Comprehensive Archiving Made Simple, Scalable and Secure
Seamless data conversion and tiered archival solutions built for healthcare.
Migration Without Data Loss. Archiving Without Compromise.
Your systems may change, but your data shouldn’t disappear. KeenaArchive is your full-service partner in healthcare data retention. We ensure you retain essential records through EHR conversion and tiered archiving, designed to simplify transitions and support long-term compliance.
Reduces Cost and Risk
KeenaArchive lowers infrastructure costs and mitigates risk by eliminating the need to maintain aging systems.
Provides Care and Financial Continuity
Archived records are preserved in standardized formats, making it easy and accessible for different providers and financial analysts to access data.
Supports Strategic Growth
Whether you’re managing a simple offboarding task or integrating with a new practice, KeenaArchive offers three product tiers that can later be upgraded.
550
Data Extraction and Conversion Projects
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SOC 2
KeenaArchive is hosted in a SOC 2 Certified environment
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75
Leading EHR and PM Vendors Converted to Data
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300M
Combined Healthcare Charts Converted
KeenaArchive Tiers
Best For
Provider organizations needing access to granular historical clinical and financial records.
Key Features
- Provides full discrete data archival, preserving both clinical and financial records in a secure, searchable format
- Supports longitudinal record access, audit readiness, and seamless transition of complex datasets across systems
- Access to structured data for clinical review, reporting, and compliance
- Includes financial and billing history alongside clinical data
- Compatible with most EHR/PM systems for complex legacy migrations
Use Cases
- Enterprise-Level Data Conversions, EHR/PM Migration, and M+As: Ensures a smooth transition with minimal downtime, preserving access to full discrete data for both clinical and financial records throughout the migration process.
- Archiving Legacy Databases: Eliminates the need to maintain legacy software and infrastructure, while preserving secure and complaint access to the data that matters.
- Data Cleanup: Identify, extract, and remove redundant or corrupted data—to maintain a clean, high-integrity dataset.
Best For
Organizations with moderate retention needs and/or budget constraints.
Key Features
- Flexible archival solution without the expense of discrete data conversion
- Manual document upload, release of records and auditing functions
- Static CCDAs supplement extracted documents for clinical reference
- Upgradeable path to full discrete data archival if needs evolve
Use Cases
- Data Conversions, EHR/PM Migration, and M+As: Ensures a smooth transition with minimal downtime, preserving both clinical and financial records. Includes a CCDA file in lieu of capturing complex, discreet clinical data.
- Archiving Legacy Databases: Eliminates the need to maintain legacy software and infrastructure, while preserving secure and compliant access to the data that matters.
Best For
Practices that require only basic file view, copy, transfer, and storage needs.
Key Features
- No frills front-end file extraction and viewer
- Minimal technical set up or support needed
- Extracts all documents and scanned images from the source EHR system
- Converts extracted files into standardized PDF format for easy viewing, sharing, and storing
Use Cases
- Physician Offboarding: Enables a smooth and compliant handoff of their patient records to their new organization. Provides a complete record set for each patient.
- Non-Clinical Documents: Extracts, converts, and archives supporting documents such as HR forms, credentialling forms, and admin files that don’t require structured data.
- Archiving Legacy Databases: Eliminates the need to maintain legacy software and infrastructure, while preserving secure and compliant access to the data that matters.
Summary of Key Features
| Feature/Access | EasyView | Foundation | Premium |
|---|---|---|---|
| Searchable by Patient Demographics |  |  | |
| Document Viewer | | | |
| Release of Records | | | |
| Admin and Configuration Capabilities | | | |
| Advanced Search | | | |
| Audit Capabilities | | | |
| Data Retention/Purge | | | |
| Document Upload | | | |
| Encounter Data | | | |
| Transactional Financial Data | | | |
| Human Readable CCDA/PDF | | | |
| Discrete Clinical Data (PAMI, results, vitals, etc.) | | ||
| Research, Analytics, and Reporting | | ||
| Financial Continuity and A/R Run-down | | ||
| SSO and ADT | |
Testimonials
What Our Customers Are Saying About Us
“When I logged into the KeenaArchive application for the first time since the event and was able to see the detailed notes and clinical information – it brought tears to my eyes.
Knowing what the organization and providers had gone through for the past few weeks thinking that they may never see that historic data again, I was so thankful to have worked with a partner like Keena to help quickly manage our cyber crisis.”
Christine Strade, Chief Executive Officer
Olean Medical Group, LLP
“We so much appreciate Keena Healthcare and their involvement in the conversion and archive of our HR and PM system platforms. This project was intimidating because we were changing so many things at once, but with their assistance the process went smoothly, and we were able to be up and running on the new system very quickly with great visibility into our old records in KeenaArchive. Our clinics were quickly operational with minimal disruption to patient care and very easy access to mission-critical clinical and financial patient data”
Phil Stover, Chief Executive Officer
Mission Cancer + Bloodms
Let’s Build Your Archive Strategy
Looking at retiring a system, migrating to a new platform, or planning for a merger or acquisition? Talk to us about your data archiving needs.
FAQs
Healthcare data archiving is the secure, long-term storage of patient records and clinical data, ensuring compliance with HIPAA regulations. It’s crucial for maintaining data accessibility, reducing storage costs, and preserving historical patient information for audits, legal purposes, and continuity of care.
A healthcare data archival project enhances data security and compliance by ensuring long-term storage of patient records in a HIPAA-compliant, encrypted environment. It reduces storage costs by moving inactive data to cost-effective solutions while improving accessibility for audits, legal purposes, and patient care. Archiving also minimizes system clutter, optimizing the performance of active EHR systems and streamlining workflows for healthcare providers.
Medical records that can be archived and converted include patient charts, lab results, imaging files, billing records, prescriptions, and clinical notes. Healthcare organizations can convert both paper-based records and digital files from legacy systems into modern, interoperable formats within a data Archival platform that is compatible with electronic health records (EHR) systems. This ensures data accessibility, compliance with regulations, and improved workflow efficiency.
Best practices for healthcare data archival projects include ensuring compliance with HIPAA regulations by using secure, encrypted storage solutions and setting clear data retention policies. Implementing robust data classification and indexing for easy retrieval, conducting regular audits to maintain data integrity, and using cloud-based or hybrid storage systems for scalability are also key. Engaging experienced vendors for seamless data migration and maintaining secure backups are essential for long-term success in healthcare data archival.
Outsourcing healthcare data archiving and conversion provides several benefits, including enhanced security and HIPAA compliance, as expert providers ensure that sensitive patient information is safely stored and transferred. It also reduces the workload on internal IT teams, minimizes errors during data migration, and enables quicker transitions to modern EHR systems. Additionally, outsourcing improves data accessibility, streamlines workflows, and helps healthcare organizations focus on patient care instead of data management.
Best of KLAS
In recognition of our achievements Keena was ranked among the top-scoring vendors for Technical and Conversion Services in the 2024 Best in KLAS Awards: Software & Services Report.