Abstract
The purpose of this chapter is to assess the development of archiving management system at the health institution of Southern Africa with a view of recommending best practices. This chapter uses a case study approach. A qualitative data approach was used to collect data. Data were obtained through documentary review. The findings were that staffs were not aware of a records management policy; lack of collaboration of archivists and health officials affects the adoption and implementation of electronic records management system. The study recommends collaboration of health practitioners and archivists as the basis for the development of an archives management system. An archival management system is an important tool needed to archive health records.
TopBackground
Southern Africa Health institutions experienced a lack of archiving system. This is because most of health institution uses a manual record management system which lead to loss of records and difficult to access some of records. However, the health institution developed an archiving management system to improve access, work productivity, reduced the volume of paper records, and preservative of health records. In this chapter, the archiving management system is defined as a repository of digital material that a health institution intends to keep records for a longer period. Many health institutions across the globe have implemented archiving management systems either as a product of their own or as part of a larger enterprise system.
The chapter assesses the development of the archiving management system with a view for recommending best practices. The following objectives were assessed
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To develop the Records Management policy
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To collaborate with the hospital internal department
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Accessibility of health records
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allocate resources
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To identify the roles and responsibilities of health practitioners and archivists and
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To preserve health records
According to Blais and Lamont (2002) health care setting, an archival collection documents growth of the institution and the practice of medicine there, as well as its many contributions in health care to its surrounding communities.
Research Design
An exploratory study was used to assess the development of the archiving management system at the health institution in South Africa. This is a cross-sectional study across the profession in the health sector conducted in 2006. The choice of the health sector for the study was informed by the lack of an effective health archiving system. This was demonstrated by evidence of loss files in the health sectors such as a hospital.
Key Terms in this Chapter
Health Practitioners: The field includes those who work as a physician, surgeon, physician assistant, pharmacist, Pharmacy technician, medical assistant, nurse, physical therapist, occupational therapist, desist, psychiatrist, or who perform service in allied health professionals
Manual System: This is a paper-based system develop to store and preserve records. Its purpose is to give guidance on the management of physical records. The system contains unstructured information such as using registered files, filing, and the lifecycle of records.
Electronic Records Management System: It is an automated software application created to facilitate the creation, management, use, storage, and disposal of a range of both physical and digital records
Archiving: It is the process of document archival materials with historical and cultural records
Health Professional Council of South Africa: It is a statutory regulator of healthcare professions in South Africa