Patient data is, among others, recorded on Request Forms, work forms, registers, copies of Result Reports, revised Result Reports, Immediate Notification Forms, etc.

In phase 3 the storage facility will be upgraded to prevent deterioration of documents (including patient data) due to physical influences. In phase 3 the laboratory archiving system will also be optimized to ensure that all the laboratory information is easily accessible for those who need it. It is however important that patient data is already securely archived to protect the confidentiality and integrity of this data.

Ensure that all the records containing patient data are stored in a locked cabinet and that this cabinet can only be opened by authorized staff members.

Establish a system for logical and orderly storage of patient data so that if results of a certain patient need to be replaced, this can be done quickly and easily. Make use of numbers or dates to keep all files in a logical order. For example: store patient records in folders categorized per calendar year and sort records within each folder on patient identifier code.

To prevent accumulation of records and full archives a Document Retention List also needs to be made that defines how long each type of record is stored. This is already done in another activity in phase 2 and does not have to be completed in this activity.

In the right-hand column a document on information management and using a paper-based information system from the WHO Laboratory Quality Management System handbook is provided.