File Management in Healthcare: Phases and Transfers

Phases of a File Report

Depending on the activity or inactivity of files, a file in healthcare (HC) can be categorized into three stages:

• Active Archive
• Passive File
• Historical Archive

• Active file: This is one that meets the active healthcare compliance (HHCC), i.e., records subject to continued use and consultation.
• Archive candidate: This is one that meets the inactive HHCC, i.e., one that you have to transfer from active files when a query in a time interval of 3 to 5 years is nil. These documents remain here until disposal or transfer to the historical archive.
• Historical Archive: This is where documentation is transferred from the passive file after 10 years without being consulted. These documents are kept permanently because they were not subject to disposal by the committee.

The volume of clinical records is growing and requires more and more space to store paper files. However, this space is often limited. Therefore, inactive HHCC files are moved to less accessible areas within the building or to another building to maximize the available space. This frees up space in the active file, making it easier to search and extract HC for loans, and preserves the inactive HHCC in their original format.

In the historical archive and the passive HHCC, files are properly identified and filed according to a determined rating system that is not necessarily used in the active file. Usually, a classification system that saves more space is sought. For example, if the active file uses terminal triple digits, the liability side can use double-digit terminals capable of occupying less space.

When documentation is borrowed from the passive files, the requested HHCC are reintegrated back into the active file. Those that are requested for research or teaching often return to the passive file. A special case is the history of emergencies, which are usually not integrated into the HC and are usually kept in boxes sorted sequentially by day of assistance and filed separately. Some schools also opt to maintain separate files for exitus (deceased) due to the fact that these records are frequently consulted for research and teaching.

Transfer of Assets to Liabilities

Files remain in the active file while they are moving. Within 3 to 5 years, if a history has not been borrowed, it is considered inactive and proceeds to transfer. This should be included in the Manual of Standards File (photocopy).

Expurgation of Clinical Documents

There is no common national approach on which documents should be kept permanently and which can be eliminated. However, it is clear that a number of measures must be taken for preservation, destroying only those documents that have lost their primary and secondary value. In the 1970s, the WHO considered that the time that histories should be retained was a function of the time of existing legal claims in each country. As a general policy, the following storage times are proposed, after which the documents might be destroyed:

• Notes on Nursing, water balance sheets, and Nursing graphics: Destroy after discharge.
• Record of high and deceased: After one year.
• HC emergency and outpatient visits: After 2 years.
• Hospital monthly statistics: After 5 years.
• HC: 10 years after discharge.
• Annual statistics: Should be kept indefinitely.
• Index of disease patients and assistance: Indefinitely.
• Birth registration and registration for admission to the HC: Indefinitely.