Shut Down Systems and Manage Data Intelligently
Get Data Lifecycle Management (DLM) under control with AvenDATA.
Whether ERP, CRM, HR, DMS or proprietary legacy systems, we archive your legacy applications in an audit-proof, compliant and fully searchable form suitable for any industry, any platform and any history.
The Challenge
Professional Data Lifecycle Management (DLM) requires that data is not only generated, used and analysed, but also archived or deleted in a controlled and economically sensible way at the end of its active use.
Many organisations fail at precisely this last step:
- Historical data remains in legacy systems that must keep running for compliance reasons
- Systems continue to generate costs even though they no longer play an operational role
- IT infrastructures age, external maintenance contracts continue and internal resources stay tied up
- Security risks increase as environments get older and remain unmaintained
- An end to end view of the data estate is missing, so DLM goals such as efficiency, transparency and governance go unmet
The consequence: the data lifecycle does not end; it becomes stuck in outdated systems, driving costs and contradicting modern data management.
Global Archiving Solutions
for the Entire Data Lifecycle
International deployment with a DLM focus
The archiving and long-term use of legacy system data is a central component of well designed Data Lifecycle Management (DLM). For more than 17 years, AvenDATA has supported companies worldwide in securely archiving data from obsolete applications, retaining it in a compliant manner and making it accessible in a structured way, regardless of the source system.
Our archiving processes have been developed on the basis of more than a thousand successful projects and continuously refined. We have incorporated all relevant requirements from tax audits, legal enquiries and internal controls, and translated them into a reliable, practical solution.
At the centre is our ViewBox software: an audit proof, user friendly research system that makes legacy data efficient to use. Whether for tax, legal or analytical purposes, ViewBox enables structured access across the entire data lifecycle. It is no surprise that more than 50 per cent of DAX companies use it in production today.
From mid sized businesses to global enterprises, and from Europe to North America and Asia, ViewBox can be deployed worldwide and meets the highest standards of data security, transparency and DLM compliance.
Preserve Historical Data. Make Reports Traceable.
Stay DLM-Compliant.
We don’t just migrate all the data from your legacy system we also ensure you can permanently analyse, search and trace that data in ViewBox in a structured way. In professional Data Lifecycle Management, archived reports and evaluations play a central role.
This includes:
- Reconstruction of relevant standard reports and business analyses
- Implementation of custom, client-specific reports, including in house evaluations
- Archiving of all related documents (e.g. invoices, orders, posting journals) to make reports fully traceable
Before the project begins, we work with you to determine which reports will be needed in the long term whether for tax requirements, internal analyses or statutory proof obligations. You benefit from our many years of experience archiving a wide variety of systems, industries and reporting models.
In ViewBox, these reports remain understandable, filterable and fully available even years after system decommissioning, without the original application or additional licences.
Whether for audits, internal enquiries or legal clarification, you have continuous access to structured evaluations within a well designed DLM framework.
Efficient Project Execution & Measurable Economic Benefits
Fast implementation, tangible savings, sustainable ROI
Archiving a legacy system typically takes between one and six months, depending on complexity, data structure and scope. With our standardised, proven approach, even large environments can be archived efficiently, securely and transparently.
Projects involving multiple terabytes of data and complex relationships have already been migrated successfully into our archiving solution, including reports, individual analyses and complete documentation.
Customers quickly benefit from measurable advantages, such as:
- Elimination of ongoing licence costs for legacy applications and databases
- Savings on the maintenance and hosting of outdated infrastructure
- Reduced internal effort through central, audit-compliant data availability
- Improved compliance within modern DLM strategies
In most projects, the return on investment is achieved within one year, driven by noticeable relief for IT, clear budget control and the sustainable integration of archived data into a holistic Data Lifecycle Management approach.
System Analysis
the First Step to Successful Archiving
At the start of every archiving project, we carry out a detailed analysis of your existing legacy system. This provides the basis for a realistic assessment of project duration, data scope and technical requirements and for a binding fixed-price proposal with full planning certainty.
As part of the analysis, we capture, among other things:
- Access options for the existing system (for example, via database access, API or file export)
- The type, structure and size of the underlying data
- The relevance of existing reports, evaluations and document types
- Individual specifics such as in house developments, interfaces or add-on modules
- Additional factors as required
All results are documented in a structured manner and translated into a clear proposal, so you can decide with confidence when and how your legacy system will be archived.
Project Archiving
Clearly Structured, Securely Executed
Once the analysis is complete, the archiving project itself begins with a joint kick-off and defined milestones. From this point onwards, we take over the majority of the technical and organisational tasks for you.
Typical project steps:
- Setting up system access and export interfaces
- Ingesting and structuring the relevant data
- Recreating key reports and custom analyses
- Documenting all processing steps to ensure audit compliance
- Additional tasks as required
Depending on system complexity, a project takes between one and six months. Our experienced project managers guide you through every phase, from alignment to acceptance. Thanks to clear processes, a standardised methodology and transparent communication, your internal effort remains minimal.
At the end of the project, we carry out structured testing and approval processes to confirm that all data has been archived completely, correctly and transparently so it remains legally compliant, auditable and usable over the long term.
Result of the Archiving
Full Access, Even Years
Later
After project completion, all relevant tables, documents and reports from your legacy system are transferred into our ViewBox software. This web based research platform gives authorised users fast, secure and audit-proof access to all archived information even years after decommissioning and independent of the original application.
A key benefit is the reconstruction of all essential standard and custom reports, so that business, tax and legal analyses remain straightforward without additional licences or technical dependencies.
Once implementation and approval are complete, the source system can be taken out of operation entirely, with full legal certainty and documentation.
At the end of the project, you receive comprehensive procedural documentation that includes, among other things:
- The type and scope of the data migration
- The structure and preparation of the archived content
- The execution and results of testing and approval processes
- Documented process steps within Data Lifecycle Management
- Additional project specific details as required
All activities are also recorded in an audit-proof manner in our ticketing system from data export through to final acceptance and, where applicable, the later deletion of the source system. This keeps the entire archiving process traceable at any time, including for third parties and auditors.
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 decommissioned ERP and legacy systems. The solution combines modern search and analysis capabilities with strong performance, comprehensive security mechanisms and intelligent features developed with artificial intelligence.
ViewBox Enterprise ensures that your archived data:
- remains understandable and usable many years after the original system is decommissioned
- can be searched, filtered and analysed quickly and precisely
- is available in an auditable, tamper-evident form for internal and external reviews
- is protected against unauthorised access through role-based permissions
- can be analysed more efficiently with AI-assisted features
- remains available independently of the original application
One notable feature is automated, rule-based data deletion. Working from statutory, contractual or internal company retention periods, data can be deleted in a controlled, traceable and fully documented manner once the relevant period expires. This helps companies meet their data protection and compliance obligations.
Historical company data therefore stays available for the long term.
Ready for the
Next Step?
Then let’s talk about your legacy system and your future data lifecycle.
In a compact, one-hour expert session, we analyse your legacy system whether ERP, CRM, payroll or DMS. The goal is to show you how to decommission your application securely while keeping your data available and analysable over the long term, aligned with modern Data Lifecycle Management (DLM).
In this session you will receive:
- A sound assessment of your data structure, data migration and reporting landscape
- A live demo of our ViewBox archiving and research solution
- Insight into our approach to replicating standard and custom reports
- A reliable estimate of project duration, effort and cost at a fixed 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 at the core of what we do.
Get immediate answers to your questions
Personal, no-obligation advice on Data Lifecycle Management.
Personal, no-obligation advice on Data Lifecycle Management.
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