Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Chapter 8 Storage

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 2 The Paper Perspective  If a clinic sees 75 patients each day and is open just 5 days a week:  75 patients × 5 days = 375 records per week  375 records × 52 weeks = 19,500 records annually

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 3 Master Patient Index  Manual Master Patient Index  Computerized Master Patient Index  Retention of Master Patient Index

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 4 Filing  Electronic Files  Physical Files

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 5 Filing (cont.)  Identification of Physical Files  Alphabetical Filing  Unit Numbering  Serial Numbering  Serial-Unit Numbering  Family Unit Numbering

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 6 Filing (cont.)  Filing Methods  Alphabetical Filing  Straight Numerical Filing  Terminal-Digit Filing  Middle-Digit Filing

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 7 Filing (cont.)  Computer Indexing Indexing—a system to identify or name a file so that it can be located in an electronic system.

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 8 Filing (cont.)  Record Retention  Retention Policy  Facility Closure

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 9 Filing (cont.)  Filing Furniture  File Cabinets  Open Shelves  Compressible Shelves  Revolving File System

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 10 Filing (cont.)  File Rooms  OSHA requirements Exit aisle 5 feet Exit aisle 5 feet Aisle between filing units 3 feet Aisle between filing units 3 feet 18-inch clearance from top of filing equipment to ceiling 18-inch clearance from top of filing equipment to ceiling  File room design

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 11 Alternative Storage Methods  Microfilm  Microfilm Equipment  Document Imaging  Onsite Storage  Offsite Storage  Selection of Storage Method

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 12 Chart Locator Systems  Manual Systems  Computerized Systems

Elsevier items and derived items © 2007 by Saunders, an imprint of Elsevier Inc. Slide 13 Security of Health Information  Disaster Planning  Security from Fire  Security from Water Damage  Security from Theft or Tampering  Destruction of Health Information  Restoring Information Lost Inadvertently