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When It’s Time to Replace Your Archiving Vendor

Many organizations have relied on the same archiving vendor for years. This relationship might have worked well for a long time. But now, it’s time to make a change for one reason or another.

In some cases, an organization may have outgrown its archiving vendor long ago without realizing it. Unfortunately, their business might be suffering as a result. If this sounds familiar and you’re ready to explore the reality of finding a new archiving vendor, you’re in the right place.

This article will outline key considerations for replacing your archiving vendor to ensure this doesn’t happen to you and your business.

It will cover signs it’s time to replace your vendor, its benefits, and how to find a new vendor.

What is an Archiving Vendor?

To begin, it’s essential to understand the basics of archiving vendors and why they are so crucial for businesses that store data: an archiving vendor is a third-party service provider that helps organizations store this data efficiently, securely, and cost-effectively.

Archiving vendors provide access control and automated indexing features, so organizations can find the needed data seamlessly. Vendors also provide storage and backup services, protecting organizations’ data from loss or damage in a disaster.

(Learn about sunsetting legacy systems in healthcare in this article)

Signs It's Time to Replace your Archiving Vendor

Next, we’ll turn our attention to five key signs that point to it being time to find a new archiving vendor:

  • Poor service quality
  • Limited capabilities
  • Lack of scalability
  • Costs
  • Security concerns


Poor service quality

If you’re noticing consistent issues in the quality of service provided by your vendor with no effort being made to resolve them, it could be a sign the current vendor is no longer meeting your organization’s needs.

Limited capabilities

The archiving service you currently use may have worked well for some time. However, as technology and industry standards develop, their product or service may become outdated and unable to keep up with your business.

Lack of scalability

As your business grows, its data storage requirements will too. But, have you found your organization runs out of storage space regularly, even after investing in additional hardware solutions? Then it might be worth considering switching vendors who can offer more robust storage solutions and greater scalability.

Expensive pricing

With any service your organization hires, cost is bound to be a consideration. When it comes to your archiving vendor, you might notice their prices are going up without offering up improving services to match. 

You deserve to get the most value from your vendor. If you’re starting to feel like it’s becoming too expensive for your business, it might be time to shop around for a new data archiving solution.


Finally, one of the biggest reasons an organization would choose to switch archiving vendors is due to security concerns—inefficient security practices aren’t something your business can afford to take lightly.

Do you feel your archiving vendor isn’t taking the necessary steps to protect your data? Or are you hearing about security breaches at other companies using the same vendor? Then it might be time to switch vendors.

Benefits of Replacing Your Archiving Vendor

When an organization switches to an archiving vendor that fits its business and needs, it can expect several benefits.

These include:

Improved quality of service from the new vendor

Ideally, the new vendor will be better equipped to provide the quality of service and support your organization requires.

Improved capabilities with a more advanced product offering

The new vendor should have features and solutions that meet or exceed industry standards. This way, you won’t need to worry about their offerings becoming obsolete soon.

Increased scalability to accommodate business growth

A new archiving solution should be able to scale with your company’s needs. This means you won’t ever run out of storage space or feel like you’re paying too much for what you get.


To return to our point about pricing mentioned earlier, your new archiving vendor should offer more affordable options than your current one. Or at least be able to provide more comprehensive services to match a higher price point.

Enhanced data security

Data security might be last on this list. Still, it should never be last on the list of things your organization must prioritize regarding data. With a new archiving vendor on board, your business should be assured it’s taking the necessary steps to protect its critical data.

Finding a New Archiving Vendor

If all the signs point to it being time to find a new archiving vendor, and you’re eager to reap the rewards of making this switch, here are five key considerations to keep in mind:

Identify your organization’s archiving needs and requirements

Before researching potential vendors, understand what features and capabilities your business needs from its new archiving solution to achieve the desired outcomes.

Research potential vendors thoroughly

Once you know what you’re looking for, it’s time to research the vendors that offer a product or service that fits these needs. Read reviews, analyze pricing structures, and thoroughly compare products and services provided by each vendor before making any decisions.

Make sure the vendor is compliant with industry standards

Given the sensitive nature of the information stored within an archive, ensure any new vendor you choose is compliant with necessary industry standards. This might include HIPAA and other regulatory bodies to be aware of.

Evaluate the vendor’s customer service and support capabilities

Consider a vendor’s customer service and support capabilities before making any decisions. Make sure they have an efficient response time, provide helpful resources for troubleshooting, and are knowledgeable enough about the product or services offered to answer any questions or concerns you have.

Understand the transition process

Don’t forget to ask your potential new vendor how they plan to manage the transition process as you switch from your old archiving system. This will help ensure no data is lost during this process. 

Further, take into account that moving your data from one vendor to another is no small task—it requires time and financial investments, so it’s not a move you want to make without doing your research first. 

Conclusion: Contact Two Point to Learn More

By considering all these considerations and doing your due diligence when researching new vendors, choosing a reliable archiving solution for your organization should be easy.

Replacing your current vendor can have numerous benefits, from improved customer service and security to cost savings. In addition, with a trusted vendor in place, you can rest assured your business’s data is safe and secure.

If you’re ready to begin your search for a new archiving vendor, we encourage you to book a call with Two Point today. As healthcare data conversion specialists, we look forward to partnering with you to mitigate healthcare data challenges. 

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