Medical Records Management that meets Regulatory, Security,
Search and Interoperability Best Practices

Finding patient, employee and business records to prep for litigation doesn’t have to be a tall order. An active archive supports accurate, efficient, and cost-effective records management. Secure and searchable, HealthData Archiver^®—with its consolidated, discrete data stores—simplifies locating historical records. It also lowers associated costs. This matters, as there often are 1,000 pages discovered vs. the 1 page actually entered as an actual exhibit in major trials, and the research can be costly.

There is a lot to track and manage in terms of  patient document and record retention. When determining how to comply with state regulations regarding legal record retention requirements, legal and compliance retention teams need to consider their strategy that may include:

• Maintaining the legacy system, which can be costly and present technology and security risks in the future
• EHR data conversion, which entails converting the data into the go-forward system (an often costly and complex process)
• Printing and scanning records, which is labor intensive and could be ultimately more cumbersome for locating records
• Migrating and storing discrete data elements in an active archive, which provides a long-term return on investment as well as an ease of retrieving records

As the #1 most cyberattacked industry, healthcare is getting hit hard. And, of the 93% of providers who were breached in recent years, more than half were breached again (and even again multiple times). Network servers are almost always the target for hacking-related breaches with legacy electronic medical record keeping systems providing easy entry points for attack. In a HIMSS cybersecurity survey, 69% indicated that they had some sort of legacy operating systems in place. An active archive provides a secure path forward and an opportunity to consolidate and decommission legacy servers which decreases risks.

Privacy and security for your legacy data stored in an archive is as important as for active EHR records. Within HealthData Archiver^®, rights and activities can be restricted and audited by user, role, group, and data domain/source with built-in, role-based security and access controls. User audit logs are HIPAA-compliant and include the unique user ID, data subject ID, function performed, and date/time event was performed. With Third-Party Auditing Integration, unusual user activity may be monitored to prevent internal threats.

Protecting the privacy and security of all medical records, both current and legacy— including those of high-profile patients—is important. HealthData Archiver^® has numerous features built-in to manage, audit and protect legacy health records. Break the Glass provides:

• End user access to privileged patient information only when necessary or in the event of an emergency, requiring that a reason to access the patient record be indicated.
• A Client Administrator option to add a gatekeeper who is responsible for managing Care Team Member access for ighly classified patients.
• Extra additional security measures, including explicit auditing of user authentication, authorization, and data level access.