Historical Data Retention

Understanding the Key Benefits and Options

When implementing a new ERP system, one of the biggest decisions you’ll face is what to do with your historical data. Should you migrate it? Archive it? Leave it where it is? This page explores your data retention options – how to store and access legacy ERP data once you’ve gone live on your new system. (Not to be confused with data extraction, which is the process of pulling data from your legacy system for reporting, migration, or analysis purposes.)

Data Retention is about where and how you store historical data long-term.

Data Extraction is about pulling the data out of your legacy ERP system.

Together, these strategies ensure your business stays compliant, informed, and efficient as you modernize your systems.

Why Data Retention Matters

A robust historical data retention strategy is essential for business operations, compliance, and reporting during an ERP implementation.

Proper data retention ensures valuable information is not lost during
the transition to a new ERP system.

1. Business Continuity

Reference past transactions, customer interactions, and financial records, ensuring smooth operations.

2. Regulatory Compliance

Many industries must meet strict regulatory requirements. Proper retention ensures accessibility to meet those obligations and avoid legal risks.

3. Informed Decision-Making

Analyzing historical trends and performance helps inform future strategies and improves decision-making.

4. Customer Service

Knowing customer history and preferences enables more personalized and efficient service.

5. Financial Reporting

Historical financial data is critical for accurate audits and stakeholder reporting.

6. Business Intelligence

Data analysis and BI tools rely on retained data to identify trends, patterns, and insights

7. Risk Management

Historical records support risk assessments and future mitigation strategies.

8. Legal Protection

Archived data serves as evidence in legal disputes and demonstrates a history of compliance.

9. Operational Efficiency

Retaining only relevant data reduces clutter and improves retrieval speed.

10. Historical Reference

Understanding the evolution of your business processes, customers, and market conditions is invaluable for strategic planning.

Your Historical Data Retention Options

Option 1:
Keep It As-Is – Leave Existing Environment in Place

Best For: Companies wanting minimal change and access familiar interfaces.

Advantages:

  • No need to move data or build a new environment
  • Users already know how to find what they need

Considerations:

  • Ongoing costs to maintain the old system
  • Legacy SQL and Windows versions may become outdated or unsupported
  • Long-term compliance may require retaining the system for 7+ years

Recommendations:

  • Make user accounts read-only to avoid changes to archived data
  • Use eOne’s Popdock to make historical data visible within Business Central

Option 2:
Move Data to a TMC-Hosted Microsoft Azure Data Lake

Best For: Companies prioritizing cost efficiency, security, and scalability

Advantages:

  • Scalable cloud storage with tiered pricing
  • Advanced security with Microsoft Entra ID (role-based access control, encryption, MFA)
  • Built-in governance and access control policies

Considerations:

  • Users will need data queries or third-party tools to access data

Recommendations:

  • Implement Popdock for user-friendly access and embedded visibility in Business Central

Option 3:
Move ERP to TMC Microsoft Azure Archive Hosting

Best For: Companies looking for full support and minimal IT effort

Advantages:

  • TMC handles setup and migration
  • No IT team required to maintain outdated systems
  • Compatible with older SQL and Windows versions
  • Lower hardware costs with Azure hosting
  • Familiar ERP interface with no learning curve

Considerations:

  • Azure hosting costs scale with usage

Recommendations:

  • Set users to read-only
  • Use Popdock for easy visibility within Business Central

Option 4:
Move Data to a Data Warehouse with Reporting Tool

Best For: Companies focused on deep reporting and advanced analytics

Advantages:

  • Enables powerful reporting across multiple data sources
    (Jet, Prophix, Solver)
  • Centralized data access with robust visualization

Considerations:

  • Initial setup effort and cost
  • Requires user training on reporting tools

Examples of Historical Data Retention

Regulatory Compliance:

  • Example: A pharmaceutical company retains clinical trial data for ten years to comply with industry regulations. This includes patient records, trial results, and adverse event reports.
  • Benefit: Ensures the company can provide necessary documentation during regulatory reviews and audits.

Customer Relationship Management:

  • Example: An e-commerce business retains customer purchase histories to offer personalized recommendations. This includes past orders, browsing behavior, and customer feedback.
  • Benefit: Enhances customer satisfaction by enabling tailored marketing and efficient handling of inquiries.

Operational Efficiency:

  • Example: A logistics company retains shipment records to analyze delivery performance. This includes data on delivery times, routes, and any issues encountered.
  • Benefit: Helps identify areas for improvement and optimize logistics operations.

Strategic Planning:

  • Example: A retail chain retains sales data to analyze market trends and plan inventory. This includes historical sales figures, seasonal trends, and promotional impacts.
  • Benefit: Provides insights for strategic decision-making and inventory management.