Electronic Storage as a Step towards Reducing Costs: An Investigation into the Use of Document Imaging in Medical Records Department

The aim of this study was to compare the cost of electronic storage and retrieval of medical records with that of paper-based filing method in nine selected hospitals. This study is a descriptive and cross-sectional study conducted in 2009-2010. The sample was consisted of nine selected hospitals in Ahvaz, Isfahan and Shiraz. In order to compare the cost of storage and retrieval of medical records in electronic storage method and document-based method, the capital and the consumed resources were calculated. Data were collected through direct observation, interview and a checklist prepared by the researchers of this study. The use of electronic storage method has lowered the cost of storage and retrieval of medical records in all hospitals under investigation. On average, the electronic method for storage and retrieval cut the cost of filing medical records eleven times in comparison to the traditional paper-based method per case. Besides, the use of electronic method resulted in two more benefits: not only this method cleared more space for medical records, but also it saved processing time by 44.3%. The use of electronic storage methods by document imaging in hospitals not only facilitated access to medical records but also reduced the cost of keeping the records in comparison with paper-based filing.