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Table of Contents
The purpose of this policy is to provide guidance on the establishment and continuous maintenance of past, current, and future records of Digi-Care Hospital. The records and archives management committee will be constituted and given the role of overseeing this task. The committee will develop a record keeping framework that will be the basis of future record and archiving programs. Digital preservation system will serve the hospital with:
a) Fulfilling the Department of Health standards of practice in order to assure the authenticity, reliability and durability of hospital records (Weisinger, 2011).
b) Establishing a current record management framework.
c) Creating a culture of record accountability within the hospital staff.
d) Providing periodic schedules for retention and disposal of hospital records as well as forming of long-term record archives.
The hospital is at a relatively high risk because of the current dilapidated storage files for its records. Storing all the files in one room increases the process of wear and tear and also makes it extremely hard to retrieve records (Read & Ginn, 2015). The institution stores some records in compact disks with haphazard labeling on the data they store.
Maintaining a patient record system is very important not only for the hospital but also for the provision of accurate statistics of the community’s population (Srinivasan, 2008). Therefore, it should develop a records appraisal framework. Consequently, a modern archiving information system should be designed and deployed within the hospital. All records in files and compact disks should be extracted and stored in the record keeping system.
a) To develop a long-term and modern record keeping system. (Cox, 2009)
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b) To create a culture of records accountability within the hospital staff.
A records and archive management committee should suggest the guidelines on creation, retention, appraisal and disposal of hospital records within six months of commencing work.
The resources, needed to establish an alignment of the hospital’s resources with the records and archives management project, include: time and room for the administration’s meeting in order to discuss the project, appoint offices for the records and archives management committee and estimate the budget for the records and archives system establishing.
The financial commitments the hospital will have to meet are as follows:
The committee will include the following personnel:
Additionally, the following hospital staff will assist the committee with the appraisal process:
The records committee is tasked with assuring the quality of records. The following guidelines can be used to ensure quality:
There will be the enforcement of Department of Health records and archiving standards to ensure there is modern preservation metadata suitable for the hospital’s current records.
The Committee for Records and Archive management will be in charge of:
The committee will be required to design an effective training program for all hospital staff. The program will educate hospital staff on the need for accuracy of data being entered into hospital systems for the sake of accurate records.
The records and archiving policy will be evaluated and updated on an annual basis following its launch.
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