Comprehensive application of the Retrievex FileLine System improves records management efficiency
After a careful review of records management options, a major New England healthcare insurance provider made the choice to transfer their off-site records storage to Retrievex in the fall of 2006.
A major New England healthcare insurance provider stored high volumes of original policy and claims files off-site for their Third-Party Liability Department. These records are extremely active and it was very important that they had the ability to retrieve and receive these documents according to their own stringent internal time commitments. Their current records management provider was not able to produce a detailed electronic inventory listing of these records and was having problems locating files. In addition, they were interested in implementing a record retention program that would enable their organization to make intelligent decisions on destroying records that have met their long-term document retention requirements.
After a careful review of records management options, this customer made the choice to transfer their off-site records storage to Retrievex in the fall of 2006. Retrievex identified the 4,000+ boxes that housed original policy files and set them aside during the transition. The boxes were routed to the Retrievex indexing operation, where each individual policy file was data entered to the Retrievex information management system. Authorized end users within the Third-Party Liability Department can now query the Retrievex online records management access portal FileLineACCESS by policy number and/or client name to locate and request original policy documents for swift delivery.
Retrievex also designed a customized data field configuration that assists the customer with managing the information that is added to the database for new records storage contributions. End users are required to enter record codes, department cost centers and date range information for each new box, so that boxes can be pulled and destroyed in a timely manner. Retrievex automated the generation of destruction eligibility reports which are sent to the customer's management group to assist with the destruction verification process and ensuring efficient removal of records from storage and reduces the investment required to maintain records.
