Why Healthcare Practices Still Need Secure Records Storage

Many healthcare practices have made the switch to Electronic Health Records (EHR), and it’s easy to see why. Digital systems make accessing patient information faster and more efficient than ever. Still, it’s a common mistake to think that going digital means you can finally ditch all those paper files and storage boxes for good. In reality, physical records are still a necessary part of running a healthcare practice.

Even after you’ve gone digital, you can’t simply get rid of your old paper charts. Between legal requirements and the realities of day-to-day operations, maintaining physical documents is still a must. Here’s a closer look at why keeping up with your practice’s paper records should be at the top of your list.

E-Charting Isn’t the End of Paper

It’s easy to assume that once files are scanned and uploaded into your EHR system, the original paperwork is no longer needed. But that simply isn’t true for most healthcare providers. The mountain of paper records created before the transition doesn’t just disappear.

Why You Still Need to Store Old Files

For practices that have transitioned to EHR, there’s often a large volume of “legacy” or archival files. These are the records from years, or even decades, before the digital system was put in place. State and federal regulations, including HIPAA, dictate how long you need to keep these medical records. These retention periods can range from seven years to the lifetime of the patient, depending on the type of record.

This means that even if a patient’s information is now fully digital, you could be legally required to hold onto their old paper files for a specified time. Tossing them too soon can spell legal trouble or even hefty fines.

Built-In Backup for Your Practice

Digital systems are powerful, but they are not foolproof. Technology can fail. Servers can crash, cyberattacks can lock you out of your data, and natural disasters can disrupt power and internet access. In these situations, having physical copies of your most critical records can be a lifesaver for your practice.

Think of your physical records as a built-in disaster recovery plan. In emergencies or during downtime, these files help ensure patient care keeps running.

The Challenges of Managing Both Digital and Physical Records

Juggling EHR and stacks of paper records can get messy fast. Without a clear plan, it’s easy for things to spiral out of control.

Without a dedicated system, you risk:

• Wasted Space: Storing file boxes in offices, closets, or unused rooms takes up real estate your staff could use for patient care or business needs.
• Slow Retrieval: Finding a paper file in a mountain of boxes can waste time and frustrate your staff, not to mention delay services for your patients.
• Security Gaps: Storing sensitive patient records in an unsecured room or cabinet leaves you vulnerable to unauthorized access, theft, or damage from fire or water. On-site storage rarely meets the stringent security standards required by HIPAA.

Dealing with a hybrid records system on your own is no easy task. Partnering with a records management professional can take the weight off your shoulders.

Protecting Your Practice with Augusta Data Storage

Choosing the right partner to manage your physical records is a big decision. You need someone who understands the specific needs of a healthcare practice, from HIPAA compliance to disaster recovery.

Augusta Data Storage is here to make things easier for you. Our services are built to give your practice peace of mind and let your team focus on what’s most important: taking care of your patients.

Here’s how we can help:

• Secure, Climate-Controlled Storage: Our 100,000 sq. ft. facility is protected around the clock with security monitoring, controlled access, and modern fire suppression equipment. Everything is climate-controlled to protect paper from humidity, temperature swings, and deterioration.
• HIPAA Compliance: We are NAID-AAA certified and specialize in HIPAA-compliant storage and destruction. We maintain a secure chain of custody for all your records, from pickup to final disposal, so you can have confidence that your patient data is always protected.
• Disaster Recovery Planning: If something goes wrong, like natural disasters, fire, or a data breach, your records will be safe in our off-site location. Our facility is built to minimize risks so your practice can keep moving forward.
• Easy File Retrieval: When you need a record, just ask. Document barcoding and a professional courier team make it quick and simple to get files sent straight to your office.

Don’t let the hassle of managing paper records slow your practice down. Ready to find out how Augusta Data Storage can help you manage your healthcare records? Reach out to us today. We’re ready to make records storage one less thing for you to worry about.