The average psychologist sees a number of clients each day. This, of course, involves the necessary administration: intake interviews, questionnaires, tests, treatment plans, appointments, and so on. The psychologist’s working day and the client’s process follow a number of steps. These steps are documented… and where do these documents end up? Exactly: in the archive.
Do You Still Have a Physical Archive?
We can distinguish a number of types of practices when talking purely about the ‘archive’. Type 1 mainly works physically. The documentation may be created digitally, but it is also printed and added to the physical file. When documents are reviewed and discussed, the physical copy is leading. Type 2 has switched to digital creation and storage of documents from a certain point onwards. Although new information is stored digitally, a physical archive still exists from before this transition. Type 3 has already fully digitised; the archive is entirely digital, and all files are accessible electronically.
Uncertain and Inefficient
Type 3? Then you probably don’t recognise yourself in the title of this article: ‘lack of space due to a huge amount of paper’. Let’s focus on Types 1 and 2, where in both cases an archive is still present and potentially overflowing. Is it still easy to search? Can you always find the right file quickly? Do you ever take a file home and worry about the security of your data? Does the file really contain all the information about the client in question? These are just a few of the questions you may face as a psychologist or support staff member if you're still working with a physical archive.
The Obstacle
In 2017, it can be done differently. Have you ever imagined what you could do with this valuable space when the archive is emptied? Paper in an organisation is a hindrance, especially when it comes to large quantities. Not to mention the security risks. This can be done differently. Or rather: this has to change!
Put an End to the Lack of Space!
When it comes to clients who are in the process of being treated, you will need the file frequently. You can digitise this quantity of files and possibly import them directly into your digital system under the correct client. If a treatment process is closed, you keep the file for a certain period of time. Maybe as long as the legal retention period requires, but possibly even longer. In practice, you no longer need these files, or hardly need them at all. To do this, use external archive management and place the files in a high-security environment. If a file is required, you can have it returned digitally with Scanning on Demand.
The Result?
This creates valuable space in your organisation:
- Strict protection of privacy-sensitive data
- Working efficiently
- No unnecessary searching time
- You are no longer office or location dependent
- You can easily share information with authorised colleagues
Want to know more? Our advisors will be happy to tell you more about this without obligation!