Migrating from OneFile to Journey: e-portfolio and OTJ checklist
Last reviewed: July 2026.
For many providers, OneFile holds the practical evidence of delivery: portfolio submissions, feedback, OTJ hours, reviews and signatures. Moving away from it means protecting that evidence while deciding what should become the live workflow in Journey.
OneFile is a trademark of its owner; Journey is independent and not affiliated with OneFile.
Decide what must migrate as live data
Not every historic artefact needs to become editable in the new platform. Separate the data that must continue as live workflow from the archive that only needs to remain auditable. Current OTJ totals, open reviews, pending evidence, KSB coverage and gateway actions usually belong in the live migration scope.
Completed evidence can often be migrated as a structured archive with links to the learner, standard and date, provided the provider can still demonstrate the audit trail when required.
Keep OTJ and KSB mapping intact
The highest-risk e-portfolio data is the mapping between evidence, off-the-job activities and the standard. If those links are lost, the portfolio becomes a document store rather than proof of competence and planned training.
Journey records OTJ activities and evidence against the standard, so the migration should preserve not only the file or note but the reason it mattered.
Join portfolio evidence to funding and gateway
One of the reasons providers consider Journey is that the e-portfolio is not isolated. OTJ, evidence, ILR/funding, EPA gateway and quality dashboards read from the same record, reducing the manual reconciliation that appears when the portfolio and MIS are separate.
Related reading
- What counts as off-the-job training for apprenticeships?
- Off-the-job training calculator for apprenticeship providers
- Apprenticeship progress reviews and tripartite meetings
- OneFile alternative
- E-portfolio and OTJ tracking
Journey is independent software and is not DfE or Ofsted approved. It does not guarantee funding or inspection outcomes.