1. PURGING and ARCHIVING PAPER CHARTS

2. Step 1- Purge all inactive files (remember it means to remove inactive records!)

3. Read the year label on the chart, and remove charts over 1, 2 or 3 years, depending on office policy.

4. Step 2- Alphabetically file all charts in boxes provided by storage company.

5. Step 3- Mark the outside of the box with the name of the facility, box number, and date.

6. Step 4- Make a list of all patients sent to storage.
Information to include:
Patient’s first and last name
Patient’s birth date
Patient’s last appointment date.
Keep a copy of the list so when you need a chart you can look it up and know the date it was sent. This information is important for the storage company to search for the chart.

7. Step 5- Call the storage company for pick-up
Step 5- Call the storage company for pick-up. Make sure you get a receipt for the items sent.