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Archiving Patient Records Mistake: Jamming legacy data straight into your new EHR.
On paper it sounds simple:
“Why don’t we just merge the data? Copy-paste from old to new.”
In practice:
- Data schemas don’t match
- Queries don’t match
- Every discrete data element needs mapping, testing, and governance
- Acquired systems may have suspect data quality
As Lauri puts it in this clip:
“For every data field you want to convert into your new EHR, consider it a project.”
They limited conversion to MPI, allergies, recent vitals, and key immunizations — and still needed a dedicated expert to clean the MPI before loading it into Meditech Expanse.
▶️ Watch the full webinar to see where legacy archive fits better than brute-force conversion:
https://www.visualvault.com/five-unhealthy-mistakes-to-avoid-when-archiving-patient-records/?utm_source=linkedin&utm_medium=social&utm_campaign=vv_lda_webinar
Hospitals didn’t wake up one day and decide to have 3–5 legacy systems sitting in the background.
In 2009, HITECH and Meaningful Use dollars triggered an EHR gold rush. By 2013–2014 there were 1,000+ EHR platforms in play.
Fast-forward: most organizations are now down to a handful of “go-forward” EHRs… but the old systems never went away. They’re still holding critical clinical, financial, and legal data.
That’s the legacy data problem.
In this webinar, VisualVault will walk through 5 unhealthy mistakes health systems make when dealing with legacy patient records — and what to do instead.
This clip sets the stage. The rest of the session dives into the real risks and hard-won lessons from former CIOs and HIM leaders.
▶️ Watch the full discussion on legacy data archiving and EHR transitions here: https://www.visualvault.com/five-unhealthy-mistakes-to-avoid-when-archiving-patient-records/?utm_source=linkedin&utm_medium=social&utm_campaign=vv_lda_webinar
11/14/2025
We’re excited to share that GRM Information Management will be exhibiting at the American Society for Clinical Pathology (ASCP) 2025 Annual Meeting in Atlanta, November 18–19.
For pathology and laboratory teams, long-term block and slide retention can put real pressure on space, budgets, and compliance. GRM helps relieve that burden with secure, offsite pathology storage built for healthcare.
Heading to ASCP 2025? Visit us at Booth #255 at the Hyatt Regency Atlanta to meet our team and discuss how we can keep your pathology samples safe, organized, and inspection-ready.
11/11/2025
📅 Final Reminder — AI Records Management Webinar Tomorrow, Nov 12
Why AI matters as digital records grow: a roundtable on how AI with Intelligent Document Processing (IDP) classifies documents, extracts and validates key data, and feeds workflow automation to streamline work.
In this webinar tomorrow, we will walk through the records flow — intake, classification, data extraction and validation, retention, legal hold, and audit evidence — and show how improved data supports consistent processes.
Date: Wednesday, Nov 12, 2025 | 2:00 PM ET / 11:00 AM PT | 60 minutes | Online
Hosts: VisualVault + Carahsoft + ARMA
Speakers: Tod Olsen (Chief Technology Officer, VisualVault); Jim Kanir (Chief Revenue Officer, VisualVault); Michael Ratigan (President, Data Evolution)
CPE Credit Available
Register Now
https://carahevents.carahsoft.com/Event/Details/686766-VisualVault
10/09/2025
Government agencies manage a constant flow of license and permit requests.
When applications rely on paper, email, or manual routing, delays are unavoidable.
Our latest blog covers how digital licensing and permitting portals help agencies:
✅ Accept applications online
✅ Validate data to ensure quality
✅ Let citizens and staff check status without phone calls or emails
✅ Keep documents secure and ready for audits
Read more → https://www.visualvault.com/blog/modernizing-licensing-permitting-portals/
Modernizing Licensing & Permitting Portals for Better Citizen Service - Visual Vault Modernizing licensing and permitting portals streamlines submissions, improves transparency, and helps agencies deliver faster, more efficient citizen services.
10/02/2025
Retention often breaks down at the inbox. Emails, uploads, and forms sit scattered in unmanaged drives or folders. The result is inconsistent records, compliance risk, and wasted time.
With the right platform, capture is automated, retention schedules are applied consistently, and detailed audit logs are maintained. The outcome: consistent, searchable records that support compliance and fast retrieval.
Read the blog: https://www.visualvault.com/blog/data-retention-process/
From Inbox to Archive: Repairing the Data Retention Process - Visual Vault Fix gaps in the data retention process. Learn how automation, governance, and system-level rules ensure compliance, reduce risk, and improve record access.
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