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.
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 pharmacy to surgical services 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.
Our solutions 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, acquisition, or even for a system that is expected to be in use for the foreseeable future.
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.
The archiving of legacy data has many potential challenges including:
Needless to say, picking an archiving partner with the knowledge and experience to guide an organization through this process is critical.
Over the past 31 years, Two Point has had the opportunity to work with numerous healthcare entities and has received similar healthcare data archiving questions. To assist with the healthcare data archiving process, we have compiled a list of frequently asked questions about healthcare data archiving.
Yes, the healthcare data archive uses disk encryption for secure storage, TLS-based encryption for secure delivery, and logs all user activity. All history is logged within the archive database and can be searched and reported on from the Audit Report log page.
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:
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 can include an assortment of large scale EMRs, small practice management, or a variety of department level systems. ACERT™ allows you to secure your unstable, unmaintained systems in a HIPAA compliant solution that helps reduce your IT footprint, potential outages, and fines assessed for not having your data and images available.
ACERT PDF EZ View™ stores all of the encounter, case, visit, etc. data and images into PDFs. This straightforward, easy-to-use user interface at a fraction of typical monthly maintenance costs over the duration of your vendor contract.
ACERT™ can also accommodate increased functionality including watermarking of print outs, audit logging, ability to add patient notes, or working down AR accounts.
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.
New EMRs and departmental systems limit the type and amount of data migrated from the legacy system at cut over. ACERT™ Archive allows healthcare organizations the opportunity to retrieve and store the entirety of the data, documents, and images needed for state board and federal regulatory compliance.
The ability to normalize disparate systems into a single, enterprise-wide archive enables the organization to decommission their legacy systems. ACERT™’s user-friendly interface facilitates a short learning curve for end-users to move from the retired system to the new archive.
Decommissioning allows cost savings:
Over the last three decades, Two Point has archived hundreds of healthcare software systems for single healthcare entities to large health systems. We focus on the extraction of discrete and non-discrete data and images by using our proprietary ACERT™ software to ensure no data is left behind.
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