Few forms of data are as sensitive and strictly bound by UK and EU law as medical records. Medical records can include patient files, handwritten notes, X-rays, test results, dental records, invoices, prescriptions, and A&E reports. All of these require secure storage for years at a minimum, and potentially even decades.
Meeting these storage requirements and any audit requests can be challenging with physical documents alone. It’s little wonder then that many practices and private health facilities are choosing to digitise, and scan their physical files. By storing them digitally and cataloguing them for easy reference, the originals can be archived off-site, or - if authorised - destroyed.
We start by collecting the medical documents from your medical facility or storage location, at a time and date that is convenient for you. Before any files leave your site, each box is given a barcode that can be used to identify its contents.
Upon arrival at our specialist scanning site, preparation of the documents - including the removal of staples and paperclips - can begin. The documents are then fed through our high-resolution scanners and uploaded to the CAS Cloud system.
In this system, each document is indexed according to personal information such as the patient’s name, date of birth and NHS number. This cataloguing makes digital retrieval of a file quick and straightforward, allowing you to find what you are looking for with a handful of mouse clicks and keystrokes.
If your medical documents are already stored in one of our biometrically secure and fireproof warehouses, you might instead choose to use our scan-on-demand service. With this, you can ask for specific files to be scanned and forwarded - something that can normally be done within two hours of the request being sent to us.
The National Health Service is currently undergoing a digital transformation. The heart of that transformation was to digitise patient records for the majority of health and social care services by March 2025, hopefully making the Service more efficient and cost-effective.
As part of this process, CAS Ltd was entrusted with scanning and storing over 20,000 medical documents for Cambridgeshire Community Services NHS Trust. This project eliminated the need for a medical professional to retrieve a record from the library by hand, check it out, review it and then return it. This not only improved efficiency but reduced the number of steps in a complicated process.
Every interaction between authorised personnel and the CAS Cloud is recorded and logged. This comprehensive audit trail exists for the entire lifetime of a document, allowing you to see who has undertaken which activity and when, ensuring compliance with data management legislation and the General Data Protection Regulations (GDPR).
Physical documents are usually protected by a physical lock and a member of staff who might not be able to grant access beyond their set working hours. As our scanned documents are stored in the cloud, they can be accessed 24 hours seven days a week, while also benefiting from comprehensive security measures.
Even when physical documents are protected by a member of staff under lock and key, they can still be misplaced, damaged or even destroyed - whether accidentally or otherwise. By storing your files digitally in the CAS Cloud, you’re ensuring that they can only be accessed by authorised personnel, and cannot be removed or amended without permission.
We have consistently met management processes that reduce our impact on the environment and contribute to sustainability on both a regional and national level.
Our ISO 15489 accreditation demonstrates that we have achieved all the requirements for the Records Management Industry. With our medical records scanning service, you can rest assured that appropriate attention and protection is given to the processing and management of your document and file storage.
This best-recognised quality management standard demonstrates that our systems have achieved the highest levels of accuracy and efficiency.
This ISO accreditation demonstrates our compliance with all international regulations relating to surveillance, security and staff confidentiality - crucial in preserving the security and integrity of private records.
We are compliant with the Cyber Essentials Plus enhanced security audit, an assessment that confirms our organisation meets a specific set of standards in relation to IT infrastructure.