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Time Is Running Out: Why It’s Critical to Archive Your Exscribe Data Now

As the clock ticks on your legacy EHR system, your organization risks losing access to critical patient records, running afoul of retention mandates, and being unprepared for upcoming vendor divestments. If you’re still running Exscribe EHR (or have recently used it) and you haven’t yet set up a live archive, now is the time to act.

The Situation Facing Many Exscribe Users

  • Exscribe has long served orthopedic and specialty practices, but the outlook is changing: the vendor’s roadmap increasingly points to sunsetting, migration, and consolidation.

  • When a vendor ends an EHR product or shifts clients into a different platform, organizations often receive limited and non-ideal data export formats (e.g., MSSQL database + PDF/CSV bundles) rather than fully discrete, clinically-granular data.

  • Without an archive in place, your organization may be left with static documents, limited searchability, and no practical way to load historical data into a new system.

Why Waiting Puts You at Risk

  1. Access Risk – If the legacy system is shut down or support is withdrawn, retrieving historical records may become costly, time-consuming or impossible.

  2. Compliance Risk – Retention mandates (e.g., seven years of patient data) still apply regardless of platform changes. Failing to have a compliant archive could expose your organization to audit or legal exposure.

  3. Migration Readiness Risk – When you later want to move into a new system (e.g., Epic EHR or another major platform), you’ll need discrete data exports. Ask your vendor if they can assist with this process.

  4. Budget & Timeline Risk – The longer you wait, the fewer vendor options may be available, and the work may become more complex (and expensive) as your legacy system ages.

Why Exscribe Users Can Move Quickly

  • In many successful archives for Exscribe clients we’ve seen the export format (MSSQL + PDF/CSV) is already compatible with modern archive platforms, so minimal custom mapping is required.

  • At Two Point, our prior Exscribe archive engagements allowed us to deploy quickly from export receipt to a live archive solution.

The combination of early planning, streamlined ingestion, and proven workflow means you can check this off your list before year-end deadlines.

How to Get Started – A Clear Three-Step Path

Step 1: Confirm Your Export Timeline
 – Verify with your Exscribe vendor or acquiring entity when the “sunset” or divest date is set.
 – Ask what format the data export will be: the typical package includes MSSQL database + “Patient Medical Record” PDFs + CSV indexes.
 – Identify which discrete data fields (e.g., demographics, insurance) will be included and which will remain embedded in PDF format only.

Step 2: Engage an Archive Partner Immediately
 – Choose a partner experienced with Exscribe archives and legacy EHR vendor transitions — one that can ingest mixed formats and deliver a live, searchable archive environment.
 – Ensure the solution meets HIPAA, HITECH, and any state-specific retention regulations.
 – Ask about timeline, implementation framework, and accessibility (web portal, role-based access, audit logs).

Step 3: Plan for  Access
 – Validate retention strategy: how long you’ll keep data, how you’ll access it, and how you’ll handle decommissioning the legacy system.
 – Define sign-off criteria: when will the archive be audited/validated and how will you manage post-archive support.

Why Two Point Is the Right Choice

At Two Point, we specialize exclusively in healthcare data conversion, migration and archiving.

  • We’ve completed multiple Exscribe archive projects and understand the typical export profile, possible pitfalls and accelerated workflows.

  • Our archive solution supports live access, secure storage, and compliance retention — so you maintain search, retrieval and audit capabilities even post-EHR sunset.

  • We move fast: from data receipt to live archive access in a short timeframe, enabling organizations to focus on clinical operations rather than data risk.

  • We partner with you for future state readiness: whether you stay on the archive, migrate data into a new system, or simply need ongoing access, we provide clarity and support.

Take Action Today

Don’t let your legacy Exscribe data become a liability. If you’ve delayed archiving your Exscribe EHR environment, now is the moment to act. Reach out to our team at Two Point and we’ll walk you through the scope, timeline, and deliverables — so you can secure your historical patient data, meet retention obligations, and prepare for the next phase of your EHR journey.

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