What are legacy systems and how to archive them?

By Emanuel Böminghaus, Legacy Systems Expert and Managing Director, AvenDATA

By Emanuel Böminghaus,

Legacy Systems Expert and
Managing Director, AvenDATA

A legacy system is an outdated but often still business critical IT application or infrastructure component. These systems were typically introduced many years ago, may still run reliably, but can no longer keep up with today’s technological, regulatory, and security requirements.

Typical characteristics

Outdated programming languages (e.g. COBOL, RPG)
Runtime environments like Windows XP or Unix variants
Incompatibility with modern software or cloud technologies
No longer supported by the manufacturer

Examples of legacy systems

DOS-based warehouse management systems
COBOL applications in banks or insurance companies
Older versions of SAP, Navision, or Oracle
CRM systems from the 1990s without API interfaces

Why do companies still use legacy systems?

Despite being technically outdated, legacy systems are still used in many businesses. This is often due to a mix of operational stability, long standing dependencies and the high effort required for migration. Companies are often reluctant to take on the risks and costs associated with switching to modern systems.

Stability and experience : The system has been running reliably for decades and is deeply embedded in business processes.
Cost savings : These systems are fully depreciated and do not incur licensing fees.
Complexity of replacement : Poor documentation and lack of expertise make switching difficult.
Risk minimization : A new system requires training, migration, and implementation effort, which brings operational risks.
Lack of internal resources : Companies often lack the internal staff needed to manage such a migration project alongside daily operations.

What problems do legacy systems cause in the long-term?

Legacy systems may seem reliable at first glance after all, many have served their purpose for decades. But as they age, they increasingly become a barrier to progress. They hinder innovation, pose serious security risks, and lead to high hidden costs. Especially in the context of growing digitalization and stricter regulatory requirements, continuing to operate such systems becomes a strategic weakness.

Common issues at a glance

Technological incompatibility

Interfaces to modern platforms are missing or only work with significant effort and high error rates. Cloud integration, mobile access or AI-based analysis are difficult to implement.

Security risks

Regular updates are no longer provided. Outdated system architectures do not meet current security standards and create vulnerabilities for potential attacks.

Scaling limitations

Legacy systems quickly reach technical limits as data volumes or user numbers grow. Flexible expansion is rarely possible.

Shortage of skilled personnel

Expertise for operating these systems is often tied to individuals. When experienced staff retire, critical knowledge is lost.

High operating costs

Spare parts are hard to find, external service providers charge high hourly rates and maintenance is usually manual and time consuming.

Regulatory requirements

Many legacy systems no longer fully meet current legal standards such as GDPR, GoBD or HIPAA. Features like traceable logging, access control, audit security or automated retention and deletion policies are often missing.

Missing compliance features

Key functions like legal hold or automated data deletion based on retention periods are typically not available in traditional legacy systems. This leads to liability risks and increased manual effort during audits.

Strategies for archiving legacy systems

Modernizing legacy systems is a multi step process that goes far beyond simply switching technologies. It requires technical expertise, clear objectives and a structured approach to minimize risks and achieve long-term benefits. Archiving has proven to be a key element, especially when systems cannot be shut down due to compliance requirements.

Proven steps in practice

1. System analysis and goal setting

Identify which systems are affected, what data needs to be preserved, and in what format.

2. Risk and cost assessment

Evaluate the risks of continued operation and the benefits of decommissioning.

3. Archiving instead of continued operation

Rather than maintaining outdated systems with high maintenance costs, more companies are opting for legally compliant data archiving also including search functions, access control, and audit trails.

4. Solution providers like AvenDATA

With its ViewBox archiving solution, AvenDATA offers a mature platform for securely decommissioning legacy systems, regardless of the original system (ERP, DMS, custom applications, etc.)

5. Interfaces & Integration

Archived data can be integrated into new system environments if required.

6. Final Decommissioning

After successful archiving, the original system can be completely shut down. This leads to substantial savings in maintenance, infrastructure and licensing costs.

Why Archive Legacy Systems?

Completely shutting down a legacy system without proper archiving is often not feasible. Legal retention periods and internal audit requirements typically demand access to historical data. Archiving offers an effective solution to:

Reduce operating costs of outdated hardware
Meet compliance requirements
Ensure long-term access to data
Enable integration with consolidation or M&A projects (e.g., carve-outs)
Free up internal resources by eliminating the need to maintain legacy applications

AvenDATA provides a standardized solution for archiving legacy systems through ViewBox. It is audit proof, high-performing and fully web-based.

Conclusion

Decommissioning and archiving legacy systems is more than just a step toward technical modernization. It minimizes risks, lowers costs and ensures long-term compliance. With an experienced partner like AvenDATA, this transition can be handled efficiently and securely.

Planning to archive a legacy system?