Migration is modernization: Getting from legacy DMS platforms like OnBase to Epic Gallery

A changing DMS landscape and the single-ecosystem DMS solution

As healthcare digitized, DMS developed separately from the EHR. Health systems would tack siloed DMS systems like OnBase, Chartmaxx, Quanum, OpenText, M-Files, and Box onto their primary EHR system to store documents that didn’t have a home inside. Now, Epic Gallery is changing everything.

Gallery is bringing the DMS inside the EHR. This benefits health systems by:

• Eliminating operational fragmentation
• Unifying clinician and HIM workflows
• Providing a modern alternative to the increasingly cumbersome and expensive external DMS platforms

Since entering the scene, Gallery has set the standard for storing documents related to the EHR. If health systems haven’t already planned or completed their legacy DMS to Gallery migration in 2026, it’s likely on their roadmap for 2027 and beyond. For CIOs, migration isn’t a question of “if”, but “how.” They need a path to ensure a fast, clean exit from the legacy DMS and a seamless, organized arrival in Gallery.

Getting your documents out of the legacy DMS

Legacy DMS vendors are not incentivized to make data exits quick or seamless. If you’re extracting with your legacy vendor, you’ll be doing it on their timeline, with whatever resources they’re willing to dedicate to the project. Oftentimes, these resources will be offshore, focused on multiple projects, and kickoffs being delayed months to a year after the request is made. In the meantime, you’re still stuck paying for the system and its maintenance.

Once underway, if the project encounters delays, there will be an extended period of overlapping costs continuing to roll in from legacy DMS. For all these reasons, health systems are turning to specialized third party data migration vendors to get the job started sooner and finished more quickly. But finding an experienced vendor remains a real challenge for CIOs.

Since Epic Gallery migrations are still new, plenty of vendors are eager to cut their teeth on these projects, but few carry substantial hands-on experience. No CIO wants their migration to be the one a vendor learns on. That’s why health systems choose Quoris for their OnBase/legacy DMS to Gallery migrations.

When it comes to fast and reliable document extraction and conversion, Quoris’ FastLane program is the best of the best. Built by legacy DMS veterans and accredited Epic Gallery experts, FastLane has been accelerating successful Gallery migrations across hosted and on-prem environments since 2025. The program pairs expedited contract turnaround with zero kickoff queue and round-the-clock extraction for migrations that start sooner and move faster without sacrificing data quality.

Extraction and conversion with continuous reconciliation

Legacy DMS document inventories are full of data quality issues: missing index values, duplicate identifiers, orphaned records, misaligned retention tags. With an inexperienced migration partner at the helm, data quality issues stall migrations. FastLane is built to wade through messy legacy inventories and create clarity through conversion without stalling.

The secret is experience.

As the team works through large volumes of imperfect data, continuous reconciliation gives CIOs the confidence they need that the project isn’t only moving along, but the output is validated at every step of the way to ensure:

• Historical records are complete
• Metadata behaves correctly
• Retention continuity is preserved
• Access controls mirror policy

Meanwhile, non-clinical documents are set aside and ready for their migration destination. These do not have a home in Gallery, so generally move to a document storage archive like Garage (by Quoris), where they can be stored under flexible terms and accessed in context.

With an experienced migration partner, there should be no surprises at go-live.

Gallery migration is modernization

Bringing documents inside the EHR represents a major leap in operational and experiential modernization for health systems. By consolidating their systems, they’re shedding technical debt, strengthening their IAM posture, and priming their digital environment for modernization initiatives down the line. But that modernization only happens if the migration is performed with expert precision. A sub-par extraction and conversion presents substantial implementation risk for Gallery adopters, leading to issues like incomplete records, misaligned retention, or improper access controls.

The health systems that capture the value of bringing documents into the EHR are the ones that treat extraction and conversion with the same rigor as the destination platform itself; that’s the case for choosing a proven migration partner. With FastLane, health systems get a faster start, no surprises at go-live, and a clean break from the legacy DMS they’re trying to leave behind. For CIOs weighing their 2027 roadmap, the question isn’t whether to migrate to Gallery, it’s how to do it without losing time, data, or trust along the way, and that’s exactly what FastLane is built for.

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Get in the FastLane to Gallery

Quoris’ FastLane program is built to handle hosted and on-premise environments with equal speed and expertise. We accelerate time-to-start by expediting contract turnaround, then offer kick-off within two weeks of execution. Then, we work round-the-clock to extract and convert your data for Gallery.

Our US-based team pulls from decades of DMS and Epic experience to expertly navigate both hosted and on-premise legacy environments, across any DMS

What we support: Our FastLane team handles migration from OnBase, ChartMaxx, Quanum, OpenText, M-Files, Box, and other legacy document management platforms.

If Gallery is on your roadmap, we have done this before.