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1. Copyright © 2020 by Elsevier Inc. All Rights Reserved.
Business Record Storage
Chapter 8
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2. Copyright © 2020 by Elsevier Inc. All Rights Reserved.
Learning Objectives
Lesson 8.1: Business Record Storage
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 retrieval and 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.
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Storage of Business Records
(Slide 1 of 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
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Storage of Business Records
(Slide 2 of 2)
 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
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Basic Steps for Preparing for Filing
(Slide 1 of 3)
 Certain routines should be followed when
preparing materials for filing:
 Set aside some time each day or every few days to file
paper records
 Keep papers or records to be filed in a basket marked
“To be filed”
 File electronic records immediately in the appropriate
electronic folder
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Basic Steps for Preparing for Filing
(Slide 2 of 3)
 Inspecting
 Review each document to determine whether it is
something that must be filed
 Indexing
 Determine under which caption or name an item is
to be filed
 Do not name electronic files with characters or
words that do not identify subject of record
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Basic Steps for Preparing for Filing
(Slide 3 of 3)
 Coding
 Assign a code by giving the document a name
when saving it
 Sorting
 Records are arranged in the order in which they
are to be placed in file
 Storing
 Put any necessary paper documents in folders
and records in similarly organized file drawers
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Records Retention
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 Not cost effective to maintain unnecessary
records and filing cabinets
 When practice transitions from paper to
electronic charts, a decision must be made
regarding protocols for what records are to be
transferred
 As transition is completed, it may not be
practical to store paper records within
practice confines

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Classification of Filing Systems:
Selecting the Appropriate Filing System
 Alphabetical
 Geographical
 Numerical
 Subject
 Chronological
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Storage of Electronic Files
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 With more dental practices becoming
“paperless,” the need for secure, reliable
electronic storage has become crucial
 Data need to be encrypted or coded in a
secure way
 Electronic records/systems should also be
password protected
 It is highly recommended that at least two
backup processes be used for electronic data
 One maintained locally
 One independently maintained off-site

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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
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Equipment
(Slide 1 of 2)
 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
 Scanners come in variety of
shapes/sizes/speeds
 Lateral files
 Open-shelf unit
 Specialized file systems like rotary/Rolodex
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Equipment
(Slide 2 of 2)
 Consider fire-protection file or safe
 IT companies belonging to the Dental
Integrators Association adhere to a higher
standard of protection and encryption
 Series of hard drives are often used for safe,
thorough, and consistent backing up on a
regular basis
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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
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Questions?
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