Canadian Health Information Management Association Practice Exam

As a transition strategy for a paperless system, what is recommended for storage and retrieval of information in a hybrid record system?

1. Maintain a paper record at source and access electronically stored data

2. Print key documentation and store in paper format

3. Produce a list of documents available electronically

4. Store all paper records off-site and limit access to electronic data

The correct answer is: Maintain a paper record at source and access electronically stored data

Maintaining a paper record at the source while accessing electronically stored data is a recommended transition strategy for a hybrid record system because it effectively balances the need for immediate access to information with the gradual move towards a fully electronic system. This approach allows organizations to retain the familiarity and reliability of paper records during the ongoing transition, ensuring that critical information is readily available to staff who may not yet be entirely comfortable with electronic systems or who may require physical documents for various reasons. This strategy also supports operational continuity, as it allows for the preservation of information integrity and accountability during the transition period. As electronic storage becomes more prevalent and reliable, organizations can gradually reduce their reliance on paper records. This hybrid model enables staff to access information in the format that best suits their needs, enhancing workflow efficiency and ensuring that patient care or other critical functions are not disrupted. In contrast, printing key documentation or producing lists of available documents might not provide the same level of immediate accessibility and could lead to inconsistencies in records. Storing all paper records off-site could complicate access and limit operational efficiency, creating delays in retrieving essential information when needed. Thus, the nuanced approach of maintaining a paper record at the source while leveraging electronic data retrieval offers a practical and effective solution during the transition to a