Case Study: 55 TB Enterprise Vault Migration!

The Challenges

Renewal Costs

For a large non-profit hospital network, avoiding the costs associated with an impending Enterprise Vault support and licensing renewal was a significant priority. Enterprise Vault, while a powerful tool, comes with steep ongoing licensing fees and support costs that can escalate quickly, especially for an organization with extensive data storage needs. 

The hospital network sought to alleviate these costs by transitioning away from Enterprise Vault before the renewal period. This decision not only allowed them to save on substantial yearly expenses but also enabled the organization to explore more modern and cost-effective data management solutions. 
Migrating their data to a new platform ahead of the renewal helped mitigate financial strain and provided the opportunity to adopt a more streamlined, scalable, and secure data storage system that is better aligned with their long-term strategy.

High Complexity & Tight Timeline 

The scale, complexity, and urgency of this data migration placed it beyond the capacity of the hospital network’s internal IT resources. Enterprise Vault migrations involve significant technical challenges, particularly for a non-profit hospital network with strict data retention, access, and security requirements. 

Undertaking this project internally would have required highly specialized skills in data migration and an in-depth understanding of both the legacy system and the target platform. Moreover, the hospital network had a limited window of time to complete the migration, which added additional pressure. 

Attempting an in-house migration would have likely led to delays, and downtime, all of which could severely impact hospital operations. 
Recognizing these risks, the hospital network decided to partner with Cloudficient knowing that we could handle the technical intricacies and ensure a smooth transition within the required timeframe.

Budgetary Requirements

Budgetary constraints were a fundamental consideration for this non-profit hospital network. Unlike corporate entities, non-profits rely heavily on donations and grants, which means they have to carefully allocate funds to core operations, particularly patient care. 

The cost of a large-scale data migration, if not managed carefully, could deplete resources that might otherwise go toward patient services or essential equipment. 

This situation required finding a migration provider that could offer a high-quality solution within a strict budget. The hospital network needed a provider who understood the limitations of non-profit funding, offering flexible pricing or payment plans that ensured the project could be completed efficiently without financial strain. 

Balancing cost with the technical needs of a complex migration presented a unique challenge that required creative solutions to meet both fiscal responsibility and operational needs.

Solution Security

Given the sensitive nature of healthcare data, security was of particularly high importance for this migration. Non-profit hospital networks, like their for-profit counterparts, are bound by stringent regulatory requirements such as HIPAA, which mandates the secure handling of patient information. 

Any data migration project can carry inherent risks of data exposure, corruption, or loss; however, for a healthcare organization, these risks are amplified due to the confidential nature of patient records. 

The hospital network needed a solution that guaranteed end-to-end encryption, robust data governance protocols, and strict access controls throughout the migration process. In addition, the organization had to ensure compliance with regional and federal healthcare data regulations, as well as maintain uninterrupted access to patient records and critical information during the transition. 

Cloudficient showed this organization that we prioritize security while demonstrating our experience handling healthcare data. This was essential in preserving patient confidentiality and protecting the organization from potential legal repercussions and/or fines.