Ten reasons to archive data from the patient’s medical records

Electronic record keeping made significant improvements over paper records for storage and access to health records. Ease of use and low storage costs are among the most obvious and paved way for these records to be maintained in a DATA archive.

Storing electronic records is easier, retrieving records takes less time and costs less. However, in the practical use of creating and using electronic health records, the ways in which they can be used and abused have increased many times.

In this article, I will identify and discuss the ten most important points to consider before making a business decision to implement an ARCHIVE of electronic health records.

– Quality of patient care

– Referring provider

– Mandate retention

– Security, HIPAA and PHI

– Profitability through cost reduction

– Disaster Recovery

– scalable solution

– Interoperable

– Legal requests

– Seller neutral solutions

First Quality of patient care

Patient care is always the first consideration. Quality care is most important, timely care is a close second. A DATA ARCHIVE will accurately preserve all your health data records for easy, instant access, providing you with a great platform for patient diagnosis and treatment.

2nd Referring provider

Using a DATA Archive, you can export a patient’s card record in electronic or printed form and deliver it to another provider or patient. The data is organized by type, ie. All medications are seamlessly listed together in date order.

A couple of years ago, my son-in-law requested a copy of his medical records. He is an RN with fifteen years of nursing experience. After receiving his records, this was his comment. “In 2006, we received a copy of my medical records, and it was clear that staff without medical background had performed the copying. The information was out of order and largely irrelevant.”

Third mandate Storage

Yes, practitioners are under federal and state mandates to keep patient examination records. These mandates are likely to change in favor of longer terms. Some practitioners are already choosing lifetime retention, not because it is required, but because it removes this concern from the table.

A DATA ARCHIVE gives full control over the storage of electronic health records. The database is not vendor dependent. Keep it as long as you want.

4th Security, HIPAA and PHI

ARCHIVED records can be delivered on a removable hard disk encrypted to meet current HIPPA standards. It fits in with your existing security requirements. Its use and security controls are completely controlled by you.

5th Profitability through cost reduction

You cannot stay in practice unless you are profitable enough. As you well know, what you can charge for medical services remains limited and even pushed down. On the bright side, saving money on the spending box will always improve your bottom line.

Using a DATA Archive preserves the investment to get patient charts into an electronic format. There is a one-time cost to get records for a DATA ARCHIVE. There is no ongoing cost for maintaining or using DATA ARCHIVE

6th Disaster Recovery

The encrypted hard disk on which the archived data will be delivered can be stored offsite as part of a Disaster Recovery program. Alternatively, the program and data can be copied and saved as needed. The program requires a Windows operating system and a current version of Microsoft Access. No problem there.

7th scalable

Many clinics today are growing by merging with or buying from another medical facility. The amount of data stored for each patient has also increased dramatically as we have moved from paper to electronic health records. A DATA ARCHIVE is a good choice to manage your data regardless of their size.

8th interoperable

Electronic health records stored in a DATA archive can be exported individually or in groups in PDF format complete with a directory that indexes all records.

9th Legal Requests

It is necessary to be prepared for litigation against you and / or where your patient may be involved. Registrations exported from a DATA ARCHIVE are logically organized for use by legal entities.

10th Neutral supplier

Today, your data is subject to vendor-specific software. It is stored and maintained in their highly structured database and is under the control of complex programs that link it together and provide access through a wide range of overlapping queries. A DATA ARCHIVE is the supplier’s agnostic acceptance of all suppliers. Information can be accepted from any PM or EHR system. the query program maintains current, inactive and legacy data for easy and instant access.


It is common knowledge that managing complex EMR functionality is a challenge and requires significant and ongoing investment beyond the initial purchase and installation of an EMR, whether it is a new system, an upgrade or a replacement.

A DATA ARCHIVE will reduce the level of complexity, lower one-off and ongoing costs, provide for growth and mergers, and fit well into security and disaster recovery procedures.