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Considerations For Legacy Data Archival

Considerations For Legacy Data Archival

As hospitals expedite digital medical record (EMR) implementations to satisfy significant use requirements, they are usually left with a must archive data from legacy systems.

Data archiving is the process of extracting data from a number of legacy applications, after which transferring it to an archival system in a standardized format representative of the original data. In case your group is within the process of decommissioning legacy systems, following are several considerations for archiving the legacy data.

1. When establishing a data archive project, the preliminary step is to take inventory of all systems focused for legacy data conversion and that shall be replaced by the EMR. Determine the financial costs associated with every legacy system, comparable to upkeep prices, server cost, potential distant host price, and prices to retain ability sets to take care of old legacy applications. From an operational standpoint, migrating legacy systems into an archival system would require maintaining one application versus several.

2. In working with the data, you will need to establish which data has already been converted to the EMR and which residual data nonetheless exists within the legacy systems. Evaluate what data to retain for medical use, compliance, legal, analysis, and operations. To find out the data types targeted for legacy conversion, state the next key identification parts in your project plan:

The main stakeholders for every application
All data types required for retention in each system
Whether or not any of the data is replicated in one other system by figuring out source of reality
How data will be used by each stakeholder
An overview of what constitutes the authorized medical record (LMR)
Definition of the LMR retention and destruction coverage
3. Once the dedication is made concerning what data is required for retention based on enterprise needs, the seller archival system choice process can begin. Consider the next application requirements:

If the data conversion to the EMR only converted minimal years of data, access to historical medical info during real-time affected person care shall be needed. Within the archival system selection process, the ability to auto-invoke the archival system from the EMR will turn out to be essential. This capability will enable providers to simply access historical patient information on the time of care. NOTE: The archival vendor have to be able to perform features: 1) integrate with the EMR to launch the legacy archival system, and 2) update the master patient index (MPI) when the system of reality has MPI updates.
Make sure that the data transferred from a number of legacy applications will be standardized. If related data types are transformed from a number of systems to the legacy system, the archival system must be able to display the data from multiple systems in a standardized, straightforward-to-read display for end users.
Find out if your group’s Health Information Administration (HIM) department launch of knowledge (ROI) or medical records launch module can be changed with the new EMR. If sure, the legacy archival system should provide an ROI module to satisfy HIM release of medical records operational requirements. In deciding on the best vendor, lean on the HIM department to weigh in on the necessary module criteria.
Maintaining a legacy system to work down accounts receivable (A/R) might not be the simplest strategy. The organization ought to calculate the month-to-month and annual upkeep value to retain the legacy system and decide whether it will be more value-environment friendly to work down A/R in the archival system instead.
What is the facility’s medical report retention/destruction coverage? The archival system ought to provide the ability to destroy data based mostly on the power’s retention policy.
As soon as the determination is made to what data is required for retention and what system functionalities are obligatory, the work for decommissioning the legacy systems can begin. Prices related to maintaining every legacy application would be the driving factor in establishing scheduled timeline for decommissioning every application.

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