Written by Janette George
Janette joined Crown Records Management in 2022 as an Account Manager and has 7 years of industry experience. She has a large section of NHS Customers and is passionate about guiding customers towards the digitisation of their medical records and improving efficiency helping to save our much loved NHS time and money.
In the modern healthcare landscape, managing digital information efficiently is crucial. Many organisations face common challenges in this area, such as the need to free up physical space, access subject access requests, manage non-categorised files, and ensure compliance with data regulations.
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If you’re looking to digitise your records but are concerned about the costs, or if you have a lot of uncategorised files and records, you’re not alone. Here’s a detailed guide to help you optimise your digital information management.
Typical Problems and Challenges
1. Need To Free Up Space
Healthcare facilities often struggle with limited physical storage. As records accumulate, freeing up space becomes a necessity. Physical storage not only occupies valuable real estate but also increases the risk of damage or loss. Digitising records helps free up this space, allowing it to be used for more critical functions.
2. Accessing Subject Access Requests
Handling subject access requests efficiently is vital for compliance and patient satisfaction. When records are not digitised, locating specific documents can be time-consuming and labour-intensive. Digitised records, on the other hand, can be searched and retrieved quickly, ensuring timely responses to requests.
3. Non-Categorised Files
Uncategorised files can lead to inefficiencies and difficulties in retrieving specific documents when needed. This disorganisation can cause delays and errors, impacting patient care and administrative efficiency. Categorising and indexing files as they are digitised ensures that they can be easily found and accessed.
4. Non-Compliance With Data Regulations
Ensuring compliance with data regulations, such as GDPR, is mandatory. Non-compliance can result in significant penalties and damage to reputation. Digitised records with proper access controls and audit trails help maintain regulatory compliance by ensuring data is secure and accessible only to authorised personnel.
5. Digitising Records For Ease Of Access
Many healthcare organisations recognise the need to digitise records but worry about the cost and complexity of the process. Digitising records not only improves access but also enhances data security and compliance. The long-term benefits of digitisation, such as reduced physical storage costs and improved operational efficiency, often outweigh the initial investment. Find out how Crown were able to improve the efficiency at the Lindo Wing by digitising 20 years’ worth of medical records.
6. Retention Policy
Having a clear retention policy is crucial to manage the lifecycle of documents, ensuring timely destruction and compliance. A well-defined retention policy helps determine which documents need to be retained, for how long, and when they should be securely destroyed. This helps in maintaining an organised and compliant records management system.
7. Concerns About Cost
The expense of digitising current files and records is a common concern. However, the long-term benefits, such as reduced storage costs, improved efficiency, and better compliance, often outweigh the initial digitisation costs. Evaluating the cost-benefit ratio is essential for making informed decisions.
8. Managing Large Volumes Of Unorganised Records
Organising and digitising a large volume of uncategorised records can seem daunting. Implementing a systematic approach to categorise and digitise records in phases can make the process manageable. Starting with the most critical records and gradually digitising the rest ensures that the task is not overwhelming.
9. Efficient Information Organisation
If you’ve started digitising, ensuring that information is well-organised and easy to retrieve is crucial. Many organisations mistakenly think storing files in platforms like Teams or SharePoint is sufficient, but this often leads to difficulties in locating and managing version control. Implementing a robust document management system with proper indexing and search capabilities ensures that digitised records are easily accessible.
Effective Solutions
Strategic Digitisation
While digitising everything might seem ideal, it’s expensive. Focus on essential documents:
- Identify critical files to digitise first. Prioritise documents that are accessed frequently or are legally required to be retained.
- Apply a rule of thumb: if you need to keep something for 5+ years, it’s more cost-effective to scan and digitise it. This helps in managing long-term records efficiently.
Pilot Projects
Test your approach by scanning a small sample of records:
- Take 10 boxes, scan them, and analyse the contents. This helps in understanding the type of documents you have and the resources needed for digitisation.
- Identify double-sided documents, which may impact costs. Knowing the details helps in budgeting and planning the digitisation process.
Scan on Demand
Scanning documents as needed is quicker, cheaper, and more sustainable than retrieving physical records:
- Hosted in the cloud for easy, secure access. Benefits of cloud storage includes ensuring that documents are accessible from anywhere and protected from physical damage.
- Ensures GDPR compliance and legal binding (images can be used in court). Digital records with proper audit trails are legally recognized and compliant with data regulations.
Organising Scanned Information
Once digitised, ensure documents are easy to retrieve:
- Designate departments for specific types of information. Assigning responsibility helps in organising and managing records efficiently.
- Use a portal that supports multi-location access (e.g. staff in different offices, or remote workers). A centralised portal ensures that information is accessible to authorised personnel regardless of their location.
Compliance and Retention Policies
Regularly review your compliance practices:
- Establish destruction dates and know the contents of your box files. Properly scheduled destruction dates help in managing the document lifecycle and
ensuring compliance. - Implement retention policies (e.g., 7 years for financial records, 20 years for patient records). Clear retention policies help in maintaining compliance and reducing unnecessary storage.
Workflow Solutions
Implementing effective workflows ensures cost-efficiency and security:
- Set access controls to restrict information to authorised personnel. This ensures that sensitive information is protected and only accessible to those who need it.
- Share documents quickly and securely. Digital workflows streamline the sharing
process, reducing delays and improving collaboration. - Use Crown Record Management’s range of keyword-based retrieval platforms, ensuring your latest version is accessible. Robust document management systems prevent version control issues and ensure that users access the most current information.
Conclusion
Optimising digital information management in the healthcare sector is essential for efficiency, compliance, and cost savings. By strategically digitising, organising information effectively, and implementing robust workflows, healthcare organisations can overcome typical challenges and ensure their records are easily accessible and securely managed. Embrace the digital transformation for a more streamlined and compliant future.
To help with your digitised information management needs contact our experts at Crown Records Management for a free expert consultation to talk through your specific needs and requirements.
