Option 1: Keep GP running read-only
The default plan is to leave the old server on, stop posting, and use it for occasional lookups. Include SQL Server, Windows, GP licensing or use rights, the VM, backups, security controls and admin time in the cost. Microsoft plans to end GP security updates on 30 April 2031; older versions can have earlier lifecycle dates. Review subscription and SPLA rights against the actual customer agreement. Details are in the read-only GP guide.
Option 2: Keep a SQL backup
A backup is inexpensive to store and valuable as a source artifact. Using it requires a compatible SQL Server, a tested restore process and someone who understands GP tables such as RM20101 and RM30101. It does not give a controller or auditor a self-service search and document interface.
Option 3: A CSV extraction service
A consultant can deliver selected tables or entities as CSV. Ask whether the quote includes discovery, all companies, custom tables, reconciliation, manifests and support for future questions. CSV files remain portable, but relationships, indexes, types and a query interface need to be supplied separately.
Option 4: Hosted subscription history tools
A hosted service can reduce local infrastructure and give users a managed interface. Compare the recurring price, setup work, export rights, identity controls, data location, termination process, and what remains accessible after cancellation. The answer varies by provider and contract.
Option 5: Enterprise archive platforms (AvenDATA, Archon)
Enterprise information-lifecycle platforms can handle many applications, retention policies and legal controls. They may suit a large company retiring several systems, but often cost more than a smaller company needs for one GP environment.
Option 6: A purpose-built archive
Extract the agreed GP history once into a searchable archive, then use it without keeping the GP and SQL servers running. ERPDataArchive costs $2,495–4,995 depending on company count and module scope. Staff use the included reader, and analysts can connect Excel, Power BI or Python. Opening an existing archive does not expire.
When GP is still the better tool
While GP is running, SmartList remains a good tool for many live operational lists. A history strategy answers a different question: how users will search and export the same records after GP is retired. For a five-year comparison, see GP data archive cost.