future growth.