Why Legacy ERP Systems Should Be Archived, Not Deleted
By Emanuel Böminghaus, Legacy Systems Expert and Managing Director, AvenDATA
By Emanuel Böminghaus
Legacy Systems Expert and
Managing Director, AvenDATA
Managing Director, AvenDATA
In the digital transformation of many companies, the importance of properly handling legacy ERP systems is often overlooked. These decommissioned systems contain decades of valuable information, from customer relationship data to tax-relevant financial records. Simply shutting them down or deleting them is not only risky, it can also lead to legal and financial consequences.
Professional Archiving Not Only Prevents Data Loss, It Also Creates Real Value
Here are ten key reasons why you should archive your legacy ERP systems instead of deleting them:
1. Legal Retention Requirements
In many countries, business records must be retained for 6, 10 or even more years. Failure to comply can result in fines or legal consequences. Audit-compliant archiving is not optional, it is mandatory.
2. Protection During Audits and Inspections
Whether it’s a tax audit, financial review or internal inspection, authorities often require access to historical data. Without an archive, companies risk delays, penalties or the embarrassing realization that data is no longer available.
3. Evidence in Legal Disputes
Past business transactions can be critical in legal cases. Without traceable transaction data, companies may lack the necessary evidence when it matters most.
4. Contractual Proof Obligations
In B2B relationships, contracts are often complex and long-term. In case of disputes, companies must be able to prove past agreements and how they were fulfilled.
5. Protection of Company Knowledge
ERP systems store more than just numbers. They contain internal knowledge, processes and structures. Archiving preserves this know-how across generational changes or system transitions.
6. Cost Savings Through System Shutdown
Legacy systems incur ongoing high costs, such as for maintenance, server operation, licenses and IT support. Structured archiving allows these systems to be completely shut down without losing valuable information. This significantly reduces ongoing IT costs and frees up budget for modern solutions.
7. Compliance with Industry-Specific Regulations
Many industries, such as pharmaceuticals, financial services or energy, are subject to strict regulations on how to handle legacy data. Archiving according to recognized standards ensures that archived data complies with all industry-specific data retention requirements. This protects against liability risks and reputational damage.
8. Avoiding Data Loss During System Shutdown
If an ERP system is decommissioned without archiving, there is a real risk that important data will be permanently lost. This can happen due to hardware failures, missing interfaces or incompatible formats. Professional archiving ensures that relevant information remains securely stored and accessible.
9. Historical Analysis and Trend Evaluation
Long-term business developments benefit from historical data. Anyone evaluating sales trends or seasonal effects needs access to historical ERP data.
10. Avoiding Operational Risks from Outdated Systems
Legacy systems are often expensive, insecure and difficult to maintain. Proper archiving allows these systems to be shut down without any loss of information and with full data availability.
Conclusion
If you identify with at least three of these points, it’s high time to consider archiving your old ERP systems. AvenDATA offers a legally compliant, high-performance and user-friendly platform for exactly this purpose with its ViewBox solution.
Are you planning to archive a legacy system?