What are data archiving solutions?

Healthcare data archiving solutions are applications that are intended to house data from other applications for long term storage and retrieval in order to meet a healthcare organization’s compliance, reporting, or regulatory needs. Healthcare data archiving can also be used as a form of data protection, ensuring that critical legacy data can never become inaccessible.

How is Data Archiving leveraged/utilized in healthcare?

Healthcare data archiving can be utilized across a wide range of systems, from the healthcare organization’s current or former EMR/EHR application to the more specialized systems in use in individual departments, from pharmacies to blood banks. Also, while not strictly patient healthcare data per-se, healthcare organizations typically have financial or HR systems that can also be archived, for similar reasons. Healthcare data archiving is most commonly used to house data from legacy systems. It can also be applied to current systems, with automated data transfer on a fixed schedule to keep the archive up to date, whether archiving a soon to be deprecated system in the context of a data migration, or even for a system that is expected to be in use for the foreseeable future.

How can Data Archiving Solutions benefit your business?

Healthcare organizations benefit from data archiving in many ways. The most immediate and direct is being able to cancel support contracts for retired legacy systems. In addition, it also allows decommissioning legacy systems that cannot be brought into security compliance. Many healthcare organizations also see the benefit an archive can offer in terms of greatly streamlining “release of information” activities across the organization, or the safety and security of long term protection for critical data. Also, in many ways, a healthcare data archive can be viewed as a form of consolidated healthcare data warehouse, and so can be used for business intelligence or clinical machine learning initiatives.

Why does your company need data archives?

Any healthcare organization that wants to decrease support expenditures, improve data security compliance, streamline and reduce the cost of release of information, or analyze data across multiple systems should investigate implementing a healthcare data archive solution.

What are common challenges of data archiving?

The archiving of legacy data has many potential challenges including:

  • Access – After a particular system stops being used in production, institutional knowledge of the system fades over time. This can make it difficult to grant application-level access to an outside vendor or complicate the user testing process. Also, granting network-level access to legacy systems can be challenging, particularly in the case of a system at a satellite or ancillary location.
  • Capability – Older systems use technologies that are out of date and it can sometimes be hard to find an outside vendor with the capability to archive the data from them.
  • Stability – Older systems sometimes become unstable, which is one of the reasons why systems should be archived as soon as possible after they are out of production use.

Needless to say, picking an archiving partner with the knowledge and experience to guide an organization through this process is critical.

What is Two Point’s data archiving strategy?

Given the often complex nature of implementing a healthcare data archiving solution, it is important to have a solid plan in place to ensure success. That is why Two Point’s data archiving strategy incorporates the following phases:

  • Kickoff/Onboarding: Two Point’s project manager will guide you through onboarding, including establishing remote access, providing specifications for the hardware infrastructure needed to house the archive in the case of an on-premise install, setting up a virtual private cloud if cloud storage is to be used, and installing and configuring the archiving application. Once onboarding is completed, archiving of individual systems can commence.
  • User Discovery: A series of meetings to make sure stakeholders understand the way the system is currently used, identify all of the data that is in scope for archiving, and determine the ongoing reporting needs.
  • Technical Discovery: Your Two Point project manager will meet with IT staff at your organization that can relate where the system in question is housed and grant access to the system, application and/or database in question.
  • Data Extraction, Transformation, and Loading: Here Two Point will extract all the required data from the system being archived and transform it into the form required by the archiving application in use. The data is then loaded into the archiving application.
  • New Data Archive Validation & Approval: Once extraction, transformation, and load are complete, access to the new archive is granted to [your] staff to validate and approve the archive.

Upon approval being granted, the project is complete, the legacy system has been successfully archived, and it can now be decommissioned.

Why Two Point for Data Archiving Solutions?

Flexible Deployment

Our ACERT™ archives are operating system, database, and browser “agnostic,” and can be implemented in a variety of ways, from bare metal to virtual, on premise to cloud-hosted. ACERT™ allows you to consolidate disparate legacy systems into a single, lightweight and easily scalable archive. Our enterprise-level archives may include an assortment of large scale EMRs, small practice management or medical ordering-type systems, to your unstable, unmaintained systems in a secure, HIPAA-Compliant way that also helps reduce your footprint, potential outages, security and compliance risks, and fines assessed for not having your data and images available at your fingertips.

ACERT™ Archives

Custom, dynamic archive applications that reflect your legacy system lookup and reporting functionality, allowing for a short learning curve to help ease the transition for your users. Since ACERT™ is not an out of the box solution, it can be tailored to your exact needs on an archive to archive basis. For instance, data and images may be stored in the database and viewed with or without the ability to produce discrete and non-discrete data and images into PDF or .csv files on the fly–in seconds. ACERT™ can also accommodate increased functionality including watermarking of print outs, audit logging, ability to add patient notes, or working down AR accounts.

ACERT PDF EZ View™

We understand that not everyone or every project requires an archive solution with all of the bells and whistles. This straightforward, easy-to-use lookup system combines our refined user interface with the simplicity of a basic PDF viewer application at a fraction of the cost. Instead of the dynamic database structure and robust capabilities, ACERT PDF EZ View™ stores all of the encounter, case, visit, etc. data and images into PDFs. Economic design with your budget in mind.

Healthcare Systems Expertise

From Pharmacy to large scale EHRs, to smaller practice management, ophthalmological or surgical applications (to name a few), Two Point has archived hundreds of healthcare software systems. Because our core competencies are the ability to extract discrete and no-discrete data and images, we don’t use HL-7 as it leaves data behind. We help you get the data your compliance and user teams require.

Contact Us to see a demo and learn more!