How to Avoid the #1 EHR Data Conversion Mistake (Hint: It’s Scope) 

The Most Expensive Part of Your EHR Conversion? Scope Misalignment

Scope creep isn’t always the result of bad planning. It’s the result of incomplete planning. Most teams fail to fully inventory:

• Which systems are in play
• Where legacy dependencies exist
• What counts as “critical” versus “nice to have”

A smart EHR data conversion services strategy aligns technical complexity with clinical and operational priorities. Without that? You’re in firefighting mode before extraction even starts.

You Can’t Have a Clean Conversion Without Strategic Archival

Archiving isn’t just housekeeping—it’s a critical part of your EHR data conversion strategy. When teams don’t set clear boundaries, they end up dragging everything into the new system:

• Redundant notes that no one reads
• Scanned documents collecting digital dust
• Years of untouched PDFs that clog up workflows

And the fallout?

• Timelines stretch as teams sift through unnecessary data
• Validation errors multiply, creating headaches for everyone
• Users are left with a cluttered system that feels more like a burden than an upgrade

The truth is, not all data deserves a spot in your new system. Strategic archiving is about making tough calls—keeping what’s essential, shelving what’s outdated, and ensuring the new system is clean, efficient, and easy to use.

Don’t let “what if” fears drive you to over-convert. Instead, focus on what truly adds value to your organization.

Archival Is a Strategic Decision, Not an Afterthought

Loose scope often leads to over-converting, which means dragging unnecessary data into the new system. Think:

• Redundant notes
• Scanned documents
• Years of untouched PDFs

The consequences?

• Bloated project timelines
• Higher validation error rates
• A cluttered, frustrating user experience in the new system

Not every piece of data belongs in your legacy data conversion plan. Archiving strategically ensures you’re only moving what’s valuable and usable without letting fear of “what if” drive unnecessary complexity.

You’re Not Always Over Budget. Sometimes the Scope is Wrong

To avoid scope creep, start by answering these critical questions:

• Which systems are being sunset versus staying live?
• What data will need to be readily available in the new system to provide patient care? (Remember, patient care should drive data conversion decisions and not release of information due to limitations in depth of data that can be converted into new systems). Save ROI for your Archive.
• How much legacy data needs to be converted? Best practice is 3-5 years of active clinical information with reference to older data available in an archive solution.
• How many departments need to review and sign off?
• What internal resources are available for validation and QA? We recommend representatives from key departments like Provider, HIM, Lab, Imaging, etc. to ensure the data meets their specific needs.
• Where does data complexity exceed your team’s bandwidth? Most importantly, do you have staff with working knowledge of both your legacy and go-forward systems?

This isn’t just a checklist; it’s your margin of error. The questions you don’t ask during planning are the ones that usually come back later with interest.

Scope Is the Foundation of EHR Conversion Success

A well-scoped EHR data conversion protects your timeline, your team’s energy, and your budget.

Most importantly, it ensures that the data in your new system works for the people who rely on it every day.

Before you finalize your plan, ask yourself: Are you building a clear roadmap or hoping for the best?

Need expert guidance?

Stop guessing. Start converting with precision. Our EHR data conversion services are scoping that delivers confidence, clarity and control. Get in touch to learn how. 

Before you finalize your plan, ask yourself: Are you building a clear roadmap or hoping for the best?