Archive Legacy Systems, Secure Data
Preserve Reports, Ensure Compliance with AvenDATA.
From Fibunet, Sage, Paisy and SharePoint applications to fully customised solutions, we archive data from legacy systems of every type, generation, and industry solution, covering everything from accounting and HR to production control.
The Challenge
Historical data in legacy systems remains important, yet access to it is becoming increasingly difficult.
During IT migrations, system replacements, or the dismantling of outdated software landscapes, companies regularly face a critical challenge.
These older platforms, often built up over many years with complex and individually adapted data structures, still contain information that is highly relevant for tax, legal, or business purposes.
However, operating these systems is expensive: the software is no longer supported, licences expire, and internal know-how gradually disappears.
Access to essential data becomes difficult or even impossible, even though it must remain available, analysable, and audit-compliant.
This is exactly where AvenDATA’s archiving solution for legacy systems comes into play.
Proven Archiving Solution
with More Than 17 Years of Project Experience
For more than 17 years, AvenDATA has continuously researched, refined and advanced the archiving of legacy IT environments, gaining hands-on experience in thousands of system decommissioning projects.
Based on this proven approach, we have been able to reliably and transparently address all professional, audit, and legal inquiries over the years.
The software developed for this purpose, ViewBox, has established itself as a dependable research platform that works seamlessly both in day-to-day audit practice and in enterprise-wide access scenarios.
It is now in use at more than 50% of Germany’s DAX-listed companies, a clear testament to its stability, flexibility, and practical value at the highest level.
ViewBox is trusted by organisations across Europe, Asia, North America, and beyond.
Your Reports Live On, Accessible and Usable
in ViewBox
We not only transfer all data from your legacy system, but we also ensure that you can continue to access and use this data in our ViewBox software on a permanent basis.
This includes:
- Rebuilding relevant reports and business analyses
- Implementing individual, customer-specific reports, including custom programs and lists
- Archiving all supporting documents required to ensure traceability of reports, such as invoices, orders, or booking records
Even before the project begins, we work with you to determine which reports and evaluations will be required in the future, whether for tax purposes, business analysis, or regulatory compliance. In doing so, you benefit from our many years of experience across numerous archiving projects covering a wide range of systems, industries, and business areas.
With ViewBox you can research, analyse and evaluate these reports even years after system decommissioning, entirely independent of the original system.
Whether for tax audits, internal inquiries, or legal clarifications, you always have access to clearly structured and filterable reports, without licence costs or the need to access the original system.
Fast Project Execution and Strong Economic Benefits (Measurable ROI)
Even for Complex Legacy Systems
Decommissioning an outdated system usually takes between one and six months, depending on system complexity and data volume. Thanks to our clearly structured and standardised approach, we can efficiently and securely archive even large-scale systems.
We have successfully migrated applications with several terabytes of data into our archiving solution, including reports, custom programs, and full documentation.
With our established project methodology, clients begin to see significant savings after a short time, especially on licence costs for legacy software, databases and operating systems, as well as in maintenance, infrastructure, and internal effort.
In the vast majority of our projects, the return on investment (ROI) is achieved in less than one year, driven by measurable savings on licences, infrastructure, and internal resources.
Legacy System
Analysis
The first step in decommissioning any outdated system is a detailed analysis of your existing environment. This analysis forms the basis for an accurate assessment of project duration and costs as part of the archiving process.
We review both technical and business aspects, including:
- Access options to the existing system
- Type, structure, and size of the database (e.g., Oracle, MS SQL, DB2, or proprietary)
- Scope and relevance of existing reports and applications
- Individual specifics such as custom programs, interfaces, or additional modules
The results are summarised in a binding fixed-price proposal, giving you maximum planning and decision-making certainty.
Project Archiving
for Legacy Systems
Once the system analysis is complete, the actual project begins — structured, efficient, and built around clearly defined milestones.
In a joint kick-off meeting, we clarify all organisational and technical requirements with your team. From this point on, we take over the majority of tasks for you, including:
- Setting up system access
- Exporting and transferring the relevant data
- Reproducing key reports and custom analyses
- Documenting all steps to ensure audit compliance
Our experienced project managers guide you through the entire process, ensuring a smooth workflow with minimal resource requirements on your side.
At the end of the project, we conduct structured testing and acceptance phases together with you to confirm that all data has been archived completely, accurately, and traceably.
Results
of the Archiving Process
After project completion, all relevant tables, documents, and reports from your existing system are transferred into our proprietary software solution, ViewBox.
ViewBox is a web-based research platform that enables you and authorised stakeholders to access archived information quickly, securely, and transparently even years after the original system has been decommissioned.
A key advantage is the reconstruction of all essential standard and custom reports, ensuring that business, tax, or legal evaluations remain possible without the need to access the original system.
Once ViewBox has been successfully implemented and accepted, the legacy system can be fully decommissioned.
At the end of the project, you receive comprehensive project documentation and procedural documentation that clearly records every step, with a particular focus on
- The method of data migration
- The structure of the archived content
- The testing and acceptance phases carried out
In addition, every step of the archiving process is documented in an audit-compliant manner in our Jira ticketing system from the data export through to final acceptance and, if applicable, later deletion of the source system. This ensures that third parties and auditors can always trace exactly how the archiving was performed.
Software and Research Platform ViewBox —
Making archived data intelligently usable
With ViewBox, AvenDATA provides a powerful reading and research platform designed specifically for accessing data from decommissioned IT systems.
Through an intuitive web interface, ViewBox enables fast search, structured analysis, and targeted provision of archived information without the need to access the original application system.
ViewBox ensures that your data:
- Remains understandable and usable even years after system decommissioning
- Is always accessible in an audit-compliant manner
- Is structured and readily available for internal and external audit processes
A key feature: automated data deletion. Based on defined retention periods, legacy data can be deleted in a rule-based, traceable manner once legal or internal requirements have expired.
The application is built on a certified cloud infrastructure that undergoes regular security and functionality testing. It can also be operated in an on-premise environment, depending on your specific compliance or IT requirements.
Ready for the
Next Step?
In a one-hour expert session, we review your system together, whether a standard solution, a customised application, or a fully bespoke system.
We will show you live how to decommission your system efficiently while keeping the data usable in the long term. The session includes:
- Alignment on data structure, data transfer, and report landscape
- A live demo of our ViewBox solution
- An explanation of how we replicate reports and custom analyses
- A reliable assessment of effort, timeline, and price
Transparency from the start.
Our project proposals are based on clearly defined fixed prices, guaranteed with no renegotiations. Quality, reliability, and fair value for money are our main focus.
Book your free personal expert session and demo now.
Quick Answers to Your Questions
Personal and without obligation. Ask us about other legacy systems and ECM platforms
Personal and without obligation. Ask us about other legacy systems and ECM platforms
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