18 August 2009

Q. I am running out of space. Where and how do I keep my records, particularly plaster models?

Orthodontic practices face this problem in particular, especially due to the extended length of time that records need to be kept when treating children.

It is important to be aware of the legal requirements for retaining records in whichever jurisdiction(s) you work if you are to ensure they are to be accessible if the need should ever arise.

There is a view that working casts and models from routine crown and bridge work could be given to the patient for safe keeping and a note made in the dental records that this has been done. If they are presented to the patient in a protective model box, they are more likely to look after them and bring them back if required.

While this approach can relieve an acute storage problem, the fact remains that the clinician loses control over what could prove to be a critically important part of the total record. In general, the best advice is to retain as much as you can for as long as you can.

Off-site storage is another solution but the problem with using alternative locations - apart from any cost involved - is the risk of theft, damage and attack from the elements. Retrieval may also be problematic unless the contents of the containers are accurately indexed. Where paper records are concerned, storage in sealed plastic containers will prevent damage from water and damp but not fire unless there is a sprinkler system installed.

Commercial storage is available both for paper records and x-rays, artefacts such as working casts and study models as well as electronically stored data. These archiving facilities vary in cost depending on what is being stored and how frequently or urgently requests to access the records are likely to be made.

Dental Protection Limited is registered in England (No. 2374160) and is a wholly owned subsidiary of The Medical Protection Society Limited (MPS) which is registered in England (No.36142). Both companies use Dental Protection as a trading name and have their registered office at 33 Cavendish Square, London W1G 0PS.

Dental Protection Limited serves and supports the dental members of MPS with access to the full range of benefits of membership, which are all discretionary, and set out in MPS’s Memorandum and Articles of Association. MPS is not an insurance company. Dental Protection® is a registered trademark of MPS.

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