Record Storage

Copying patient records is easy and inexpensive in
electronic form. It is essential that a physician be aware
of the number of copies of his or her records that are
created and ensure that only as many copies are maintained
as are required for system security. For example,
many physicians will rely on systems in which a central
server is used for storage. The physician must ensure
that the privacy of patient records will be adequately
protected whether the information is stored in premises
within the physician’s control or otherwise. Physicians
must discuss how records can be expunged or protected
by the service provider before entering into a contract
for the provision of the service. In order to protect
patient privacy, when the physician ceases to use that
storage system, he or she should ensure that no copy is
left with the server. If the information is stored on the
computer’s hard drive, the hard drive itself should
either be crushed or wiped clean with a commercial
disk wiping utility. Similarly, any back-up copies of
medical records should be destroyed when the original
records are destroyed.