Posts Tagged ‘filing solutions’

How to Use End Digit or Terminal Digit Filing to Benefit your Organization’s Management of Records

Managing Productivity Problems in Alphabetical and Straight Numeric File Systems

heathcare record organization with end terminal digit filingIf you’ve been using an alphabetical or a straight numeric filing system to organize your medical charts or company’s records, you may want to consider the benefits of terminal digit filing or end digit filing. To determine if end digit or terminal digit filing can benefit your organization, ask yourself if you can identify with any of the following statements.

    1. Do you experience misfiles in your alphabetical filing system due to clerks filing names incorrectly or have to constantly train staff on how to file alphabetically?
    2. Do you have a difficult time evenly and equally distributing the workload to your file clerks for productivity?
    3. Do you need to backshift files periodically to make room in your file shelving after purging records?

    Problems with Alphabetical Filing Systems

    You would think alphabetical filing would be easy to set up and manage, but alphabetical filing systems can be very difficult to maintain.  Some of the problems with alphabetical filing systems are:manaage medical charts with terminal digit filing
    • Difficulty in managing where file growth will occur in your filing system resulting in periodic reorganizing and shifting of files to make room for file growth.
    • Misfiled information due to confusion in how to file certain names

    Below are some alphabetical filing situations that can cause confusion and hamper the productivity of your records management:

    • When a file name includes two surnames – the mother’s and father’s last names – rather than a first, middle, and last name
    • If several files have the same name (such as Tom Jones or Mary Smith)
    • Determining if Mc names come before or after Mac names
    • Patients who go by their middle name instead of their first name or patients with hyphenated names

    Problems with Straight Numeric Filing Systems

    organize medical records and files with an end digit filing systemsStraight numeric filing systems identify each patient with a unique number, eliminating any confusion about which file or patient chart you are looking with an alphabetical filing system.  The main problem with a straight numeric filing system is distribution the workload evenly and equally among your staff and reorganizing and shifting files after purging records.  Also, with any numeric filing system you need a cross reference database to connect the patient or company name to the file number.

    Benefits of Terminal Digit Filing and End Digit Filing

    Terminal digit filing, or end digit filing, makes more sense for managing large quantities of records.  Terminal digit and end digit filing allows files to expand at a controlled rate, eliminating the need to shift files after purging older records.  Depending on how you set up your terminal digit filing system, the last two, three, or four digits of the file number are treated as a single number. Since all numbers in the file are sorted by their ending digits, equal sections can be set up in your file shelving containing the same number of folders, so work can be divided up evenly amongst your file staff.  Terminal digit filing does not change the numeric file labels, it just reorganizes the files in such a way that allows you to better manage your filing system.

    If you are considering the advantages of converting to a terminal digit or end digit filing system, call us today at 1-800-803-1083 or contact us, and one of our records management experts will call you to discuss your filing requirements.

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    Planning Tips For Document Imaging Solutions

    document imaging records management file system gsa scanning armaWhen to Use Document Imaging

    Document imaging can be a powerful tool but is only a small piece of a records information management (RIM) system.  Using document imaging solely for the purpose of solving  problems is not practical.  The most efficient and logical use of document imaging is for documents that have a high retrieval rate by multiple users, especially in remote areas.  Making sure your application is right for document imaging is the first step in the process.

    Planning to Image Documents

    There are a few basic questions that should be asked (answered) before investigating the implementation of an imaging system:

    • What documents do you want to image?
    • What is the retrieval rate of these documents (how often are they accessed?)
    • How many people access these documents?
    • What do you see as the benefits of having these documents available electronically?

    More often than not, if the answers to the first three questions are sufficient,  determine if further investigation is sensible.  However, the fourth question is vital in in starting to address the return on investment question that will undoubtedly come next.

    document management file transfer storage solutions gsa arma file scanning imagingSolid Solutions for Document Imaging

    If having certain documents available electronically aids in the level of customer service, then you could well be on your way to implementing an imaging system.  If, however, many of the benefits include issues such as “no more lost or mis-filed items”, then you are probably attempting to drink soup with a fork!

    When used specifically to address issues of retrieval and multiple accesses, document imaging  is  a solid solution.  There are also times when certain documents are included in the imaging process as a convenience to upper management.  This can be a valid solution for  VP’s who have a heavy travel schedule and the need for vital documents on a regular basis.  It also provides security for original vital documents without sacrificing access to the information these documents contain.

    planning electronic recordkeeping systems and document imagingIndexing Documents for Efficient Access

    If you do move forward with an imaging system, keeping the index system concise and as limited as possible keeps the system user friendly and cost efficient.  Scanning documents is easy and scanners are relatively inexpensive.  The question is will anyone ever be able to find the document after it has been scanned? Also, remember that you must put your files in order before you scan.  An inefficient paper based filing system will translate into a messier electronic document system!

    Retaining Documents After Scanning

    As for keeping the originals, that depends on what is scanned.  If only certain documents are scanned from a file and miscellaneous correspondence or other documentation must be kept, then you might as well keep the scanned original.  What is more important is that both the paper and the image is part of a comprehensive retention schedule.

    For more information on document imaging and retention scheduling, call us toll free at 1-800-803-1083 or visit www.ssgims.com!

    document imaging scanning services on GSA federal supply schedule

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    Pharmaceutical Information Management Software And Solutions

    Records Management Regulatory Compliance

    document management software solutions information management servicesIn the highly regulated and competitive pharmaceutical industry, corporate records management programs have become indispensable to the continued well-being of the organization. Seeking industry recognized compliance, pharmaceutical companies actively seek records management software and services to assist them in their efforts.  Inherent in these policies are the mandatory ability to restrict, locate, track, and audit access to all such records.

    Managing the Life Cycle of Documents

    document life cycle managment practices docment tracking softwareUnder these compliance requirements, the pharmaceutical industry is turning to companies like Southwest Solutions Group’s Information Management Division and Infolinx to ensure regulatory compliance and to establish programs reflecting best records management practices for documents and information throughout their life cycle.  For example, we recently completed a project for a global biopharmaceutical corporation whose products are marketed in over 50 countries worldwide.  Southwest Solutions Group partnered with Infolinx WEB, to implement integrated life-cycle tracking software to manage their pharmaceutical records, including product batch and history files, research notebooks, and intellectual property.  According to Anna Stratton, Director of Information Management Solutions for Southwest Solutions Group, “This implementation was unique because it was a model team effort, bringing together the expertise of industry leaders in storage, consulting services and technology.”

    Records Management Software and Service Solutions

    document management GSA contract regulatory compliance for records

    Having provided records management consultation and software services since 1969, Southwest Solutions Group’s Information Management Division has considerable experience helping pharmaceutical providers implement strategic and scalable records management solutions, meeting today’s stringent requirements such as Sarbanes-Oxley and HIPAA. We manage critical business documents from point of creation through final disposition, offering customers reduced risk and improved operational efficiencies with a verifiable return on investment.

    document management solutions records consulting information tracking softwareFor additional information on document software and services please visit Southwest Solutions Group IMS Division at www.ssgims.com.

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    High Security File Conversion Solutions

    File Conversion & Relocation Expertsrecord indexing document scanning file management

    When the Veterans Benefits Administration (VBA) sought to procure Personal Identifiable Information (PII) File Conversion and File Relocation Services, they selected Southwest Solutions Group’s Information Management Solutions (IMS) Division to standardize and index their records.  The VBA, along with multiple other government agencies, were relocating their records to a new facility with a centralized location.  IMS staff and leaders were required to undergo a high-level security clearance including fingerprint and background investigation by the GSA security personnel.

    Standardizing Record Indexingdocument management file transfer storage solutions gsa arma

    The VBA project consisted of VBA standardization of their existing record indexing system to conform to other VBA offices around the country.  Existing VBA files were spread throughout several departments with multiple document volumes separated from their original files.  These documents had to be brought together, indexed, and then relocated into a centralized high density file shelving system at the new location.  Weekly coordination meetings were held to administer and adjust the scope of the conversion project and meet the requirements of VBA.  The IMS team developed a barcode tracking system to barcode and track PII documents and 3000 boxes of documents from various points throughout the building (including vehicles).  This allowed the team to convert records throughout several areas of the building while still maintaining complete audit and tracking controls.

    document management file transfer storage solutions gsa arma

    “The VBA project was completed on time and a 100% reconciliation report was provided to the client, assuring them that all PII documents had been safely and securely transported to their final destination.  The VBA later stated that they chose Southwest Solutions Group IMS Division for the file conversion project because they were confident the project would get done right, and on time.

    document management file transfer storage solutions gsa arma

    To see a complete list of our products and services, please visit www.ssgims.com.

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