This paper concerns itself with storage and retrieval systems. These are problems which concern us all and sometimes seem to be insoluble. When you add the cost of staff and the difficulty of recruiting good people to do this essential work, the problems get worse.
Since man started keeping records, his problem has always been that the numbers grow, seemingly unchecked. In some industrial and commercial situations it is reasonable to throw out old records once they have reached a certain age-even income tax and VAT records do not have to be retained for more than seven years.
There is a need periodically to evaluate each and every department in the hospital, to assess and take appropriate action on time, to provide the best possible service to patients and to meet the set goals of the hospital. The medical records department cannot be an exception to this. In fact, medical records is one of the most important service departments in the hospital and one which plays a very crucial role in rendering efficient patient care. As such it is imperative regularly to evaluate the medical record organisational needs, including the work performed by the Department and its staff. In Riyadh, a quarterly report in the following prescribed proforma has to be submitted to the following: Medical Records Committee; Quality Assurance Committee; Hospital Administrator; Government; by specified dates.
A few months before the introduction of "Working for Patients" the South Western Regional Health Authority published a document called 'Better Patient Care' which outlined the need to focus the plethora of unco-ordinated national directives on such matters as medical audit, internal markets and resource management into a coherent practical approach to the provision of patient care in the Region. The advent of the White Paper was therefore not such a cultural shock to us. 'Better Patient Care' recognised that a major requirement for practical success was good information which should provide timely, concise, accurate and well presented information about the quality and utilisation of resources. It also acknowledged that a major consideration in defining information requirements was that they should be extracted from the data collected for operational needs and from operational systems. The need for relevant training for all staff engaged in the records and information fields was also emphasised.
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