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Archive or Migrate? Using Cost Models to Build a Smarter HIT Strategy

As healthcare systems grow and evolve, transitions to new electronic health record (EHR) systems have become a strategic imperative. Whether consolidating systems post-acquisition or upgrading to modern platforms like Epic, Cerner, or MEDITECH, the big question remains: 

Should you migrate all your historical data or archive it?

The answer isn’t one-size-fits-all. Understanding the cost, compliance, and operational trade-offs of archiving vs. full migration is essential for CIOs, CMIOs, IT directors, and financial leaders making strategic decisions. In this post, we explore how cost modeling can help healthcare organizations make smarter, more sustainable HIT decisions.

The Migration Trap: Moving More Than You Need

Full EHR data migration may seem like the safer, simpler path. But it often leads to:

  • Skyrocketing Costs: Migrating all legacy records into a new EHR increases vendor fees, testing cycles, and support complexity.
  • Cluttered User Interfaces: Overloaded systems hinder clinician workflows by presenting outdated or irrelevant data.
  • Delayed Timelines: Complex conversions extend project duration and increase go-live risk.

 

Yet many health systems continue to pursue full migration because they fear data loss, compliance issues, or challenges accessing records post-cutover.

The Strategic Alternative: Archiving Non-Critical Data

A more cost-effective, compliant approach is to archive historical data in a secure, searchable, HIPAA-compliant platform like ACERT™ HIT Archive from Two Point. Archiving allows systems to:

  • Migrate only what is necessary for continuity of care
  • Preserve full access to historical data for audits, compliance, and legal
  • Decommission outdated systems and eliminate vendor and infrastructure costs

Real-World Savings

According to research by healthcare IT experts, archiving vs. retaining legacy systems can reduce costs by 50–80%. In one case study, a regional ambulatory network that archived rather than migrated saved over $120,000 annually by eliminating licenses and support for eClinicalWorks.

Creating Your Archive vs. Migration Cost Model

When building a cost model, consider the following factors:

  • Volume of legacy data: What percentage is needed in the new EHR?
  • Clinical relevance: Will clinicians benefit from having this data in the new system, or is reference access sufficient?
  • Compliance requirements: Retention periods vary by state and data type. Does your archive meet those standards?
  • EHR vendor charges: What does your current EHR charge per record, module, or environment?
  • Internal resource costs: What is the internal IT and project management burden for full migration?

 

Two Point offers an Archiving vs. Migration Decision Framework that guides organizations through these questions, including an Excel-based cost calculator to model different scenarios.

What Belongs in an Archive?

Common data types that health systems choose to archive include:

  • Historical visits outside the continuity-of-care window
  • Closed or inactive patient accounts
  • Financial records older than 7–10 years
  • Pharmacy, lab, or radiology systems no longer in use
  • Data from acquired systems not integrated into the core EHR

Benefits of Using ACERT™ HIT Archive

  • Vendor-neutral and system-agnostic data platform
  • Role-based, secure access with full audit trail
  • Indexed, searchable records across multiple legacy platforms
  • Streamlined support for audits, legal, and compliance teams
  • Eliminates ongoing license, hosting, and maintenance fees

Making the Business Case to Leadership

CFOs and CIOs are often aligned on reducing technical debt, but risk mitigation remains a top concern. That’s why Two Point equips your team with:

  • ROI analysis tools to demonstrate savings
  • Compliance mapping for retention and HIPAA
  • Case studies to show successful transitions

 

By framing archiving as a cost-reduction and risk-mitigation strategy rather than an operational compromise, healthcare leaders can gain buy-in for smarter HIT transitions.

Explore More

Archiving is no longer an afterthought—it’s a strategic move that supports sustainable digital transformation. With the right framework and tools, health systems can reduce costs, stay compliant, and enable cleaner migrations to modern platforms like Epic, Cerner, or MEDITECH.

Learn how Two Point’s HIT Archiving and Conversion Services help organizations streamline EHR transitions without sacrificing access or compliance.

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