Medical Records Destruction Log

Keeping your medical records organized and documenting your secure records destruction is essential. Keeping a destruction log and a detailed record of the chain of custody are a great place to start. Learn more about how Augusta Data Storage can help with your document destruction needs. 

Destruction log

When handling medical records, it is imperative to keep everything organized. This includes the physical records and any records that have been archived, inactive, and shredded. The best way to keep track of records that have been archived, inactive, and shredded is by keeping a destruction log. A detailed log ensures you have all of the information in one place with consistent data about your records management processes. 

What to Include

Destruction logs should be kept permanently as proof of best practice in your records management processes, and to help protect your organization in the event of a breach or any mishandling in the chain of custody. The most common information to be kept in your destruction log include:

• Names
• Description of records general contents
• Media type
• Time of destruction (During normal business hours?)
• Date and method of destruction
• General patient information
• Inclusive dates covered
• Witness names and signatures

Certificates of Destruction

The destruction of medical records differs from normal document shredding because of the detailed confidential information that is kept in these records. The protection and destruction of health documents is regulated by HIPAA.  Failure to comply with these regulations can result in large financial penalties. This is why certificates of destruction are a must. A certificate of destruction is a document that includes all of the details of your destruction service confirming that your documents have been securely destroyed, how they were destroyed and the organization responsible for the destruction of your records. 

At the completion of your shredding service, Augusta Data Storage provides you with a certificate of destruction as a record of compliance. 

Secure Shredding 

Augusta Data Storage is NAID certified and offers many secure document shredding services. When you outsource your shredding to Augusta Data Storage your information is guaranteed to be shredded into irrecoverable pieces, our service processes follow regulatory compliance best practices, and your organization will have the convenience of a trusted, certified, third party handling your document destruction. 

To learn more about the secure destruction services we offer, read more here. 

Chain of Custody

When maintaining medical records, it is vital to maintain a tight chain of custody. In records management compliance, custody is defined as any time a person has physical possession or visual sight of a document. The chain of custody is a record of any time someone touches, looks at, or stores a document. Your custody logs should include any details about security, storage and retrieval of the specific records from the time they are created until they are securely destroyed and you have a certificate of destruction in hand.

Augusta Data Storage offers many records management options that can streamline your records management and destruction process. Secure storage, retention schedule management, and secure destruction all happen in one place, creating a tighter chain of custody. Our facility holds over 160,000 sq ft of secure storage pace with NARA compliant facilities and a climate-controlled media vault. We offer both digital and hard copy access to records stored in our facility. Read for more information about records management services and digital retrieval options. Here are some frequently asked questions about digital document services. 

Augusta Data Storage is here to help with all of your data destruction needs. Contact us today to learn more about our services and processes.