In business, there are very few things that are as important and understated as the operation of record management. Often considered to be a foundational process, record management requires meticulous grooming and maintenance of a body of documents. Companies large and small are often responsible for libraries of records, with reasons that vary due to their specific industry. In healthcare, patient records need to be accessible for healthcare auditors, ombudsmen, and government agencies to justify a facility’s Medicare and Medicaid compensation. In higher learning institutions, student transcripts and records need to be accessible to administrators to appease requests from federal agencies, scholastic evaluating organizations, and grant funders determining a school’s merit ranking and fund allotment. Without a comprehensive understanding of their records, companies lose on the vital resources and funding they need to operate.

With so many entities that need access to a company’s records, businesses can become disorganized. How do you manage multiple requests and storage for documents and records? The answer is simple: Utilize a robust logistics system to maintain the visibility of your company’s records and manage record requests. The Intra platform provides its users with a dynamic workflow that can streamline and prioritize web requests, dispatch service workers, confirm request completions, and measure productivity.

Understanding the Workflow
The workflow model has three distinct phases: Request, Fulfill, and Analyze.

Request – In this initial phase, clients use their Intra portal to request one of four different actions: retrieval, delivery, disposal, or archival. An email or text notification is created once the user submits the request, and the platform provides clients visibility into the status of their request. Afterward, supervisors can assign each job to the appropriate staff member(s) and begin request fulfillment.

Fulfill – The next phase involves the preparation and execution of requested items. After requests are assigned to an appropriate staff member, files can be collected and prepped for internal delivery, external shipment, storage, or disposal. Incoming file retrieval/ archival requests are automatically added to courier to-do lists. If a record delivery job is requested, a signature from the receiving client is collected, closing the accountability loop.

Analyze – In the final phase, supervisors and team members can analyze key metrics and reports generated within the Intra platform. Reports on your facility’s storage volume, storage location, and record movement can provide insight into your record request process.

What are the Benefits?
Space management is one significant benefit of using the Intra platform. The platform can help you keep tabs on unnecessary records before they start to pile up and crowd space within your facility. For example, with skilled nursing patients in healthcare, a facility may only need to retain records on-site for 7-10 years. As the years move on, old records that are no longer necessary occupy valuable storage space. With Intra, imagine having a way to manage alerts that send a notification letting staff know when a box has reached the storage minimum and is ready for destruction.

Recordkeepers have to make sure they are maximizing all of the space they have. Job visibility is also a practical benefit; knowing every record request’s status provides a level of insight and accountability to those who have requested your service. The Intra platform also allows your staff to be aware of all requests as they are submitted, which helps them to remain time-conscious and efficient at every step of the process.

How is your facility managing records? Are you interested in learning more about the records management workflow? Let us know by emailing [email protected]