Patient files

Health care institutions such as hospitals, nursing homes, clinics and rehabilitation centres have patient files. In order to provide optimal care, the healthcare provider must have the right information available at the right time. In doing so, privacy and security are paramount. In order to avoid losing unnecessary time on administrative tasks, digitisation offers the solution.

User-friendly file

Healthcare institutions often work with an Electronic Patient Dossier (EPD) or an Electronic Client Dossier (ECD), in which all information is recorded digitally. However, we also often see paper files from the past in healthcare institutions, which, due to the long retention period, are still part of the information flows within the healthcare sector. Digitising will eliminate the need for paper archives and free up space for other purposes. Reduce the search time for the right patient file you need. Access the digital file quickly and efficiently with just a few mouse clicks.


  • Find the right patient file quickly and independent of location.
  • User-friendly consultation.
  • Valuable space is freed up.
  • Link with your HIS, EPD or ECD system.
  • Only for authorised staff.
  • Set retention and deletion policies.
  • Get a grip on your files again!

No hindrance during digitisation

We transport the medical files from your location(s) with exclusive transport to Archive-IT. Do you need a file quickly or unexpectedly during the digitalisation process? Request it as a priority via our software. During office hours you will have the file digitally available within 1.5 hours! This way you will experience little to no inconvenience during the digitalisation process.

One overview

After the files have been digitised, a link with your system, such as HIX from Chipsoft, is possible. This integrates the paper past with the new, digital growth. Our years of experience with links between our software and HIS, EPD or ECD systems have ensured that a user-friendly way of searching and finding files has been created, quickly and easily. One overview with all medical information from the past and present.

Digitised; and now?

Digitising alone is not enough. By using smart technology, the files are converted into valuable information. Link metadata to documents, such as the date of the last treatment. This way, it is very easy to set up a good retention policy and destroy files when the term has expired. Do you want to do research and do you need specific information from different files? No problem! The software makes it possible to display results from different files in one result overview. All this is called data enrichment, or vitalisation.

Archive-IT has developed several platforms to archive all information in a proper way. From the simple management of digital files to a comprehensive system for records management. Standalone or integrated with your own application. Want to know more about digital archiving? Read more about it here!

Privacy and security

Patient files contain privacy-sensitive information, which must be safeguarded at all times. For you as a healthcare institution, but also for the patient. Archive-IT works according to the highest security standards. We are certified for ISO 27001 (information security) and ISO 9001 (quality management of processes). You can find more information about how Archive-IT deals with information security on our security page.


The costs for digitising patient files depend on a number of indicators. An advisor from Archive-IT will work out a proposal for you based on a number of key figures. The consultation and introduction meeting is free of obligations. We are happy to come and take a look on location, or discuss the situation with you remotely. A meeting to discuss your wishes is valuable, because there are several options. Contact us or complete the contact form below and you will receive a tailor-made proposal without any obligation.

Step-by-step plan

Digitising your patient files at Archive-IT is done according to the following steps:

  1. Inventory
  2. Quotation
  3. Agreement & planning
  4. Transport
  5. Registration
  6. Scan-ready and clean-up
  7. Digitalising
  8. Vitalise
  9. Export
  10. Destroy/store/return

Detailed information on the step-by-step plan can be found here.


Fill in the form and make an (online) appointment with one of our employees. Other questions? Request more information here.


Request more information