# Ferry: full text of live guides > Every record, safely across. EHR migration guides for behavioral health. General information only, not legal, tax, financial or medical advice. --- # EHR data migration for behavioral health: the complete guide URL: https://ferryehr.com/blog/ehr-data-migration-behavioral-health Published: 2026-10-06 | Updated: 2026-10-15 To migrate data between EHRs, take inventory of what your current system holds, get a full test export early, map each field to the new system, test on a sample of clients, run the full move at a planned cutover, then reconcile counts for every record type and archive what stays behind. Switching EHRs is a good time to fix workflows, but the data has to come with you. A clean migration moves the records you need, archives the ones you must keep, and proves that nothing important was lost. ## What data can usually move between EHRs? - Client demographics and contact details - Insurance information - Appointments, past and future - Diagnoses and treatment plans - Clinical notes, often as documents rather than structured fields - Uploaded files such as consents and outside records - Balances and open claims, with care What often does not move cleanly: note templates, custom fields, signatures embedded in notes, and audit history. ## How do you migrate data between EHRs? ### Step 1: Take inventory List every type of data in your current system and decide, for each one, whether you will migrate it, archive it or leave it behind. ### Step 2: Get your exports early Ask your current vendor what exports they offer, in what format and how long they take. Request a full test export before you sign your new contract. ### Step 3: Map fields Match each field in the old system to the new one. Decide how to handle anything without a match, such as storing it as a document. ### Step 4: Test on a sample Migrate a small set of clients first. Have clinicians check that notes, documents and diagnoses look right. ### Step 5: Plan the cutover - Pick a date with light scheduling. - Freeze changes in the old system at a set time. - Run the full migration. - Move future appointments last, so clients are not double-booked. ### Step 6: Verify Reconcile counts for clients, notes, documents and appointments between systems. Spot-check records across clinicians. Keep a written record of what moved and what did not. ### Step 7: Handle claims and balances Finish working open claims in the old system where possible, or move balances with clear notes. Do not resubmit claims from both systems. ### Step 8: Archive what stays behind Records you do not migrate still need to be kept for your state's retention period. Keep a read-only copy or a secure export you can actually open. ## What special cases need extra care? - Substance use records covered by 42 CFR Part 2 need their consent rules carried over. - Minors' records may carry different retention periods. - Acquisitions often mean merging several systems at once. Plan one source of truth. ## What are your rights to your EHR data? Federal information blocking rules restrict health IT developers from unreasonably interfering with access to and exchange of electronic health information. If a vendor delays or charges unreasonable fees for your export, ask them to explain in writing. ## Frequently asked questions ### How long does a migration take? A small practice can often finish in a few weeks. Larger groups should plan for several months including testing. ### Will our notes be editable after migration? Often they arrive as documents rather than editable notes. That is usually fine for past records. ### Should we migrate everything? Migrate what you need for ongoing care and billing. Archive the rest securely. When you are ready to run the project, use the [EHR migration checklist](/blog/ehr-migration-checklist) for stage-by-stage tasks, and read [Archive vs migrate](/blog/archive-vs-migrate-what-to-do-with-legacy-records) if you are deciding which legacy records to move. ## How Ferry helps Ferry migrates data between behavioral health EHRs at a fixed price, with a reconciliation report for every record type. [Get a migration quote](/#contact). --- # EHR migration checklist URL: https://ferryehr.com/blog/ehr-migration-checklist Published: 2026-10-06 | Updated: 2026-10-15 An EHR migration checklist should cover six stages: before you start (owner, inventory, test export), planning (field mapping, cutover date, communication), testing on a sample of clients, cutover, verification (reconciled counts and a saved report) and the weeks after (archive, training, claims review). Work through the list from the first vendor call to the final audit. ## What should you do before you start? - Name a project owner and a clinical lead. - List every data type in the old system. - Decide what to migrate, archive or leave. - Confirm export options and timing with the current vendor. - Request a test export. - Check your contract end date and notice period. ## What belongs in the planning stage? - Map fields between systems. - Plan how to handle notes, documents and custom fields. - Choose a cutover date with light scheduling. - Plan communication to staff and clients. - Back up everything before cutover. ## How should you test before cutover? - Migrate a sample of clients. - Have clinicians review notes, diagnoses and documents. - Check appointment history and future appointments. - Check insurance and demographics. - Fix mapping issues before the full run. ## What happens at cutover? - Freeze changes in the old system at a set time. - Run the full migration. - Move future appointments last. - Confirm login access for all staff. ## How do you verify the migration worked? - Reconcile counts for clients, notes, documents and appointments. - Spot-check records across clinicians. - Confirm balances and open claims. - Save the reconciliation report. ## What should you do after cutover? - Keep the old system read-only until verification is complete. - Archive records you did not migrate. - Train staff on the new system. - Review the first month of claims. - Document any gaps and fixes. ## What special cases belong on the checklist? - Substance use records require Part 2 consent handling. - Minors' records may have different retention periods. - Acquisitions may require merging several sources. ## Frequently asked questions ### How long should the old system stay active? At least through verification and your longest claim cycle. ### Should we run both systems at once? Briefly, for reference, but avoid double billing. For the full process behind each stage, see [EHR data migration for behavioral health](/blog/ehr-data-migration-behavioral-health). If you are still choosing what to move, start with [Archive vs migrate](/blog/archive-vs-migrate-what-to-do-with-legacy-records). ## How Ferry helps Ferry migrates data between behavioral health EHRs at a fixed price with a reconciliation report. [Get a migration quote](/#contact). --- # Archive vs migrate: what to do with legacy records URL: https://ferryehr.com/blog/archive-vs-migrate-what-to-do-with-legacy-records Published: 2026-10-06 | Updated: 2026-10-15 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](/blog/ehr-data-migration-behavioral-health) and keep the [EHR migration checklist](/blog/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](/#contact). --- An Arche Studios company.