Why Precision Matters in eCW Data Archiving (And How to Get It Right)

As healthcare organizations transition from legacy systems like eClinicalWorks, the task of securely archiving and accessing historical data becomes essential—not just technically, but also from a compliance, financial, and clinical standpoint. But eCW is not a generic EMR; it has unique complexities that make precision indispensable.

At Two Point, we’ve spent over a decade working exclusively with eCW data—with deep experience navigating its advanced structures, custom configurations, and integration challenges. Our commitment to accuracy ensures archived data remains complete, searchable, and legally defensible.

1. Understanding eCW’s Technical Complexity

eClinicalWorks is a sophisticated platform, with highly customizable workflows, encrypted progress notes, and incomplete  reporting outputs that distinguish it from standard EMRs.

• Encrypted and Web-Trapped Data:
  Many eCW clients encounter encrypted progress notes and intricate database storage models that complicate extraction. Without precise processes, exported data can end up unusable or incomplete.

   

• Custom Configurations & Legacy Taxonomies:
  Over years of use, practices often layer custom fields, forms, and templates on top of eCW’s core tables—making straightforward data export brittle and error-prone.

   

• Data Transfer Option Limitations:
  eCW transfer options tend to either export only subsets of patient information in a hard-to-integrate format or full database backups which leave all the work on the recipient to untangle and restructure, —posing significant challenges for downstream analysis or archiving.

   

Failing to address these nuances can result in data gaps that are costly, time-consuming, and non-compliant to reconcile.

2. Compliance and Legal Imperatives

Medical records don’t just support patient care—they serve as legal artifacts.

• Retrospective Audit Requirements:
  Healthcare payers, legal litigators, and regulatory bodies (e.g., Medicare, HHS) may require documentation decades after an encounter. Missing attachments, encounter notes, or lab orders and results create risk exposure. EMR archiving must preserve full data integrity—including audit trails.

   

• HIPAA Standards:
  eCW data includes Protected Health Information (PHI), which demands encryption, access logging, and secure retention. Every archive must be designed to meet HIPAA’s Administrative, Physical, and Technical Safeguards to avoid breach penalties.

   

Two Point’s ACERT HIT Archive retains encrypted, searchable data with full audit logs—safeguarding compliance and audit-readiness.

3. The Hidden Costs of Legacy System Maintenance

Why not simply keep eCW running? While natural, that decision often hides significant risks.

• High Operating Costs:
  Legacy systems require continued software and hardware support. Industry data shows these maintenance fees can cost thousands per full-time equivalent each year.

   

• Potential Vulnerabilities:
  Unpatched legacy systems, including eCW, can harbor critical security flaws, especially as support dwindles. Prolonged use increases breach risk and liability.

   

• Personnel and Skill Attrition:
  Expertise in legacy systems disappears as staff change roles or retire. This can be both clinically and technologically. Without dedicated support, continuity of access becomes fragile.

Archiving removes these burdens—while keeping data accessible and secure.

4. Third-Party Archives: What to Look For

Not all solutions labeled “archive” are created equal. Many vendors miss key aspects, introducing unseen risk.

• Data Extraction Depth:
  Some vendors only capture tables or selected fields, failing to export attachments, lab results, imaging, or financial data. ACERT is designed to handle encrypted progress notes and nested records precisely.

   

• Structuring for Search & Access:
  A usable archive isn’t just storage—it’s about enabling access. ACERT provides encounter, patient, and provider search tools. Plus, role-based access means users only see what’s permitted.

   

• Governance and Project Oversight:
  Data archiving lives at the center of clinical, IT, compliance, legal, and vendor coordination. Success requires strong project management, clear roles, timelines, and stakeholder alignment.

   

5. Best Practices for eCW Archiving

Based on years of successful eCW archive projects, here’s a roadmap to doing it right:

a. Comprehensive Data Discovery

Start with discovery and mapping. Understand all tables, attachments, and encryption layers. Engage with your archive partner early to map custom fields and legacy taxonomy.

b. Export, Verify, Repeat

Extract data in phases, validating completeness each time. Rely on scripts and supporting cross-validation examples to cross-check export totals against the live system.

c. Pre-Plan Audit & Legal Retention

Define retention timeframes (often 7–10 years), data scoping needs, and legal triggers ahead of time. ACERT supports integrated audit logging.

d. Coordinate with Your New EHR Team

Start conversations early so legacy and new system timelines align. Two Point acts as a liaison—coordinating data hand-offs and timelines with vendors to avoid disruption.

e. Rigorous Testing

Deploy a test archive, verify date accuracy, attachments, encounter completeness, and searchability. Include clinical and financial stakeholders to sign off before going live.

f. Educate Stakeholders

Train staff, convey how to access archived records, search filters, and request retrieval procedures. Provide documentation as part of an ongoing support plan.

6. Two Point’s ACERT Advantage

Two Point isn’t just another vendor. Our methodology is built around precision, compliance, and cross-functional collaboration.

• 10+ Years of eCW Mastery:
  Working hands-on with hundreds of eCW systems, we’ve developed a refined approach—handling encrypted notes, imputing unfinalized encounters, and maintaining data fidelity.

   

• Secure, Audit-Ready Architecture:
  ACERT stores PHI in encrypted form, with full access logs and role-based permissions. You get searchable, structured data without hosting an insecure legacy system.

   

• Project-First Consultancy:
  We become part of your team—coordinating IT, compliance, and vendor partners to adhere to timelines, budgets, and risk frameworks.

   

• Transparent Cost Savings:
  Most clients retire their eCW system and eliminate costly maintenance overhead—often saving six- to seven-figure amounts over time.

   

7. Real-World Impact

Client Spotlight:
A Mid-Atlantic ambulatory network partnered with us to archive over a decade of eCW data. Not only did they maintain full HIPAA compliance—they also realized $120K in annual savings. The archive went live in under 90 days—with no downtime to patient care or billing.

This direct experience demonstrates how precision planning, technical rigor, and stakeholder management translate into measurable results.

Conclusion

Decommissioning eCW isn’t a checkbox—it’s a strategic decision with clinical, legal, and financial implications. Precision matters at every stage: data extraction, project coordination, and archive deployment.

With a well-designed archive like ACERT HIT—built precisely for eCW—you get clean, accessible legacy data without burdening your organization with old infrastructure.

Next Steps

If you’re preparing to retire your eClinicalWorks system, let’s talk. We’d be happy to walk through:

1. Your current data retention needs
2. Technical specifics of your eCW deployment
3. A high-level timeline and cost estimate