bewertung für ein Konzept zur papierlosen Archivierung am ... - UMIT

Abstract
The use of highly developed information and communication technology in Medicine
brings about a steady rise of data about a patient, which has to be collected and
made accessible. According to the law, these documented data are to be kept on file
up to thirty years, leading to space problems in the archives of the state hospital
Hall. Such problems could be solved by introducing an electronic medical record
(EMR). In order to obtain a comprehensive EMR, all remaining paper-based files
need to be digitalized by scanning.
This paper aims at examining and assessing the subinformation system “Archive of
patient files“ in a systems analysis to draw up a concept for archiving paperless by
substitutional scanning of the paper files for the state hospital Hall.
Queries in the database of the digital archiving system are performed in a quantita-
tive secondary data analysis. After that, a quantitative primary data analysis will be
conducted, in which 802 documents of 51 files of overall six specialist departments
are gathered. The file documents are classified as electronic, scanned, paper-based,
printed or substitutionally scanned and matched to the appropriate document type.
The archiving processes of selected departments are examined and outlined in a
qualitative analysis by observing and interviewing. The assessment and the concept
for paperless archiving are based on this systems analysis.
The results of the file analysis show that 36% of the documents in the remaining files
are redundant, i.e. they have been printed or scanned. On average, one file contains
7.2 paper-based documents, which have not been printed or scanned and will have
to be scanned in the future. The results of the qualitative analysis show that the
departments archive individually, thus revealing many weaknesses of the different
archiving systems. The concept for paperless archiving includes the centralized di-
gitalizing of the remaining paper-based files (about 23,000 files per year) after the
patient’s discharge by mass scanning and the subsequent destruction of the scan-
ned files. The concept designates two permanent posts and two high performance
scanners. The scanned files will be available in the EMR.
In the course of implementing these plans, changes of the accustomed work routine
are expected, making it necessary to include the employees into the project “pa-
perless archiving“. The medium-term goal is to reduce the amount of paper, used
for originally electronic documents (e.g. electronic temperature curve), in order to
enable the employees a work environment without much media disruption.