Storage of Business Records

Elsevier items and derived items Copyright © 2016, 2011 by Mosby, Inc., an affiliate of Elsevier Inc. All rights reserved.
Storage of Business Records
Chapter 8
1

1. Define the key terms in this chapter.
2. Discuss the importance of records management, both paper and
electronic, and the benefit of keeping dental practice records
readily available.
3. Describe the basic steps for preparing records for filing and the
importance of cross-referencing, retrieval, and record retention.
4. Discuss the various classifications of filing systems including the
basic alphabetical indexing rules.
5. Discuss the storage and care of electronic files.
6. Discuss the equipment and storage supplies necessary for both
the “paperless” and paper storage of files.
7. Discuss the importance of managing workstation records
effectively and list several tips for successful records
management.
Lesson 8.1
2

 A variety of information generated in the
dental office must be stored
 The administrative assistant is responsible for
managing, maintaining, and storing both
paper and electronic forms of information
3

 A record is information stored on any medium
created or received by the office that is
evidence of its operations or that has value,
requiring its retention for a specific period
 The heart of any professional office is its
records management system
4

Preparing Records for Filing
 Paper records should be filed every 1 or 2
days
 Keep records to be filed in a basket labeled
To Be Filed
 File electronic records immediately
 Make backup copies of all electronic files as you
complete them
5

Preparing Records for Filing:
Basic Steps
 Coding
6

Basic Steps (Cont.)
 Sorting
 Arrange the records in a file
 Place papers within folders in file drawers
 Electronic files are sorted as you save the files in
the correct directory
 Storing
 Keep paper records in file drawers or boxes
 Electronic media, such as microfilm, should also
be kept in the correct place
7

Special Considerations
8
 Cross-referencing
 When a record normally stored in a specific
location has been stored elsewhere, some form of
cross-reference notation must be made to indicate
the new location of the record

Special Considerations
9
 Retrieval
 When a record is removed from a file and used in
a different location, a “charge-out” folder must be
used
• The charge-out folder has the name of the individual or
department that removed the folder and the date it was
removed

Records Retention
 Maintaining unnecessary records is not cost-
effective
 The dentist and administrative assistant
should collaborate to establish a records
retention schedule for various documents, in
accordance with state requirements
10

Classification of Filing Systems:
Selecting the Appropriate Filing System
 Alphabetical
 Geographical
 Numerical
 Subject
 Chronological
11

Electronic Files:
Storage
 With more dental practices becoming
“paperless,” the need for secure, reliable
electronic storage has become crucial
 It is highly recommended that at least two
backup processes be used for electronic data
 One maintained locally
 One independently maintained off-site
12

Electronic Files:
Care of Recordable Media
 Pay special attention to the storage of
recordable media to prevent damage and
loss of data
 Recordable media devices should be
protected from
 Dust
 Magnetic fields
 Extreme temperatures
 Liquids
 Vapors
13

Equipment: Vertical File
 All dental practices, even “paperless” offices,
need filing equipment
 Many practices use vertical filing cabinets,
which are available with one to five or more
drawers
14

Equipment: Open-Shelf Filing
16

Storage Supplies
 Filing supplies for paper storage may include:
 File guides
 File folders
 Folder labels
 Cross-reference sheets
18

Storage Supplies
 An off-site, online backup system is strongly
recommended for all electronic files
 The dental office likely will require some
supplies for electronic records management
19

Managing Workstation
Records Effectively
 The goal of workstation management is to
establish a system that allows for easy record
retrieval
 Successful retrieval means being able to find
a record or document when needed in a
minimal amount of time
20

Questions?
21

Storage of Business Records

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