Managing Inmate Paper Medical Records

 

March 18, 2020

  1. Assess your current storage situation.

Consider how you currently store files and identify the strengths and weaknesses of your filing system, not only as they relate to HIPAA but also as they relate to your daily needs for access, organization, and space. Identify where your system falls short, and be sure to address these issues when selecting your new system. Don’t forget to account for your current volume of records as well as plan for future growth in volume.

  1. Evaluate your storage environment.

Where your records are stored may require your storage solution to have special features to protect your records. Environmental conditions such as heat and humidity are important factors that can affect document integrity over the long term. Also, make note of any important architectural features in your storage space. These can include low-hanging sprinkler systems, HVAC ductwork, or architectural details that will impact the fit of your storage system. A reputable storage supplier will also note these items and work with you to create a storage plan to address them.

  1. Define the level of security you’ll need.

Acceptable levels of HIPAA security include mechanical keys, ID swipes, and keypad access. Defining your security needs should also include the number of people who will require access as well as any requirements you have for controlling access, e.g. limiting access to specific areas, master keys/access, etc. Security can be managed in a variety of ways and across a variety of storage systems from high-density mobile systems with standalone security to shelving systems with lockable doors, so you will have plenty of options.

  1. Get help from a storage expert.

To be confident you’re choosing a storage system that complies with HIPAA standards and fits your space and budget, talk to an established storage expert that understands HIPAA and the unique demands of storing sensitive medical records. Your storage expert should also support you throughout the defining, designing, and installing process with onsite consultations, drawings, and any other documentation you may need. An expert will also provide a lifetime warranty, which is your guarantee your storage system will last.

Download our HIPAA Tip Sheet here.

Click below to see all posts related to that topic

SHARE THIS

DAT-Blogs-StackofPaper-500x500

Talk to an expert.

RELATED POSTS

High-Density Storage Saves the Day and Buys a Few Extra Golf Carts.

A new maintenance building being built to house golf carts and bags of club members prompted Ligonier Country Club to assess its storage capacity. Traditional stationary shelving seemed the obvious solution until John Klinchock, PGA Golf Pro, discovered Datum’s MobileTrak high-density storage systems. “We planned to store the clubs on stationary shelving,” said Klinchock, “but…

Read more

Military Storage Installation for Kentucky Air National Guard

The Kentucky Air National Guard needed to expand their storage area where they house aircraft survival equipment. The end goal was to consolidate space so that additional training supplies could be stored, to include Pelican storage cases, response gear, parachutes, ML-4 survival kits, and more.

Read more

MobileTrak: the Perfect Solution for Bulk Inventory.

When faced with moving the company's bulk inventory storage to a much smaller area in Doral, Florida, Carisam Ltd. had to find a way to maximize the available space.

Read more