SaaS Archiving: Secure Your Data,
Retain Vital Reports & Guarantee Compliance with AvenDATA

From SAP, Oracle, and Salesforce to Microsoft Dynamics 365, Workday, and HubSpot, right through to ticketing and service systems
like Jira, Zendesk, ServiceNow, or Freshdesk: With our SaaS archiving, we secure data from modern cloud and SaaS solutions of all
kinds, providers, and industries, from accounting and CRM to human resources and customer service.

The Challenge

Data in SaaS solutions is critical, yet after a contract ends or when switching providers, you risk losing access completely
During cloud migrations, vendor switches, system consolidations, or the cancellation of SaaS subscriptions you no longer need, enterprises regularly face a critical task:
Modern SaaS solutions, whether CRM, ERP, HR systems, or ticketing platforms, still contain relevant information required for tax, legal, or commercial purposes.
However, the data resides in the vendor’s cloud. When the subscription ends, access expires, export deadlines are often incredibly tight, and ongoing subscription costs continue to pile up just to keep the data accessible.
Accessing vital data becomes difficult or impossible, even though you must keep it available, analyzable, and completely audit ready to ensure CRA and regulatory compliance.
This is exactly where AvenDATA steps in with our proven solution for SaaS archiving.

SaaS Archiving: A Proven Solution Built on
Over 17 Years of Project Expertise

SaaS archiving relies on a methodology that AvenDATA has continuously researched, developed, and practically refined across thousands of Legacy System Retirements over the past 17 years.
Based on our proven approach, we have successfully and transparently answered all technical inquiries, CRA audit requests, and legal questions over the years.
The software used for this, ViewBox, has firmly established itself as a reliable research system that functions flawlessly for daily audit readiness and enterprise wide access.
The deployment of ViewBox in over 50 percent of TSX listed companies is clear evidence of its stability, flexibility, and practical utility at the absolute highest level.
From Europe across Asia to North America and back: ViewBox is a proven solution utilized actively all over the world.

Your Analytics Live On as Interactive Reports
in ViewBox

We do not just migrate all the data from your SaaS solution, but we also guarantee that you can permanently track and utilize this data within our ViewBox software.
This includes:
  • Rebuilding relevant reports and commercial evaluations
  • Implementing customized client specific reports (including internally developed workflows, dashboards, and lists)
  • Archiving all essential documents necessary for the full traceability of the reports (for example invoices, orders, tickets, or customer cases)
Right before the project begins, we collaborate with you to define which reports and evaluations you will need in the future for tax purposes, business analyses, or strict regulatory compliance. You benefit directly from our extensive experience across countless archiving projects spanning the most diverse SaaS solutions, industries, and departments.
Inside ViewBox, you can search, analyze, and evaluate these reports entirely independent of the original SaaS solution even years after the transition.
Whether for CRA audits, internal inquiries, or legal clarifications: You command access to clearly structured and filterable reports at any time, completely free of ongoing subscription costs or the need to access the original system.

Accelerated Project Execution & Massive Economic Value
(Measurable ROI)
Even for Complex
SaaS Solutions

Depending on system complexity and data volume, retiring a SaaS solution generally takes 1 to 6 months. By utilizing our clearly structured and standardized approach, we efficiently and securely archive even the most expansive systems.
We have successfully transferred cloud applications containing multiple terabytes of data including reports, bespoke evaluations, and complete documentation straight into our archiving solution.
Thanks to our established project methodology, our clients benefit from significant savings after just a short time, aggressively slashing subscription and licensing costs for inactive SaaS applications, but also drastically reducing maintenance, administration, and internal workloads.
In the vast majority of our projects, the Return on Investment (ROI) sits at under one year thanks to highly measurable savings across subscriptions, infrastructure, and internal resources.

SaaS
System Analysis

The very first step of every SaaS retirement is a detailed forensic analysis of your existing system. This analysis forms the absolute foundation for accurately estimating project timelines and costs as part of your SaaS archiving.
We capture both technical and commercial aspects, including:
  • Access capabilities to the existing SaaS solution (for example Admin access, export privileges, or API permissions)
  • The type and scope of available interfaces and export formats (like REST API, CSV, XML, JSON)
  • The volume and relevance of the existing reports, dashboards, and applications
  • Custom specific features such as bespoke fields, workflows, interfaces, or add on modules
We consolidate the results for you in a binding fixed price proposal, which empowers you with maximum planning certainty and absolute decision making security.

Project Archiving for
 SaaS Solutions

Once the system analysis concludes, the actual project begins highly structured, completely efficient, and driven by clearly defined milestones.
During a joint kickoff meeting, we clarify all organizational and technical frameworks with your team. From this point forward, we shoulder the vast majority of the tasks for you:
  • Configuring system and interface access
  • Exporting and transferring all relevant data via the vendor’s interfaces
  • Rebuilding critical reports and bespoke evaluations
  • Documenting every single step to guarantee complete audit readiness
Our experienced project managers guide you through the entire process and engineer a frictionless workflow demanding minimal resource allocation on your end.
To finalize the project, we jointly execute structured testing and signoff phases to ensure that all data is archived completely, accurately, and with full traceability.

The Result of Your
Archiving Initiative

Following project completion, all relevant tables, documents, and reports from your SaaS solution are securely transferred into our proprietary software solution, ViewBox.
ViewBox is a robust web-based research system that empowers you and authorized departments with rapid, secure, and traceable access to your archived information even years after the IT Modernization.
A massive value adds: We completely reconstruct all vital standard and custom reports, ensuring that commercial, tax, or legal evaluations remain perfectly executable without ever needing access to the original SaaS solution.
After the successful implementation and signoff on ViewBox, you can completely terminate the original subscription.
At project close, you receive comprehensive project and procedural documentation that transparently outlines every step, specifically focusing on the following points to ensure regulatory compliance:
  • The exact methodology of data extraction
  • The architectural structure of the archived content
  • The thoroughly executed testing and signoff phases
Furthermore, we log every individual step of the archiving process, from data export to final approval and potential later deletion of the source system, in a fully audit ready format within our Jira ticketing system. This ensures that third parties or CRA auditors can verify exactly how the archiving was executed at any time.
ViewBox Software and Research System:
Making Archived SaaS Data Intelligently Actionable
With ViewBox, AvenDATA provides a powerhouse reading and research system designed specifically for accessing data from your retired legacy and SaaS systems.
Through an intuitive web interface, ViewBox empowers you to rapidly locate, systematically analyze, and precisely deliver archived information completely bypassing the need to access the original SaaS solution.
ViewBox guarantees that your data:
  • remains clear and fully usable even years after your Legacy System Retirement
  • is instantly retrievable at any time in a strictly audit ready format
  • stands perfectly structured for internal and external review processes
A pivotal feature: ViewBox utilizes automated data deletion. Based on defined retention periods, you can systematically and transparently purge legacy data once legal or internal corporate timelines expire.
The application runs on a certified cloud infrastructure and passes continuous security and functionality testing, but it can operate just as flawlessly within an On Premise environment depending on your bespoke compliance or IT requirements.
Learn more about ViewBox ...
Ready for the
Next Step?
In a one hour expert consultation, we collaboratively evaluate your SaaS solution (regardless of whether it is a CRM, ERP, HR system, ticketing platform, or highly customized cloud application).
We show you live how to efficiently retire your system while keeping the data viable for long term evaluation, including:
  • A strategic alignment on data architecture, data migration, and your reporting landscape
  • A live demonstration of our industry standard platform, ViewBox
  • An explanation detailing exactly how we replicate your reports and bespoke evaluations
  • A highly reliable forecast regarding project effort, timelines, and exact pricing
Transparency from Day One:
Our project proposals are built on strictly defined fixed prices, guaranteed with zero post contract renegotiations. And: Quality, absolute reliability, and delivering an exceptional price to performance ratio sit at the core of our approach.
Our project proposals are built on strictly defined fixed prices, guaranteed with zero post contract renegotiations. And: Quality, absolute reliability, and delivering an exceptional price to performance ratio sit at the core of our approach.
Book your complimentary and personalized expert consultation right now.
Schedule an Expert Consultation and Demo ...
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