GGNet is a mental health care organisation offering a wide range of psychological support—from preventative courses to longer-term therapies. In 2007, GGNet merged with Spatie. Earlier this year, Spatie’s client records were transferred to GGNet, and a decision was made to centrally store all client files from across GGNet’s various regions. However, the central medical archive located in the main building was unable to accommodate such large volumes. As a result, the archive was relocated to the basement. Some regional files had already been stored there in boxes for over a year due to a lack of available filing space. In total, the records were scattered across three separate rooms.
In just three weeks, Archive-IT collected all the files and, among other things, freed up significant space on the first floor of GGNet’s main building. The operation even required the use of an external lift. The files were then transported to Reuver, where they were individually labelled, registered, and filed. Any file requested in the meantime was made available quickly via scan-on-demand. GGNet is extremely satisfied with this efficient and user-friendly solution.
A Masterpiece in Archiving
For Archive-IT, this was their largest project to date. During the first week, the files were transferred from the first floor to Archive-IT trolleys, then lowered from a balcony using a construction hoist for transport. The second week focused on clearing the basement. Trolleys were also used to retrieve hanging files from the initial basement room, while the back room was packed with regional client files stored in boxes. Esther Brokke, Project Manager at GGNet, explains: "This was a huge challenge. Just opening one of the 300 boxes felt like searching for a needle in a haystack. Although the boxes were sorted by month, their contents were completely disorganised. Urgent file requests became increasingly difficult to fulfil, which was frustrating. Initially, our own files were well-organised and a point of pride. But as we began to receive documents from Apeldoorn and other regions, we outgrew our capacity. The archive spread across multiple rooms, and with it, the sense of structure was lost. It became a chaotic and unsustainable situation."
Going Digital
Esther continues: "From the initial discussions, it was clear this would be a major archiving challenge—for us and for the supplier. After a consultation, we received a proposal for either pallet-based storage or individual file storage. The choice was straightforward once we weighed the pros and cons. Searching through boxes stored on pallets is far too cumbersome, especially when information needs to be accessed quickly. A cost comparison over 15 years showed the difference was minimal. While Archive-IT's initial investment is higher, the speed and quality of their service more than compensate. Requested files are digitally available within hours. Additionally, because each file is individually registered, several documents we believed to be lost were recovered in the process."
Browsing the Archive
GGNet now uses the Virtual Archive web application. The Health Care Administration team receives file requests from internal processors or external organisations and forwards them to Archive-IT. Once received digitally, files are downloaded and added to the Electronic Patient Record (EPD). "This gives us easy access to historical data—like a window into the past," says Esther. "We don’t yet have a direct integration between Virtual Archive and our registration system, but that’s something we aim to implement in future. Since launching in July 2011, our priority has been to evaluate how well the system functions. Overall, the project ran very smoothly—hats off to all involved!"
In Conclusion
In partnership with Raet, GGNet also digitised its HR files, making them accessible through Raet Online. Archive-IT’s collaboration with Raet ensures that organisations are well-supported in digitising and securely accessing their information, providing streamlined availability to the appropriate stakeholders.