Archive Your DMS & ECM Platforms
Secure your data, retain critical documents and meet CRA record keeping requirements with AvenDATA.
From established platforms such as OpenText, d.velop and EASY Archive to highly complex proprietary document management systems (DMS) and enterprise content management (ECM) installations, we streamline legacy system retirement by archiving content from applications of every generation and industry sector. Our work covers everything from audit-ready document storage to intricate workflows and master metadata management.
The Challenge
Your historical DMS and ECM documents are critical, yet accessing them is becoming increasingly difficult.
As you drive IT modernization, carry out enterprise software migrations or begin retiring your existing document platforms, your organization faces a critical task.
Legacy document platforms are highly customized structures built over decades. They hold the exact records you need to reduce litigation risk, support corporate analytics and meet CRA record keeping requirements.
Yet keeping these systems running steadily drains your budget. The software no longer receives active maintenance, expensive licences are expiring and the specialized internal expertise needed to navigate these environments is rapidly disappearing.
Retrieving vital information becomes a serious operational liability just when auditors expect full audit readiness. You must keep these documents fully accessible, quickly searchable and permanently secure to meet strict regulatory requirements.
This is exactly where AvenDATA steps in, with a proven solution for archiving legacy DMS and ECM environments.
Industry-Standard Platform
Backed by more than 17 years of archiving expertise
AvenDATA has spent more than 17 years perfecting the archiving of legacy DMS and ECM platforms. We have continuously refined our approach and modernized our infrastructure through thousands of successful system decommissioning projects.
Our proven methodology helps your organization navigate complex regulatory landscapes. We ensure full audit readiness so you can confidently answer technical inquiries, reduce litigation risk and meet CRA requirements.
Our ViewBox software powers this transition as an industry-standard retrieval platform. It delivers reliable performance, whether you need quick answers for routine compliance audits or secure access across your entire organization.
More than half of the top TSX-listed companies, along with many global enterprises, trust ViewBox. This broad adoption reflects the platform’s stability, agility and operational performance.
From North America to Europe and across Asia, ViewBox is the proven solution that businesses around the world rely on.
Your Archived Content Lives On
Searchable documents and structured metadata, powered by ViewBox
We do more than extract content from your legacy DMS or ECM environment. We enable your organization to permanently access, analyze and use this vital information within ViewBox, our industry-standard platform.
Our DMS and ECM archiving service includes:
- Structured Metadata Migration: We capture your critical metadata and core document properties and make them fully searchable.
- Complex Relationship Mapping: We accurately rebuild your essential document links, historical versions and intricate enterprise workflows.
- Total Audit Readiness: We securely archive every critical record, from financial invoices and legal contracts to executive emails and technical documentation.
Before your legacy system is retired, we work directly with your leadership team. Together, we define the exact document types, metadata structures and relational links required for future corporate analytics, internal controls and statutory retention. You benefit directly from our extensive experience archiving a wide range of DMS and ECM landscapes for enterprises around the world.
Even years after you decommission your original platform, ViewBox lets you search, view and export your historical content independently.
Whether you are conducting internal audits, managing litigation risk or responding to a CRA review, you keep instant access to clearly structured, filterable documents. You gain lasting legal certainty while eliminating ongoing licence costs and legacy dependencies.
Accelerated Execution & Measurable Economic Value
Measurable ROI, even for highly complex DMS and ECM environments
Retiring a proprietary DMS or ECM platform typically takes just one to six months, depending on your system’s complexity, total document volume and custom metadata structures.
We use a highly structured, standardized methodology to streamline your IT modernization. This proven approach allows us to archive even the largest and most heavily customized enterprise document landscapes efficiently and securely.
We have successfully transferred large platforms holding multiple terabytes of data into our secure archiving solution. Your critical metadata, historical document versions and complete user permissions remain fully intact and accessible for CRA reviews and formal audits.
Thanks to our established methodology, your organization sees substantial financial benefits almost immediately. You significantly reduce ongoing expenses by eliminating costly licensing fees for legacy software and underlying databases, while cutting unnecessary maintenance, infrastructure overhead and internal administrative work.
In the vast majority of our projects, clients achieve a full return on investment (ROI) in less than a year. You gain measurable, lasting savings across software licences, IT infrastructure and internal resources.
DMS & ECM
System Analysis
The critical first step in your project is a thorough analysis of your existing document platform. This deep dive establishes the foundation needed to accurately project timelines and control costs for your legacy system retirement.
We carefully evaluate both the technical architecture and your organizational workflows to support CRA compliance and full audit readiness. Our comprehensive assessment covers:
- System Accessibility: We identify the best data extraction pathways for your existing DMS or ECM environment.
- Database Architecture: We map the type, structure and scale of your underlying databases, including Oracle, Microsoft SQL Server, Db2 and proprietary formats.
- Mission-Critical Assets: We determine the exact scope and regulatory relevance of your documents, historical versions and critical metadata.
- Custom Integrations: We catalogue every system-specific detail, including custom document types, user-defined search masks, complex workflows and third-party interfaces.
We consolidate these insights into a binding fixed-price proposal. This gives your organization full financial predictability and helps your leadership team make decisions with confidence.
DMS & ECM
Archiving Project
Once the system analysis is complete, your project starts with clearly defined milestones and an efficient schedule.
We begin with a collaborative kickoff meeting, where we align with your leadership team on all technical requirements and strategic objectives.
From that point on, our experts take the heavy lifting off your shoulders. We manage the entire legacy system retirement process:
- Secure Access Configuration: We set up direct, highly secure access to your proprietary DMS or ECM environment.
- Reliable Data Transfer: We export all relevant documents and critical metadata and migrate them securely into ViewBox.
- Structure and Link Reconstruction: We precisely rebuild your essential folder structures, document links and enterprise workflows.
- Documented Process: We document every step to provide full traceability and legal certainty.
Our experienced project managers guide you through every phase, ensuring a smooth transition with minimal demands on your internal resources.
We conclude the project with rigorous testing and formal acceptance phases, verifying that all of your enterprise content is permanently archived, complete and fully traceable for future audits.
DMS & ECM
Archiving Results
When the project is complete, all critical documents, metadata, links and structures have been migrated into ViewBox, our proven industry-standard platform.
ViewBox is a secure web-based retrieval system. It gives your organization fast, secure and compliant access to archived content, even decades after your legacy system has been retired.
Your Strategic Advantage: We accurately reconstruct your essential document structures, core categories and custom search masks. You can answer technical inquiries, carry out complex legal research and manage litigation risk without ever logging in to the original DMS or ECM environment.
Following the successful implementation and formal acceptance of ViewBox, you can permanently shut down your legacy software, immediately reducing maintenance costs and eliminating unnecessary hardware.
At project completion, you receive comprehensive procedural documentation. It provides full transparency and supports CRA compliance by detailing:
- Data Extraction Methodology: The exact approach used to transfer your documents and underlying data securely.
- Archive Structure: How your content is classified and organized within ViewBox.
- Quality Assurance: The rigorous testing and formal acceptance phases carried out by our team.
In addition, we log every archiving milestone in our Jira ticketing system. From the initial data export to final approval and the deletion of the source system, every step is fully traceable. This gives external auditors clear evidence of a compliant and secure archiving process.
ViewBox Enterprise
Use archived data from legacy systems securely and quickly
With ViewBox Enterprise, AvenDATA offers a powerful platform for secure access to data from decommissioned ERP systems and other legacy systems. The solution combines modern search and analysis functions with high performance, comprehensive security mechanisms and intelligent features developed entirely with the help of artificial intelligence.
ViewBox Enterprise ensures that your archived data:
- remains understandable and usable many years after a system has been shut down
- can be searched, filtered and analyzed quickly and precisely
- is available in an audit-proof, traceable form for both internal and external audits
- is protected against unauthorized access through role-based permissions
- can be analyzed more efficiently with the help of intelligent features
- remains available independently of the original application
One standout feature is automated, rule-based data deletion. Based on statutory, contractual or internal company retention periods, data can be deleted in a controlled, traceable and documented way once the applicable period has expired. This helps your organization meet its privacy and compliance requirements.
That way, historical company data stays available for the long term!
Ready to Take
Your Next Step?
In a one-hour strategic consultation, we will jointly evaluate your organization’s legacy DMS and ECM environment, whether you rely on standard platforms, heavily customized applications or fully proprietary software.
We will show you live how to streamline your legacy system retirement and keep your critical historical content ready for CRA audits, including:
- Strategic alignment on system architecture, secure data migration and document logic
- A live demonstration of ViewBox, our industry-standard platform
- A clear explanation of how we replicate your custom metadata, document types and complex workflows
- A reliable assessment of the required effort, timelines and total investment
Full transparency from day one:
Our project proposals are based on strictly defined fixed pricing, with no hidden fees or renegotiations. Our entire methodology is focused on delivering uncompromising quality, dependable reliability and an exceptional ROI.
Book your complimentary consultation today and move your DMS and ECM archiving project forward.
Instant Answers to Your Questions
Personalized, risk-free consultation on archiving your legacy DMS and ECM data.
Personalized, risk-free consultation on archiving your legacy DMS and ECM data.
Thank you
Thank you for your inquiry.
We will contact you shortly.
We will contact you shortly.