If you choose to archive your records on-site, said Mr. Waegemann from the Medical Records Institute, keep them in rooms that are controlled for temperature, humidity and light. You can store your records in waterproof storage chests, but that option can also be expensive. A final consideration for on-site storage of records is fire. The National Fire Protection Association provides guidelines for minimum distances of shelves from floors and ceilings, aisle widths and fire protection. While you'll have to pay to store your records in commercial storage facilities, they are typically safer and sometimes even more economical than on-site archiving.
Most medical practices find something in-between sufficient.
One of the largest, Data Storage Centers Inc., is based in Florida and serves 27 markets throughout the country. Data Storage Centers offers vaults with flood and motion sensors and oxygen-displacing halon gas, rather than water sprinklers. According to Jim Spinney, president of Data Storage, most physicians choose conventional storage and keep bar coded records on open shelves. Although paper records have a limited life, many physicians remain hesitant about making the leap to electronic archives. However, a number of developments may encourage the use of digital storage.