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
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