Legacy ERP archiving projects represent a significant opportunity for hospitals and health systems—reducing risk, cutting costs, and freeing organizations from the burden of maintaining aging systems. Still, the success of an archiving project hinges heavily on the partner you choose.
A partner with deep expertise and a proven methodology is far better positioned to anticipate issues, work efficiently, and complete your project on-time and on-budget. The questions below are designed to help you evaluate your options and select a partner with confidence.
Experience and References
How many ERP archiving projects has your team completed for healthcare organizations like our?
What to look for: A partner with a substantial track record of completing successful projects within organizations like yours, as this can indicate expertise within organizations of a similar size, type, and structure.
Have you worked with our specific ERP platform before?
What to look for: Direct experience with your platform is a significant advantage. A vendor familiar with your system’s structure, customization capabilities, and unique extraction requirements is far less likely to encounter challenges mid-project.
Can you provide references from hospitals of similar sizes with the same ERP?
What to look for: References from organizations like yours — particularly when it comes to size and type. A partner should be able to provide these references quickly.
Methodology and Data Integrity
How do you handle data that exists in multiple formats or systems?
What to look for: Extensive experiencing migrating and archiving all types of ERP data in all types of formats (including structured and unstructured data), such as HR, payroll, benefits, credentialing, workforce management, materials management, and supply chain.
How do you handle data validation and ensure completeness throughout the archiving process?
What to look for: A detailed and proven validation process that is utilized at various key points throughout your project. The partner should be able to clearly explain how they verify that all data has been captured accurately and completely and when and how customers will need to be involved in this process.
Platform Capabilities
Is the ERP archive workflow integrated and unified with the overall platform?
What to look for: In a lot of cases, data domains such as ERPs may have been an add-on, or separate solution from other applications, such as EHRs, General Accounting, or others. Ensuring that a solution is unified allows for more efficient access control, audit capabilities, training and ongoing administration.
Does your platform support consolidation of multiple legacy systems?
What to look for: Even if your organization does not currently have an additional system to archive, it is likely to have one in the future. Seek out a solution that can accommodate your needs as your organization evolves by enabling you to archive multiple systems.
Security and Compliance
How is access to sensitive data controlled and monitored?
What to look for: Role-based access controls that limit data visibility to authorized users, combined with comprehensive audit logging that tracks access and changes. A strong archiving partner will be able to clearly demonstrate how access is governed and how activity is documented.
What compliance and security certifications does the archive maintain?
What to look for: The solution should help ensure compliance with record retention requirements mandated by the IRS, Fair Labor Standards Act (FLSA), U.S. Equal Employment Opportunity Commission (EEOC), and various state-level agencies. The platform should also meet the following industry standards:
- HITRUST certified and HIPAA compliant
- End-to-end encryption and secure transfer
- Role-based access and audit logging
Project Management
How do you communicate project status and flag potential issues?
What to look for: Regular status updates, a clear escalation path, and a proactive approach to surfacing issues before they become problems. Be cautious of vendors that are vague about their communication process, project management, validation processes, and meeting cadence.
Do you provide training for end users?
What to look for: A comprehensive training approach — including user guides, quick reference guides, and interactive training sessions. Training should ensure that end-users are comfortable and confident.
Are there ongoing costs beyond the initial implementation?
What to look for: Full transparency regarding the total cost of the archive — including support, licensing, storage, and so on, is critical. A trustworthy vendor will walk you through all costs upfront rather than surfacing them later.
What does post-implementation support look like?
What to look for: Once the archive is deployed and users have been trained, the partner should provide day-to-day support via web portal, phone, and/or e-mail. Support services should also be available 24/7. Whether upgrades involve downtime, and how frequently new innovations are added to the platform, are also important to discuss.
A strong ERP archiving partner should be able to answer these questions clearly and quickly — and provide you with specific examples from past projects. If a vendor hesitates or shares vague responses, that may indicate they lack the depth of experience required. Focus on finding a partner with a track record of on-time, on-budget projects and satisfied customers who are still using the archive years later.
Ready to Move Forward?
Schedule a consultation with our team to discuss your legacy ERP systems and archiving and decommissioning needs. We’ll answer your questions, provide realistic timelines and costs, and help you build a business case for your leadership team.
