Archiving Oversight

Oversight of the transition to an archiving solution is the responsibility of either the enterprise or site archiving team, depending on the application selected.  

Project prioritization: The site or enterprise team develops a project plan and timeline based on the availability of the resources involved. Archiving project plans begin with the readiness of the site to begin, and are dependent upon the project capacity of all parties:

• Enterprise or site archiving team
• Data extraction and delivery team (internal) or vendor
• Archiving system team (internal) or vendor

Contract oversight: Projects working with outside vendor(s) must negotiate the contract to establish the archiving system and maintain its use for the retention period. In addition, the contract should plan for the secure destruction of the data once the retention period has ended. The site or enterprise project director is responsible for negotiating the contract and providing site leadership with the appropriate vendor costs for project budgeting. See Budget Considerations for details.

Technical Environment: The enterprise or site archiving team oversees all aspects of the technical environment for maintaining and operating the archiving system. Depending on the selected solution, all or some of the following may be included:

• Enterprise Master Patient Index (EMPI)—If the EMPI is used, the archiving team works with the EMPI team to assure that archived data is appropriately referenced within the EMPI and the archived applications.
• Single sign on (SSO)—Current archiving applications use a single sign on (SSO) process to facilitate access to the archiving application from the Partners Applications menu. SSO allows users to access applications based on the log in to the device they are using.
• Data delivery—The archiving team oversees the secure delivery of data between a site and the archiving application vendor.
• Disaster Recovery (DR) / Business Continuity (BC)—The archiving team works with the archiving application vendor to affirm the vendor maintains appropriate DR/BC contingency plans.
• Hosting Environment Configuration—The archiving team works with the archiving application vendor to affirm the vendor maintains a secure environment for hosting Mass General Brigham applications and data.
• Development to Test to Production Process—The archiving team works with the archiving application vendor to assure that proper procedures are followed in developing applications for Mass General Brigham site legacy archive data.