Proper preparation is essential for a successful eCW data archiving project. At Two Point, we help healthcare organizations take the right steps from the beginning—ensuring a streamlined process, accurate data capture, and full compliance with retention requirements.

Here are a few important recommendations to help you get started:

1. Transition to Read-Only Access (If Not Migrating Data)

If your organization is archiving data without migrating to a new EHR, consider transitioning your eClinicalWorks system to read-only mode. This helps preserve system stability during the extraction process and prevents new, untracked changes from being introduced after the archive begins.

2. Select the Right Archival Strategy

Every healthcare organization has unique compliance, accessibility, and retention needs. During your discovery session with Two Point, our team will guide you through the available backup and archival options—so you can choose the solution that best fits your operational and regulatory requirements.

3. Lock and Finalize All Provider Encounters

Only locked encounters are eligible for extraction from eCW. Ensure that all providers complete and lock their progress notes before archiving begins. This step is critical for preserving a complete and accurate clinical record.

4. Provision Technical Infrastructure

To support the data extraction, conversion, and archival process, your organization will need to provision the following infrastructure:

• A Windows virtual server to host the conversion and archive tools
  
  
• A database server (MySQL or SQL Server) for storing and managing archived data
  
  
• A web server to deliver secure access to archived records (this can be hosted separately from the database)
  
  

Additionally, determine whether your organization requires Active Directory or LDAP integration for user authentication. Two Point’s archive solution is compatible with both for secure, role-based access control.