Template for Creating an Inventory of Legacy Systems

Ready to decommission out-of-production EMR, billing, or ERP systems in your healthcare organization and put a legacy data management strategy in place?  The first step is to compile a complete list of legacy applications.  This system inventory, which gathers details like product and vendor name, product version, database size, image store, server location, maintenance cost, date of retirement, etc. helps archiving vendors like Harmony Healthcare IT to scope the project(s), prioritize the decommissioning schedule and propose HIPAA-compliant storage solutions, like HealthData Archiver®.

Large health systems often have 20-40, or even hundreds of legacy EMR, billing, lab, home health, pathology, bloodbank, practice management, payroll, accounting, materials management, and human resources systems to manage and maintain. Having a large stable of current and legacy systems creates unique data access, release-of-information, and collection issues for providers, HIM, revenue cycle and other users.  We recommend a complete inventory as a first and very necessary step to managing historical patient and employee data.

Download the Inventory Tool below to get started.

Legacy Inventory Template

Why Create a HIPAA-Compliant Legacy Data Management Strategy?

Besides supporting best business practices for information technology, HIPAA requirements specify that healthcare organizations must identify and implement the most effective and appropriate administrative, physical, and technical safeguards to secure electronic protected health information (ePHI).  Plus, with security concerns rising at healthcare organizations globally, it is more vital than ever to have a handle on everything involved in managing your organization’s systems and data. True legacy data management means more than just compiling a list of systems.  As the HIPAA Security Crosswalk to NIST states, managing assets enables “the organization to achieve business purposes that are identified and managed consistent with their relative importance to business objectives and the organization’s risk strategy.”

Do you have an accurate inventory of your systems along with all of the pertinent information needed to continue to make informed business decisions?

Once your inventory of legacy systems is complete, submit it to us and then we can work on the five things to expect when you archive data.  If you have questions about creating your inventory, call us at (800) 781-1044, Ext. 109.  We look forward to reviewing your inventory and making recommendations to help you manage your legacy systems in the most timely and cost-effective manner.

Take the first step.  Get your legacy systems identified and listed with the pertinent details.

Note: This blog was updated from a previous version on Aug. 11, 2017.

Feb 28 2021

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