The role of legally compliant electronic archives for health records

As our reality becomes more and more digital, practically all industries are faced with the pressing need to digitize its electronic documents. This has pushed to the foreground the issue of electronic document storage and its legal compliance. In healthcare, legally compliant electronic storage is particularly essential since health records contain sensitive personal information that is protected by law and can be accessed by authorized personnel only.

In practice, healthcare professionals should be able to access different types of information quickly and maintain the integrity, authenticity and completeness of any created, managed or shared document throughout its lifecycle, have strict control over document access and, last but definitely not least, ensure that all the documentary material is legally compliant.

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The Central Register of Patient Data is a ‘must-have’

The Central Register of Patient Data (CRPD) provides key information about a patient which healthcare professionals need in order to give the patient safe and appropriate treatment. On the zVem portal, health records are also available to patients. Physicians can access patient data through strict security information systems, which means that system access is blocked to unauthorized persons. The period when the data is available in the CRPD is limited to five years.

What next?

The next step in this process is the digitalization and electronic storage of documentation pertaining to individual healthcare providers. Public healthcare providers are required by law to comply with this requirement, but e-storage is also highly recommended for all other healthcare operators. Legally compliant e-archives are a precursor for doing away with paper documents, and the simplest and most controlled way to access the patient’s health records, even those of an earlier date. Access to complete patient records is key in ensuring a holistic patient-centric treatment, often requiring doctors to consult historical records, which would be terribly time consuming if the records were in paper form.

Why electronic storage?

Legally compliant e-storage is suitable for long-term keeping of documents throughout their lifecycle and for the entire retention period as defined in the classification plan. On top of that, it delivers an array of benefits for friendlier, safe and efficient use.

  • Restricted information access
    E-storage allows the user to set access rights for specific documents and folders. Different access levels impose restrictions on access to the document, without modifying its content. Access limitations can also be imposed on any documents that contain personal data. Apart from that, the system features an option that requires any person wishing to access such documents to state their reason.
  • Just a few clicks to the information you need
    Documents in e-storage can be searched by metadata, content and type, and queries can be created for advanced search options. Documents that refer to resolved cases can be moved from the current to permanent collection and access to them can be limited. Such documents are converted into a format suitable for long-term storage, which extends their usefulness to the entire life cycle.
  • Restricted information access
    E-storage allows the user to set access rights for specific documents and folders. Different access levels impose restrictions on access to the document, without modifying its content. Access limitations can also be imposed on any documents that contain personal data. Apart from that, the system features an option that requires any person wishing to access such documents to state their reason.
  • Ensuring document authenticity
    The content of the documents in electronic storage remains intact and unchanged, and any modifications are clearly recorded in the document’s audit trail, ensuring full transparency and control over the use and viewing of any information in storage. All documents in the system are digitally signed and stamped, and thereby comply with all the principles of safe electronic storage.

Če res želimo varovati osebne podatke, moramo zanje skrbeti celovito

In healthcare, setting up an own e-archive is a necessity and an advantage

All the patient’s files are gathered in one place, and can only be accessed by authorized personnel. Accesses are controlled and carefully recorded to prevent unauthorized viewing into sensitive health records.

If we take a step further, e-storage system can be further connected with other information systems the provider uses to perform healthcare services. In this way, we can make sure that all the data about a patient are kept in one place, and can be accessed quickly and effortlessly. This further eliminates the need for unnecessary printing of documents and any subsequent storage of these paper documents in the patient's file.

What does the practice say?

A great case of successful integration of the e-storage solution into a healthcare provider's information system is Mikrocop’s partnership with the company List, which has developed its own solution, Hipokrat. Through this partnership, many healthcare organizations which had previously been using Hipokrat were able to connect to the legally compliant e-storage suite InDoc EDGE, which is also certified with the Archives of the Republic of Slovenia. It delivers a simple and effective solution for maintaining legally compliant e-storage of health records that are created or scanned using Hipokrat. The entire process is very simple and smooth, in line with the process of work of the healthcare provider concerned.

Če res želimo varovati osebne podatke, moramo zanje skrbeti celovito

A solution like InDoc EDGE offers healthcare organizations an optimal path to complete the conversion of all health records from physical archives to electronic storage, which makes life easier for all users.

Value added of InDoc EDGE e-storage solution:

  • More space.
    E-storage creates more space. Do you remember those huge archive rooms? Once you have set up electronic storage, you can bid them goodbye, and use the space previously taken by the archive for your more profitable business activities.
  • Easier access to needed information.
    Electronic documents are easily and quickly accessible, from anywhere and anytime, just a few clicks away.
  • Information searching has never been so transparent.
    No more going through papers and files in search of a document. With the e-storage system, you can find the information you need in the shortest time possible.
  • Lower costs of document storage.
    Apart from lower costs, electronic storage is also a guarantee that your documents will no longer be misplaced or even lost.
  • Safety first.
    If properly set up, electronic storage will give you complete control over what is happening with the documents, especially those that contain information of sensitive nature.
  • Regulatory compliance guaranteed.
    The certified e-storage system will make sure that your documents retain their legal validity throughout their life time.

If you are a healthcare provider and you are considering setting up your own e-archive but don’t know how or where to start, we are here for you! Our experienced professionals will give you the advice you need and steer you on your digitalization journey.



Maja Marušič

Maja Marušič is an Internal Rules and E-storage Consultant. With her many years of experience in the field of document management, archiving and informatics, she helps and advises organizations in preparation of internal rules, establishment and optimization of material management procedures and ensuring legally compliant storage of material in digital form.

Mirjam Kerpan Izak

Mirjam Kerpan Izak is CEO of List d.o.o., which has been successfully developing, marketing and maintaining its proprietary health IT software HIPOKRAT. In addition to leadership tasks, she’s still actively involved in product development and sits on several professional panels in health IT. During her 30-year career she has gained a deep understanding of health care processes, which helps her combine content, technical and leadership competencies.

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