Analysis of the Security of Off-Site Medical Record Storage in Relation to Patient Information Confidentiality at Hospital X

Abstract

This study employed a qualitative descriptive design to examine how the security of off-site medical record storage protects patient information confidentiality, particularly when records are stored outside the hospital because of limited filing-space capacity. Three informants were purposively selected: the Head of the Medical Records Unit, a Medical Records Filing Officer, and a Medical Records Archiving Officer. Data were collected through observation, interviews, and documentation. Data analysis followed the Miles and Huberman framework, including data reduction, data presentation, conclusion drawing, and verification. The findings showed that the off-site medical record storage system had implemented several security measures, including restricted access to the storage area and the provision of portable fire extinguishers. However, several deficiencies remained. Closed-Circuit Television (CCTV) was not available, room temperature and humidity monitoring devices were absent, and the number of storage racks was inadequate. These conditions indicate that storage security has not yet been optimized. Therefore, improvements in supporting security facilities are required to protect physical medical records and maintain the confidentiality of patient information.