On track to open its new hospital in 2003, the Auckland District Health Board (ADHB) realised that managing paper patient files across its four hospitals and various community and mental health sites was no longer viable. Its legacy solutions were hugely complex and placed a big demand on its staff - not to mention the valuable real estate being used up storing filing cabinets.

After putting its records management infrastructure out to tender, the ADHB ultimately selected Iron Mountain (formally Pickfords) to manage its off site storage and retrievals - with total records approaching 2 million files the job became Iron Mountains' biggest single contract in Australasia.

At the same time the ADHB began phasing in a new Clinical Record Access Made Easy Project (CREAmE), which involved scanning paper patient information to compile computerised records.

The goal of the project was to make records from Auckland, Greenlane, National Women's and Starship Children's Hospitals (and several community and mental health sites) all accessible by computer.

A sophisticated security system within the software will also make the records more secure than under the current paper filing system.

It will also be possible for authorised personnel to access all the records of the same patient simultaneously.

It will take several months to complete the job during which Iron Mountain are moving, managing and auditing the vast amount of paper files off-site.

Iron Mountain is also responsible for retrieving stored records as needed during the changeover - and destroying paper files once information has been computerised. This is being done with a mobile security destruction unit to give the ADHB an extra level of security.

For more information about this case study contact:
0800 899 IRON (4766)
sales@ironmountain.co.nz
www.ironmountain.co.nz

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