Our Migration Services
OnBase to Epic Gallery Migration Services
A focused, purpose-built migration service for health systems converting clinical documents from Hyland OnBase into Epic's Gallery framework. From initial document inventory through final reconciliation — we handle the entire OnBase to Gallery conversion lifecycle.
Why Healthcare Organizations Are Migrating OnBase to Epic Gallery Now
As health systems consolidate onto Epic, legacy enterprise content management platforms like Hyland OnBase become increasingly difficult to justify. The operational overhead, licensing costs, and compliance complexity of maintaining a separate ECM alongside Epic is driving organizations to accelerate their OnBase retirement timelines.
Epic's Gallery framework now provides native document storage within the Epic ecosystem. This means millions of clinical documents currently in OnBase need to be extracted, converted, and migrated — and this is not a simple file copy. It is a complex, high-stakes data conversion with real clinical and regulatory implications.
What Makes Hyland OnBase Extraction So Difficult
OnBase is a deeply customizable platform. Document types, keyword schemas, workflow configurations, and storage architectures vary dramatically between healthcare organizations. An OnBase migration approach that works at one hospital may fail catastrophically at another.
The edge cases — revisions, annotations, forms, unusual formats, deleted documents — are the rule in OnBase environments, not the exception. Any OnBase to Gallery conversion that does not account for these will produce incomplete, inaccurate, or non-compliant results.
What Interop Data Partners Delivers for Your OnBase to Gallery Migration
Every engagement follows a structured, phased approach — designed to de-risk your Hyland OnBase conversion before high-volume extraction begins.
Complete Source Inventory
Full classification of every OnBase document type, keyword schema, storage location, and volume estimate before any extraction begins. No surprises mid-migration.
Purpose-Built OnBase Extraction
Read-only, partitioned document extraction with checkpointing, SHA-256 verification, and complete metadata preservation — built specifically for Hyland OnBase.
Edge-Case Resolution
Systematic identification and handling of OnBase document behaviors that break generic migration tools — revisions, annotations, forms, overlays, and more.
Epic Gallery-Aligned Staging
Output formatted and validated to align with Epic Gallery ingestion requirements. Metadata mapping confirmed during discovery and testing, not assumed.
Delta Sync and Cutover
Incremental extraction of documents created or modified after initial export. Coordinated cutover planning to minimize the gap between final OnBase sync and Gallery ingestion.
Reconciliation and Closeout
Document-level reconciliation ensuring every OnBase source document has a verified counterpart in the Gallery-ready export. Full audit trail delivered for compliance.
OnBase Edge Cases That Derail Gallery Migrations
These are the scenarios that derail OnBase to Epic Gallery conversions when discovered mid-project. We identify and plan for every one of them during the discovery phase.
Document Revisions and Version Chains
OnBase revision chains must be preserved and mapped correctly. Losing revision history during conversion breaks compliance and audit requirements.
Annotations and Markup Overlays
OnBase annotations, redactions, and overlays require special extraction logic. Generic export tools flatten or lose these elements entirely.
Electronic Forms and Form Data
OnBase Unity Forms, VB Forms, and form data present unique extraction challenges. Form field data must be preserved alongside the rendered document.
Deleted and Filed-in-Error Documents
Documents flagged as deleted or filed-in-error in OnBase need careful handling — some must be excluded, others retained for compliance.
Unusual File Formats
COLD documents, PCL files, legacy image formats, and documents with stylesheet dependencies require format-specific conversion logic.
Primary Key and Patient Mapping
Mapping OnBase document keys to Epic patient identifiers across MRN formats, merged records, and multi-facility environments.
Multi-Document-Type Keyword Schemas
OnBase environments with hundreds of document types and varying keyword schemas require per-type extraction and metadata mapping rules.
Workflow Queue and Lifecycle State
Documents in active OnBase workflow queues or lifecycle states need status-aware extraction to prevent migration of incomplete records.
What a Phased OnBase to Gallery Migration Looks Like
We never start an OnBase conversion by bulk-copying files. Every engagement follows a structured methodology designed to de-risk the migration before high-volume extraction begins.
Discovery
OnBase environment assessment, Epic Gallery contract confirmation, risk identification, and timeline planning
Pilot
Proof-of-path on a representative document subset — validating the full extraction-to-Gallery pipeline
Core Migration
Full-volume OnBase extraction, metadata conversion, and Gallery-ready staging with continuous verification
Cutover
Delta sync for new documents, document-level reconciliation, audit trail delivery, and formal closeout
A Note on Epic Gallery Alignment
Our OnBase migration platform is designed to align with Epic's published export guidance and intended Gallery ingestion requirements as confirmed during discovery and testing. We work within documented interfaces and validate all output against expected formats before any production document movement. We do not claim Epic certification — we claim deep, practical experience producing Gallery-compatible exports.
Evaluating an OnBase to Epic Gallery Migration?
Whether you are scoping an OnBase to Gallery conversion, comparing migration vendors, or facing a deadline to decommission Hyland OnBase — we can walk you through our approach and how it applies to your specific document landscape.
Discuss Your OnBase Migration