A Capsule Look at Storage Options

Type of Storage	Pros	Cons	Cost to Facility
On-site Paper Storage	- easy access - improved control - better HIPAA compliance - better staff morale	- space constraints - may have to invest in new shelving	- high short-term; large return on investment (ROI) long-term
Off-site Paper Storage	- can create hospital-owned facility or outsource with off-site storage company - less staff required	- lack of control - typically decreased retrieval rates - delayed retrieval times	- if owned by facility, high short-term; large ROI long-term - if outsourced, low short-term costs, high long-term costs
Back Scanning Paper	- can provide nice transition into electronic document management system - decreased space demands - easier accessibility	- lack of indexing - possible lack of compatibility with other hospital information system - may need specialized software for access - time-consuming	- high cost
Film/Fiche	- decreased space demands - easier accessibility	- need specialized equipment in multiple places for reading - difficult media for reproducing for release of information - time-consuming	- high cost - older technology
Decreased Retention Years	- higher-quality record management - typically improved access and organization - decreased liability risk for facilities with shorter record life	- may get resistance from legal or medical staff - must have secure destruction method - on occasion, may have negative perception in community	- low-cost option, less long-term expenses

— Provided by Darice Grzybowski, MA, RHIA, FAHIMA