Medical Archive Storage & Data Management
DataSpace is highly experienced in providing records management services to Private Independent Hospitals, General Practices, NHS Trusts and other Medical sector organisations. Ensure your healthcare and patient data is managed with the highest confidentiality, security and efficient secure access.
Medical Records Management Services
Archived medical file storage, including patient notes and GP notes
Patient note storage and scanning solutions
BS 10008 Legal Admissibility Scanning services
Service levels with quick turnaround timescales
Out of hours services available
Patient specific Confidentiality Agreements and NDA’s can be signed
All items retain a full audit history and chain of custody documented
ISO 27001 FileLive web portal for 24/7/365 transparency of records
Support with pro-active management of retention schedules
Medical Archive Storage
DataSpace archive storage facilities are the highest quality purpose-built facilities within the industry. The facilities were built inline with British Standards PD5454 recommendations and have the optimum environmental conditions for archive storage for paper records and media. The facilities do not only boast superb features for archival storage but is a secure access restricted site. The site is unbranded and situated in a low crime rated area.
We also are flexible with the way we store and can provide file level, box level and a hybrid level storage solution. Hybrid solutions are when items are stored at box level until you require to retrieve a file out of a box and at that stage the file is indexed and registered at file level.
GP & Patient Note Management
We offer flexible archive and scanning solutions to GP’S nationally. DataSpace’s GP Patient Note Management Solution incorporates secure storage of Lloyd George Envelopes and A4 patient Notes with physical and ‘scan on demand’ retrievals.
DataSpace UK Ltd have been providing secure offsite storage facilities to NHS Trusts and private medical organisations for over 17 years. Our experience has provided us with a great understanding of the complexities of Patient Record Storage. We can co-ordinate multiple departments, users and sites with differing document management and retrieval requirements.
Experience – We have vast experience in working within the medical sector and understand the challenges and constraints facing records managers dealing with healthcare documentation. We have successfully undertaken migrations of circa 100,000 archive boxes. Such migrations have included lift the lid projects, electronic meta data inventory consolidation projects and meta data capture projects.
Auditability – Full audit history of records and boxes held offsite with information on activity and movements updated in real time. Management Information and reports available via FileLive 24/7/365 for transparency of global and sub account volumes and activity.
Digitisation of your physical notes – in accordance with BS10008:2014 the standard for Legal Admissibility of electronic information
Quality – Not only are DataSpaces services tried and tested, we have all the required quality standards, we hold certifications as evidence of those quality processes and procedures. We also welcome due diligence checks and audits by our clients own Quality Teams and Auditors.
Space within your Practice – Storing your Patient Records much more effectively will give you room for providing new clinics.
Medical Archive Storage FAQs
Do you store Lloyd George records?
Lloyd George GP records are some of the most common medical records we store in our data centres, and we work with many medical practices to ensure the safe storage of medical notes for the duration of their retention periods.
What are the medical document retention periods?
Retention periods for medical documents depend on the type of document. GP records should be kept for 10 years following the death of the patient, whereas armed forces personnel and prisoner records should be kept indefinitely. If unsure, our team of experts will be happy to help ensure your records are correctly stored for the required retention periods.
How will my staff search for and find the documents they need?
Depending on the size of your practice, it may be worth considering an online document management system. FileLive allows users to securely manage physical, electronic or scanned documentation that is stored offsite at one of our professional archive facilities.
To find out more please call us today on 0800 028 8956, email firstname.lastname@example.org or fill in the form here.