CHAPTER 8 Let’s Do It: How to Implement Your HCM Project 79
The cross-institutional filing plans of countries orient themselves
along the typical working methods and filing structures within
healthcare institutions. Therefore, you should prefer the effort of
mapping classifications to the effort of changing processes.
Step three: ensuring archiving
Before you go live and import data into your HCM system, you should consider
archiving it, especially if you import content that is not archived anywhere else.
Otherwise, you risk a painful loss of data, which is not unlikely to happen when
revising your IT landscape. In addition, when developing a sustainable archiving
concept, once live data is in the system, you are putting yourself under a lot of
pressure. Brave people could of course skip this step.
It starts with the development of an archiving concept. You can of course go the
easy route and just expand the archiving concept currently in use for existing subsystems.
But there is also a lot to be said for working from a clean slate. After all,
you want to archive all medical data of the institution centrally in the new vendor
neutral archive. The archiving concept includes a description of the process
and its technical solution.
In a nutshell: what you should bear in mind when
designing your archiving concept
In addition to the usual aspects that are generally considered when conceptualizing
medical archives, you must take the following specific aspects into account when
creating an archiving concept for the HCM system:
✔✔Retention period. The principle of storage limitation in Article 5 of the European
General Data Protection Regulation (EU-GDPR) requires data to be
stored only for as long as is actually necessary. Since the data in an HCM
system can have different legal retention periods, the actual retention periods
would have to be different as well.
✔✔Deletion. According to the EU-GDPR, data must always be erased as soon
as it is no longer needed. Automated deletion is therefore an important part
of the archiving concept. However, some data may be relevant beyond the
statutory retention obligation, for example as legal evidence. You should
take this into account in your archiving concept as well (for example,
by
storing this data in a dedicated storage area from which only manual
deletion
is possible).