Managing medical and patient documents is a critical task for healthcare providers. The need for secure storage, timely destruction, and compliance with regulations like GDPR is paramount. DSM offers a solution that can revolutionise your document management, ensuring efficiency and compliance.

The Challenge

Healthcare providers must handle vast amounts of sensitive patient data. Traditional methods of storing documents can lead to files with different destruction dates being mixed together, making it difficult to identify which documents are eligible for destruction. This can result in compliance risks and increased storage costs.

Our Solution

DSM provides an innovative approach to healthcare document management. We help healthcare providers sort through their archives and rebox files based on their destruction eligibility year or unique patient identification. At the end of this process, your organisation will receive an up-to-date file-level listing, enabling accurate and efficient data management for defensible destruction.

Benefits of DSM’s Document Management Solution

Ease of Identifying Destruction Eligibility: Using data from your existing database and retention schedule, DSM accurately identifies data that is ready for destruction.

Simplified Box-Level Destruction: We sort documents by their destruction eligibility year, making it easier to manage retention and destruction processes.

Cost Reduction and Risk Mitigation: Prompt destruction of eligible documents helps reduce storage costs and minimise risks related to legal discovery, audits, and compliance.

Enhanced Find Rates: You’ll receive an up-to-date file-level listing, ensuring precise and efficient document management.

GDPR Compliance

The General Data Protection Regulation (GDPR) imposes strict rules on data privacy, and healthcare providers must ensure their document management practices are compliant. DSM helps you navigate the complexities of GDPR by providing solutions that ensure:

• Lawfulness, Fairness, and Transparency: Personal data is processed legally, fairly, and in a transparent manner.
• Purpose Limitation: Data is collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
• Data Minimisation: Only data that is necessary for the intended purpose is collected and processed.
• Accuracy: Personal data is accurate and, where necessary, kept up to date.
• Storage Limitation: Data is kept in a form which permits identification of data subjects for no longer than is necessary.
• Integrity and Confidentiality: Personal data is processed in a manner that ensures appropriate security, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage.

By aligning your data management with GDPR principles, DSM helps your organisation avoid hefty fines and reputational damage.

Digitisation Capabilities with DSM

In addition to physical document management, DSM offers comprehensive digitisation services that can transform your document handling processes:

• Scan-On-Demand: Digitise documents as needed, providing instant access to your physical data in digital format.
• Bulk Scanning: Convert large volumes of documents into digital format efficiently, ideal for transitioning to a paperless environment.
• Large Format Scanning: Digitise oversized documents such as medical charts and imaging results for easy storage and access.

Key Benefits of Digitisation

• Scalable Solution: Our digitisation services can scale with your organisation’s needs, whether you require on-demand scanning or bulk conversion.
• Instant Access: Digital documents can be accessed quickly and securely, enhancing collaboration and productivity.
• Enhanced Collaboration: Digital files can be easily shared and collaborated on, improving workflow efficiency.
• Risk Reduction & Compliance Made Easy: Digitisation helps reduce the risk of data loss and ensures compliance with industry standards.
• Cost Savings & Space Optimisation: By reducing the need for physical storage, your organisation can save on storage costs and optimise office space.

Contact Us Today

Don’t let document management be a burden on your day-to-day work. Transform chaos into compliance with DSM’s cost-effective solution. Our experts are here to assist you