Insights into Legacy Data Archival: 3 Essential Strategies for Healthcare Leaders

The rapid rate of technological change presents unique challenges for healthcare executives.The complexities of ensuring accessibility to patient data, staying abreast of security advancements, and managing constrained budgets are all top priorities. Further complicating matters is the infrastructure needed to ensure interoperability, essential for navigating the intricacies of record retention regulations, especially within the stringent framework of HIPAA.

The mandate of HIPAA compliance underscores the necessity for a dynamic and secure infrastructure to safeguard patient clinical and financial records. However, on-premises legacy systems, once integral to operational frameworks, have become archaic and costly to maintain. Aging hardware, the ongoing exigency of security patch maintenance, and the inherent risks associated with workforce turnover collectively make on-premises legacy systems a liability. 

Furthermore, existing regulations mandate organizations to retain extensive historical data for compliance with data retention policies. A comprehensive data archival plan is indispensable to address the myriad requirements associated with historical data retention.While it is of great comfort to see the blinking lights in the server room down the hall, 72% of C-suites say their legacy system is holding them back. 

Understanding EHR Legacy Data Archival

A cloud-based EHR legacy data archival solution is particularly helpful for:

  • Accessibility

Support better continuity of care and Release of Information with streamlined workflows and easy access to patient EHR records, images, documents, notes, financial data, and significant events from any device anytime, anywhere.

  • Security 

Build a robust archive with read-only access to patient data from inactive EHR systems and AWS global security resiliency. 

  • Cost Efficiency

Lower overall cost by reducing EHR licensing by leveraging Amazon S3–supporting virtually unlimited scalability, and industry-leading data security and resiliency.

3 Essential Strategies for Healthcare Leaders

Choosing a cloud-based data archival emerges as the optimal solution to improve accessibility, enhance cybersecurity, and reduce cost. Healthcare executives will enhance patient care continuity with streamlined workflows, secure read-only access to patient data, and cost-efficient EHR licensing reduction leveraging Amazon S3’s scalability and data security. Charting these transformative currents is not a simple challenge but rather an imperative step in steering healthcare innovation into the future.

  1. Empower a Seasoned and Nimble Team 

Implementing a data archival plan begins with addressing the diverse challenges of data management. Legacy data is most often scattered across various storage entities, posing potential challenges such as data loss, corruption due to outdated technology, duplicated data, and deficiencies in system functionality. Merging fragmented data must be entrusted to experienced engineers who can build and manage a complex data conversion plan, ensuring the comprehensive archiving of legacy data tailored to each healthcare organization’s unique needs and preferences.

A transparent and nimble partnership is crucial in this process. Enlisting engineers equipped to collaborate and communicate effectively with healthcare IT Directors, Implementation Specialists, and Project Managers is essential. Look for a team with vast experience in various types of conversions, including Epic, Cerner, eClinical Works, Meditech, Nextgen, or Allscripts, who can proactively anticipate and address potential challenges. This foresight guarantees the achievement of project milestones, ultimately minimizing maintenance costs associated with legacy systems.

  1. Construct a Clear Project Plan

Healthcare executives should seek partners capable of constructing clear data legacy project plans to navigate the intricacies of transitioning from outdated systems. With a robust plan, organizations can efficiently manage data migration, minimize disruptions to operations, and ensure compliance with regulatory requirements. Clear project plans offer transparency, enabling executives to track progress, mitigate risks, and allocate resources effectively. By enlisting a skilled partner in data legacy management, healthcare executives can streamline the transition process, optimize system performance, and ultimately enhance patient care delivery. 

  1. Tips for Evaluating a Legacy Data Archival System

Healthcare executives should prioritize comprehensive archiving capabilities when evaluating a legacy data archival system. This involves confirming that the system can archive all relevant data types, including production system data, audit data, correspondence, attachments, notes, reports, and log files, while adhering to applicable data retention policies. Additionally, executives should ensure that the system maintains data integrity throughout the archiving process, safeguarding the accuracy and reliability of archived information.

Accessibility is another crucial factor to consider, as healthcare staff must be able to access archived data seamlessly as part of their normal system processing. Executives should verify if the system allows staff to include or exclude archive databases when conducting searches, ensuring efficient data retrieval. Furthermore, it’s essential that the system generate archive reports, providing valuable insights into archived data usage and trends.

Lastly, healthcare executives should prioritize HIPAA compliance when evaluating a legacy data archival system. Ensuring the system archives data according to HIPAA rules and regulations is essential for maintaining patient confidentiality and data security. Additionally, executives should confirm that the system monitors the archive process, logs outcomes, and reports any errors, enabling proactive management of the archiving process and ensuring compliance with regulatory requirements.

In Conclusion: Navigating the Future with Data Archival

In summary, navigating the landscape of healthcare data archival requires a strategic approach that addresses various complexities. For healthcare executives, evaluating legacy data archival systems is paramount for maintaining continuity of care. The essential 3 tips provided serve as a valuable guide for assessing and selecting professional services that meet the specific needs of your healthcare organization. By implementing a robust data archival strategy, healthcare organizations can unlock the full potential of their data, ensuring seamless patient care and compliance with regulatory standards.

Keystone Technologies stands as a reliable partner in the intricate realm of healthcare data hosting. Our tailored solutions are designed to tackle the unique challenges faced by healthcare entities, offering expertise and support to effectively navigate this complex landscape. With over 20 years of experience and expertise in conducting complex data conversions for over 30 different EHR platforms, our seasoned engineers are well-equipped to meet the needs of healthcare organizations of all sizes. Count on Keystone Technologies to be your ally in achieving optimal legacy data archival management solutions for your organization’s success.

Join Keystone and AWS for a candid conversation on the essential elements healthcare executives should put in place for a successful legacy data archival strategy plan. Learn more and register

Share this: