Hello again indeed
Many thanks for that, particularly useful to have an NHS perspective.
I won't actually be involved - I used 'our' in a general sense of belonging
to the Government as we don't have any equivalent of the DROs here so there
isn't a direct link between us beyond the requirements of our Act on the
Department. (And our liking for travel - when Sue sees my original email
below she may well decide the Cuba option looks best!)
I am not worried about it as she is very practical and has been handling the
records for years (literally as everything is very small scale here), so she
would be able to work it out. However, she asked me for advice, which is
good...
Getting them put back on shelves in the right order can be a nightmare, sure
enough.
Now I can get the favour returned by ensuring I have the names of the people
who are ACTUALLY organising what happens to the rest of the records in the
place...
Regards
Miriam
-----Original Message-----
From: Marsh, Mike [mailto:[log in to unmask]]
Sent: 13 February 2003 08:26
To: [log in to unmask]
Subject: Re: Moving Records
Hi Miriam,
Relocating files is largely common-sense, but can go horribly wrong unless
done properly. Medical records come in all sizes, and some may have
associated folders, and bits tied to them. Some may be fragile. I recommend
using a specialist rather than a generalist removals company. In either
event you need to set clear ground rules and then have your team 'supervise'
(ride shotgun over) their activities.
If these are active or semi-active records, you need to consider the
possible medical need to access them during the move? Prioritise the
'active' ones over the rest.
They must all be kept in the correct order, so have them removed and
replaced in sequence (in reverse order sometimes works better). Specialist
will have crates that hold (say) one shelf metre of files, which co-incides
with width of each shelf/bay. Crates need to be numbered, to keep in order.
Confidentiality can be preserved by using crates with lockable lids
-especially important if they will be left anywhere overnight, or in public
corridors etc.
Consider contacting a hospital, perhaps in the UK, where similar moves have
taken place. The Departmental Record Officer (DRO) at the UK Department of
Health is Steve Wells (I think his e-mail is: [log in to unmask] ) or
his team in Nelson (Lancashire) could advise you - we once moved 250,000
files from London to Nelson, and again from one warehouse to another. PRO
could advise too? Also the Institute of Health Records & Information
Management (IHRIM).
Good luck!
Mike.
-----Original Message-----
From: Critchlow, Miriam [mailto:[log in to unmask]]
Sent: mercredi, 12. février 2003 19:17
To: [log in to unmask]
Subject: Moving Records
Hello again
Our Medical Records Officer has contacted me for advice on moving the files
to a new hospital (using outside removers) this summer. I can take a
reasonable a shot at it, from years of much smaller moves of archives
(however, for a major move of stuff here I issued instructions and left for
Cuba - all due to 'slippage' with plans elsewhere, you understand...). I
have also located some articles on moving archives, which I remembered
reading previously.
However, if you have any pointers from your own experience or know of useful
articles etc, esp. on moving lots of PIPs or similar, we would both be
grateful for the information.
Miriam
Miriam Critchlow, BA DAA RMSA
Public Records Officer
Isle of Man Public Record Office
Unit 3, Spring Valley Industrial Estate
Braddan
Douglas
Isle of Man
IM2 2QR
phone 01624 613383
fax 01624 613384
[log in to unmask]
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