Archive vs migrate: what to do with legacy records
Migrate the records you need for current care, billing and everyday searching, such as active clients. Archive older or inactive records you keep only for retention, in a read-only copy or secure export you can still open and produce on request. You can do both: migrate active clients and archive the rest.
When should you migrate legacy records?
- The client is active or likely to return
- The record is needed for ongoing treatment or billing
- Staff need to search and use the information regularly
When should you archive instead?
- The client has been inactive beyond your threshold
- The record must be kept for retention reasons only
- Migration would be costly or risky
How do archive and migrate compare?
| Factor | Migrate | Archive |
|---|---|---|
| Cost | Higher | Lower |
| Searchability | Full | Limited |
| Workflow | Records in one place | Separate lookup |
| Risk | Mapping errors | Archive access issues |
| Best for | Active clients | Inactive records |
What archive options are available?
- A read-only copy of the old system
- A secure export in PDF or standard formats stored in encrypted storage
- A specialized archive service
What should you plan for?
- Retention periods differ by state and for minors.
- Records must be retrievable for client requests, audits and legal matters.
- Archives need access controls and logs.
How do you test an archive?
Open a sample of archived records and make sure they are readable. Document how staff request one.
When can you destroy records?
When retention periods end, destroy records securely and keep a log.
Frequently asked questions
How long should we keep records?
Follow your state's rules and your policy, whichever is longer.
Can we archive substance use records the same way?
Yes, but keep Part 2 protections in mind.
Once you know what to move, walk through EHR data migration for behavioral health and keep the EHR migration checklist open during cutover.
How Ferry helps
Ferry migrates and archives data between behavioral health EHRs at a fixed price. Get a migration quote.