The clock is ticking. SAP has set a firm deadline: by 2027, support for legacy ERP systems will end. For many organizations still running ECC or R3, this timeline creates an urgent need to migrate to S/4HANA. While most discussions center around the technical aspects of this migration—database changes, compatibility, system downtime—there’s a critical element that often goes overlooked: data archiving and document management. 

Uncovering the hidden challenge 

Recently, I’ve been speaking with organizations that are facing a surprise hurdle. In the midst of planning their S/4HANA migration, they discover that the new database structure significantly impacts storage costs, particularly when it comes to historical data and document management. One CFO mentioned they had no idea how expensive it would be to store nearly a decade’s worth of files in S/4HANA’s in-memory database. That revelation quickly turned what was meant to be a smooth migration into a budget and timeline concern. 

This isn’t just a small hiccup. When you consider the sheer volume of documents—purchase orders, invoices, contracts, compliance records, and more—the costs can escalate rapidly. And because S/4HANA is a next-generation platform, it’s not just about the cost of memory; it’s about maintaining peak performance without bloat from old or unnecessary data. 

The challenge is real, but so is the solution 

What makes this situation particularly interesting is that while the challenge is significant, the solution is straightforward—though often not well understood. Most organizations assume they should simply shift their existing data and document management approach over to S/4HANA. But this mindset can lock them into higher storage costs and an inefficient workflow. 

The better way forward? Recognize that S/4HANA migration presents an opportunity to rethink how you handle document management, data archiving, and business process integration. 

Rather than dragging every historical data and documents into your new S/4 system, you can adopt a more strategic archiving solution that stores less frequently accessed documents in a secure repository. This approach dramatically lowers storage expenses while still ensuring immediate access to critical content when needed. 

The role of OpenText Content Management (Extended ECM) 

For many organizations, this mandatory migration opens the door to a more strategic solution: integrating OpenText Content Management (Extended ECM) with SAP S/4HANA. By leveraging an external ECM platform, you can archive data and documents efficiently while keeping them just a click away within your SAP interface. 

This approach effectively separates what needs to reside in high-performance S/4HANA storage from what can be cost-effectively managed in a robust, scalable external archive. Ultimately, you’re avoiding the pitfalls of paying for expensive in-memory database capacity while still maintaining the integrity and accessibility of your documents. 

A practical approach to transformation 

Through our work with various organizations, we’ve developed a professional service package specifically designed to address this challenge, guided by ECM best practices. What sets this approach apart is its focus on rapid requirements gathering and practical demonstration of capabilities. 

We’ve learned that teams often struggle not with the technology itself, but with finding the time to learn and implement new systems while juggling daily responsibilities. Our methodology addresses this by: 

1. Quickly identifying and documenting essential requirements 
   
2. Demonstrating real-world capabilities to stakeholders so they can see how archived documents will be accessed within SAP 
   
3. Providing a clear path for data archiving, document migration, and integrations, ensuring all content ends up in the right place 
   
4. Guaranteeing seamless access to historical data and documents via the familiar SAP interfaces 
   

With this plan in place, you don’t have to choose between controlling costs and providing easy document access—you get both.

The results speak for themselves 

What many view as a mandatory, headache-inducing migration can actually become a strategic advantage. Organizations adopting this solution see: 

• Reduced storage costs in their S/4HANA environment 
  

• Improved document accessibility across departments 
  

• Streamlined business processes through better integration 
  

• Enhanced user adoption due to familiar interfaces and intuitive workflows 
  

Instead of overpaying for storage and fumbling with outdated document systems, businesses gain a modern, cost-effective approach that scales with them. 

The path forward 

With the 2027 deadline looming, the question isn’t if you should migrate to S/4HANA, but how to do it in a way that creates lasting value. Don’t let document management be an afterthought. Instead, place it at the heart of your migration strategy. Properly archiving historical data, integrating a robust ECM solution, and ensuring seamless accessibility can transform your S/4HANA migration into an opportunity for business innovation. 

After all, that’s what true digital transformation is about: not just upgrading systems, but rethinking how we work. 

Would you like to learn more about how we can support your S/4HANA migration journey? Let’s connect and explore how we can help you navigate this transformation successfully—minimizing costs, maximizing efficiency, and setting you up for the future.