SaaS Archiving: Secure Your Data,
Retain Vital Reports and Guarantee Compliance with AvenDATA
From SAP, Oracle, and Salesforce to Microsoft Dynamics 365, Workday, and HubSpot, right through to ticketing and service systems such as Jira, Zendesk, ServiceNow, and Freshdesk: with our SaaS archiving, we secure data from modern cloud and SaaS solutions of every kind, from any provider and in any industry, covering everything from accounting and CRM to human resources and customer service.
The Challenge
Data in SaaS solutions is critical, yet when a contract ends or you switch providers, you risk losing access to it completely.
During cloud migrations, vendor switches, system consolidations, or the cancellation of SaaS subscriptions you no longer need, enterprises regularly face a critical task: preserving data they are still required to keep. Modern SaaS solutions, whether CRM, ERP, HR systems, or ticketing platforms, still contain 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 extremely tight, and 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 audit-ready to ensure compliance with Canada Revenue Agency (CRA) and other regulatory requirements.
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 refined in practice across thousands of legacy system retirements over the past 17 years. Using this proven approach, we have successfully and transparently answered technical inquiries, CRA audit requests, and legal questions over the years.
The software we use for this, ViewBox, has firmly established itself as a reliable data retrieval platform that supports daily audit readiness and enterprise-wide access. The deployment of ViewBox in over 50 per cent of TSX-listed companies is clear evidence of its stability, flexibility, and practical value.
ViewBox is a proven solution used actively around the world, from Europe and Asia to North America.
Your Analytics Live On as Interactive Reports
in ViewBox
We not only migrate all the data from your SaaS solution but also guarantee that you can permanently access and use this data in our ViewBox software. This includes:
- Rebuilding relevant reports and business analyses
- Implementing customized, client-specific reports (including internally developed workflows, dashboards, and lists)
- Archiving all essential documents required for full traceability of the reports (for example, invoices, orders, tickets, or customer cases)
Before the project begins, we work with you to define which reports and analyses you will need in the future for tax purposes, business analysis, or regulatory compliance. You benefit directly from our extensive experience across countless archiving projects spanning a wide range of SaaS solutions, industries, and departments.
In ViewBox, you can search, analyze, and evaluate these reports entirely independently of the original SaaS solution, even years after the transition. Whether for CRA audits, internal inquiries, or legal matters, you have access to clearly structured, filterable reports at any time, with no ongoing subscription costs and no need to access the original system.
Accelerated Project Execution and Significant 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. Using our clearly structured, standardized approach, we archive even the most extensive systems efficiently and securely. We have successfully transferred multiple terabytes of data from cloud applications, including reports, custom analyses, and complete documentation, directly into our archiving solution.
Thanks to our established project methodology, our clients see significant savings after a short time. We not only sharply reduce subscription and licensing costs for inactive SaaS applications but also drastically reduce maintenance, administration, and internal workloads. In the vast majority of our projects, the return on investment (ROI) is achieved in under one year through measurable savings across subscriptions, infrastructure, and internal resources.
SaaS
System Analysis
The first step of every SaaS retirement is a detailed analysis of your existing system. This analysis forms the foundation for accurately estimating project timelines and costs. We capture both technical and commercial aspects, including:
- Access to the existing SaaS solution (for example, admin access, export privileges, or API permissions)
- The type and scope of available interfaces and export formats (such as REST APIs, CSV, XML, or JSON)
- The volume and relevance of existing reports, dashboards, and applications
- Custom features such as bespoke fields, workflows, interfaces, or add-on modules
Based on these results, you receive a binding fixed-price proposal, giving you maximum planning certainty and a reliable basis for your decision.
Project Archiving for
SaaS Solutions
Once the system analysis is complete, the project begins in a highly structured, efficient way, driven by clearly defined milestones. During a joint kick-off meeting, we clarify all organizational and technical requirements. From this point forward, we handle the vast majority of the work:
- Configuring system and interface access
- Exporting and transferring all relevant data through the vendor’s interfaces
- Rebuilding critical reports and custom analyses
- Documenting every step to guarantee complete audit readiness
Our experienced project managers guide you through the entire process and design a smooth workflow that requires minimal resources from your team. Finally, we jointly carry out structured testing and sign-off phases to ensure that all data is archived completely, correctly, and traceably.
The Result of Your
Archiving Initiative
Following project completion, all relevant tables, documents, and reports from your SaaS solution are available in ViewBox, giving you rapid, secure, and traceable access to your archived information, even years after your IT modernization.
The added value: we completely reconstruct all vital standard and custom reports, so they remain fully usable without ever needing the original system.
After successful implementation and sign-off in ViewBox, you can cancel the original subscription.
At project completion, you receive comprehensive project documentation covering the following points:
- The exact methodology of data extraction
- The architectural structure of the archived content
- The thoroughly executed testing and sign-off phases
In addition, we log every step of the archiving process (including any future deletion) in a fully audit-ready format in our Jira ticketing system. This ensures that third parties or CRA auditors can trace every action at any time.
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 retired SaaS solutions, ERP systems, and other legacy systems. The platform combines high performance, comprehensive security mechanisms, and AI-powered features.
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 reviews
- Is protected against unauthorized access through role-based permissions
- Can be analyzed more efficiently using AI-powered features
- Remains available independently of the original application
One standout feature is automated, rule-based data deletion. Based on statutory, contractual, or internal retention periods, data is deleted in a controlled, traceable, and documented manner once the applicable period has expired. In this way, ViewBox Enterprise helps companies meet data protection and compliance requirements, while historical company data remains available for the long term.
Ready for the
Next Step?
In a one-hour expert consultation, we jointly evaluate your SaaS solution, whether it is a CRM, ERP, HR, or ticketing system, and show you how your data remains accessible for long-term evaluation. The consultation includes:
- A strategic discussion of data architecture, data migration, and your reporting landscape
- A live demonstration of our industry-standard platform, ViewBox
- A detailed explanation of exactly how we rebuild your reports and custom analyses
- A reliable estimate of project effort and timelines, with exact pricing
Transparency from day one:
Our project proposals are based on clearly defined fixed prices, with no renegotiation after the contract is signed. Quality, reliability, and an exceptional price-to-performance ratio are at the core of our approach.
Book your complimentary, personalized expert consultation now.
Instant Answers to Your Questions
Personalized, risk-free consultation on SaaS archiving
Personalized, risk-free consultation on SaaS archiving
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