5 Problems You Will Experience When Not Outsourcing Record Storage and Retrieval

Record Grabber is an expert provider in record storage, protection and retrieval services. We have been doing this long enough to understand the kind of problems you will experience when you choose not to outsource these services to a third party business and opt to handle all storage and retrieval in-house.

 

Paperwork Out of Control

Due to laws on what can be stored and for how long, it’s necessary to keep a complete paper trail for patients and their treatments for many years. This means several things: firstly, you will need to make space in your building to store all of your records, and more and more of it the more patients you take on. You may also need to take on a dedicated employee to manage the records store.

 

Ever Increasing Budget

If you don’t have space for storage you will need to make space, including reducing office space or building an extension or mezzanine to hold it. Then you have to hire an employee with archiving experience or qualifications, or training somebody to take over the role. Paperwork is the largest cost to an organization and many only realize when it is too late.

 

Data Loss

Offices that are not properly equipped to handle large amounts of data lose between 2% and 7% of records every year. At any one time, between 3% and 5% of a company’s records are somewhere other than where they ought to be. Should these records never be found, it can cost in the region of $180 for a spare copy.

 

Time Wasted Searching

Storing and handling all of your data in-house comes with the problem of lost or misplaced data, usually due to human error. No training in the world can eliminate even the simplest mistakes. Do you really want to spend so much time looking for misplaced files? You would probably rather be doing your actual job. The average manager spends a total of four weeks per year looking for misplaced paperwork; the average employee spends two hours per day.

 

Redundant Use of Space

You have a legal obligation to keep records for a certain length of time; how long varies by state. But did you know that once filed, 90% of records are never retrieved or examined again? This means that you will be turning over a lot of space (in your warehouse or on your server) to storing records that will remain inactive and unused until they are inevitably destroyed several years later.