Archive Your DMS & ECM Platforms
Secure your data, retain critical documents & ensure CRA compliance with AvenDATA.
From established platforms like OpenText, d.velop and easy Archiv to highly complex proprietary DMS and ECM installations: We streamline legacy system retirement by archiving content from legacy applications across all generations and industry sectors, covering 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 impossible.
As you drive IT modernization, execute enterprise software migrations or initiate legacy system retirement for your existing document landscapes, your global enterprise faces a critical task.
Legacy document platforms are highly customized structures built over decades. They hold the exact records you need to mitigate litigation risks, drive corporate analytics and ensure complete CRA compliance.
Yet maintaining these systems actively drains your budget. The software lacks active maintenance, expensive licenses are expiring and the specialized internal expertise required to navigate these environments is rapidly disappearing.
Retrieving vital information becomes a massive operational liability just when auditors demand absolute audit readiness. You must keep these documents fully accessible, rapidly searchable and permanently secure for strict regulatory compliance.
This is exactly where AvenDATA steps in with our proven solution for archiving legacy DMS and ECM environments.
Industry Standard Platform
backed by over 17 years of IT modernization expertise
AvenDATA has spent over 17 years perfecting the archiving of legacy DMS and ECM platforms. We have continuously evolved our approach and modernized infrastructure through thousands of successful legacy system retirement projects.
Our proven methodology empowers your enterprise to navigate complex regulatory landscapes. We ensure absolute audit readiness so you can confidently resolve technical inquiries, mitigate litigation risks and guarantee strict CRA compliance.
Our ViewBox software powers this transition as an industry standard retrieval platform. It delivers flawless performance whether you need rapid answers for daily compliance audits or secure access across your entire organization.
More than half of the top TSX listed companies and global enterprises trust ViewBox. This massive adoption stands as definitive proof of our unmatched stability, agility and elite operational performance.
From North America to Europe and across Asia, ViewBox is the proven solution empowering businesses worldwide.
Your Archived Content Lives On
Searchable Documents and Structured Metadata Powered by ViewBox
We do more than just extract content from your legacy DMS or ECM environment. We empower your enterprise to permanently access, analyze and leverage this vital information within ViewBox, our industry standard platform.
This seamless IT modernization includes:
- Structured Metadata Migration: We capture and ensure the complete searchability of your critical metadata and core document properties.
- Complex Relationship Mapping: We flawlessly 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 initiating your legacy system retirement, we collaborate 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 strict statutory retention. You benefit directly from our vast expertise in executing IT modernization across varied DMS and ECM landscapes for global enterprises.
Even years after you decommission your original platform, ViewBox empowers you to independently search, view and export your historical content.
Whether you are executing internal audits, mitigating litigation risks or facing rigorous CRA scrutiny, you maintain instant access to clearly structured, filterable documents. You achieve absolute legal security while completely eliminating ongoing license costs and legacy dependencies.
Accelerated Execution & Massive Economic Value
measurable ROI even for highly complex DMS and ECM environments
Legacy system retirement for your proprietary DMS and ECM platforms typically takes just one to six months, depending on your exact system complexity, total document volume and bespoke metadata structures.
We leverage a highly structured and standardized methodology to streamline your IT modernization. This proven approach empowers us to efficiently and securely archive even the largest, most heavily customized enterprise document landscapes.
We have successfully transitioned massive platforms holding multiple terabytes of data directly into our secure archiving solution. We guarantee your critical metadata, historical document versions and complete user permissions remain fully intact and accessible for strict CRA compliance and formal audits.
Thanks to our established methodology, your enterprise realizes massive financial benefits almost immediately. You will drastically slash ongoing expenses, specifically eliminating costly licensing fees for legacy software and underlying databases, while wiping out unnecessary maintenance, infrastructure overhead and internal administrative burdens.
In the overwhelming majority of our projects, our clients achieve a full Return on Investment in under one year. You drive measurable, permanent savings across your software licenses, IT infrastructure and internal resource allocation.
DMS & ECM
System Analysis
The critical first step in your IT modernization is a rigorous analysis of your existing document platform. This strategic deep dive establishes the exact foundation needed to accurately project timelines and streamline costs for your legacy system retirement.
We meticulously evaluate both the technical architecture and your organizational workflows to ensure absolute CRA compliance and total audit readiness. Our comprehensive assessment covers:
- System Accessibility: We identify the optimal data extraction pathways for your existing DMS or ECM environment.
- Database Architecture: We map the precise type, structure and massive scale of your underlying databases, including platforms like Oracle, MS SQL, DB2 or proprietary formats.
- Mission Critical Assets: We determine the exact scope and regulatory relevance of your archived documents, historical versions and critical metadata.
- Bespoke Integrations: We catalog all unique system nuances, capturing custom document types, user defined search masks, complex workflows and third party interfaces.
We consolidate these crucial insights into a definitive fixed price proposal. This guarantees your TSX listed enterprise absolute financial predictability and empowers your executive leadership to drive decision making with total confidence.
DMS & ECM
Project Archiving
Once we finalize your system analysis, your IT modernization launches with strict efficiency and precisely defined milestones.
We initiate the process with a collaborative kickoff meeting. Together with your leadership team, we align on all technical requirements and strategic objectives.
From that moment, our experts take the heavy lifting off your shoulders. We streamline the entire legacy system retirement process:
- Secure Access Configuration: We establish direct, highly secure access to your proprietary DMS or ECM environment.
- Flawless Data Transition: We export and securely migrate all relevant documents and critical metadata into our industry standard platform.
- Complex Relationship Mapping: We precisely rebuild your essential folder structures, vital document links and intricate enterprise workflows.
- Total Audit Readiness: We document every single step to guarantee absolute CRA compliance and definitive legal security.
Our seasoned project managers guide you through every phase. We guarantee a smooth transition while demanding absolutely minimal internal resources from your team.
We conclude your modernization with rigorous testing and formal acceptance phases. We verify that every piece of your enterprise content is permanently archived, completely accurate and perfectly traceable for future audits.
DMS & ECM
Final Archiving Results
Upon completing your IT modernization project, we successfully migrate all critical documents, metadata, links and structural frameworks directly into ViewBox, our proven industry standard platform.
ViewBox is a secure web based retrieval system. It empowers your enterprise with rapid, secure and fully compliant access to archived content, even decades after your legacy system retirement.
Your Strategic Advantage: We flawlessly reconstruct your essential document structures, core categories and custom search masks. You easily resolve technical inquiries, drive complex legal research and mitigate litigation risks without ever logging into the original DMS or ECM environment.
Following the successful implementation and formal acceptance of ViewBox, you can permanently shut down your legacy software. This empowers you to instantly slash maintenance costs and eliminate unnecessary hardware overhead.
At project completion, you receive comprehensive procedural documentation. This guarantees total transparency and absolute CRA compliance by detailing:
- Data Extraction Methodology: The exact approach used to securely transfer your documents and underlying data.
- Archived Architecture: The precise structural classification and organization of your content within ViewBox.
- Quality Assurance: The rigorous testing and formal acceptance phases executed by our team.
Furthermore, we meticulously log every single archiving milestone within our Jira ticketing system. From the initial data export to final approval and ultimate source system deletion, we guarantee total traceability. This provides external auditors with undeniable proof of a fully compliant and secure archiving process.
ViewBox Retrieval Software Empowering Intelligent Access to
Your Archived DMS and ECM Content
AvenDATA engineered ViewBox as a high performance retrieval platform specifically built for legacy system retirement. Through an intuitive web interface, ViewBox empowers you to rapidly locate, strategically analyze and deploy archived documents and critical metadata without ever accessing the original DMS or ECM environment.
ViewBox guarantees your historical content drives continuous value. We ensure your enterprise records:
- Maintain Total Clarity: Remain fully accessible and strategically useful decades after IT modernization.
- Guarantee Audit Readiness: Deliver instant, tamper proof retrieval for absolute legal security.
- Streamline Compliance: Provide highly structured evidence for rigorous internal reviews and external regulatory audits.
A definitive strategic advantage is our automated data lifecycle management. ViewBox executes rule based, fully traceable data deletion aligned exactly with your corporate retention policies and strict statutory timelines.
Trusted by TSX listed companies and global enterprises, the application is built on a certified cloud architecture and undergoes relentless security testing. To meet your exact corporate governance or IT modernization protocols, we can seamlessly deploy ViewBox within your secure on premise environment.
Ready to Execute
Your Next Step?
In a one hour strategic consultation, we will jointly evaluate your global enterprise’s legacy DMS and ECM environment (whether you rely on standard platforms, heavily customized applications, or fully proprietary software).
We will demonstrate live how you can streamline your legacy system retirement and guarantee permanent CRA audit readiness for your critical historical content, including:
- Strategic alignment on structural architecture, secure data migration, and intricate document logic
- An exclusive live demonstration of ViewBox, our industry standard platform
- A clear breakdown of how we flawlessly replicate your custom metadata, specific document types, and complex workflows
- A rock solid assessment covering required effort, precise timelines, and total investment
Total transparency from day one:
Our project proposals are anchored in strictly defined fixed pricing, guaranteed with zero hidden fees or renegotiations. We center our entire methodology on delivering uncompromising quality, unwavering reliability, and an exceptional ROI.
Our project proposals are anchored in strictly defined fixed pricing, guaranteed with zero hidden fees or renegotiations. We center our entire methodology on delivering uncompromising quality, unwavering reliability, and an exceptional ROI.
Book your complimentary executive consultation today to accelerate your IT modernization.
Instant Answers for Your Questions
Personalized and complimentary guidance for your legacy DMS and ECM data migration.
Personalized and complimentary guidance for your legacy DMS and ECM data migration.
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