25 / 34
Medical Records Space for the New Hospital
BAY AREA MEDICAL CENTER PERFORMANCE IMPROVEMENT 2016 • PAGE 23
Outsource Record Storage:
Received bids from two companies: Iron
Mountain and IOD
Cost – Initial cost
plus annual
operation cost
Pros:
• They are the
experts
• One location to request from
• Takes the burden off of staff
• They would manage the retention policy
• Charging for patient requests (could be pro
or con)
Cons:
• HIM staff are experts on BAMC specific
records
• Cost
• Giving up control
• Giving up level of service
• Potential for a quality impact
• Timeliness of retrieval/receipt
• Charging for patient requests (could be pro
or con)
Build a new storage facility:
Received bid
from local
contractor to
build pole
building on
BAMC owned
land
Pros:
• We would have control of our own records
• One location to pull from
• One time cost for building, shelving, install of
cameras and alarms
• Permanent storage site for all other record
types
Cons:
• Cost to move records
• Would need to index everything
• Annual Cost of maintenance and utilities
• We would have to manage the destruction
policies (BAMC/ABAMG/AMG)
Scan Records:
Received bids from
two companies – IOD
and ARMS
Very costly
Pros:
• Paper is all gone
• Ease of retrieval
• Always accessible
• No retrieval fee
Cons:
• Cost
• Waste of effort
Purchase/lease a new storage facility:
Purchasing new
building would
have a high initial
cost
Leasing building
would have a
higher annual cost
• Same Pros and Cons as building new
The team presented their plan and
recommendation to the Facilities Steering
Committee on December 20, 2016. The
committee decided to stay in the current facility
until we decide to do with the building. We will
then revisit the options to choose the best one.
This process helped free up very valuable space
in the new hospital that would have been used for
paper record storage.