Vital Records Control

Progress Report
12/1/2014
Assessment Report

Sponsor

Date

Vital Records Control

Progress Report

Mark Kenneday

12/1/2014

VRC Storage Project Team

5S Strategy for Vital Records Control

Owner: Darlene Moore, UAMS Lease Coordinator

Strategy: UAMS Financial responsibility

Objective: Reduce the amount of inventory at VRC and

convert remaining inventory to microfiche, microfilm, or
electronic files

Projects goal: Reduce 50% of inventory at VRC and convert

95% of the inventory in microfiche, microfilm, or electronic
files

Description: Over $115,996.88 of wasteful spends in FY

2013 were spent on storage space at Vital Records Control
(VRS). 82% of UAMS inventory at VRC has no destruction
date; 11% of UAMS inventory at VRC has no content
description. In addition, all medical record file shall be
retained in microfiche, microfilm, or electronic files for 35
years.

Data Collector: Mario Wallace,

Project Manager for Campus
Operations

Baseline: 27,493 cubic

feet of inventory

Data Source: Vital Records Control database

Measures:
Lead: Monthly assessment report per account holder
Lag: Final comprehensive report for Chancellor

Initiatives:
Train Vital Web Administrators
5S audit
Report Out: Monthly reports to Vital Web Administrators
regarding their accounts; inactivity will be subject to review.

Target(s):
Sort: 50% reduction Set: 95% conversion Shine: 100%
Standardize: 100% Sustain: 100%

5S Stages:
Sort: Three months 7/21/2014 to 10/1/2014
Set: One month 10/1/2014 to 10/31/2014
Shine: One month 11/1/2014 to 12/1/2014
Standardize: Two weeks 12/1/2014 to 12/14/2014
Sustain: Two weeks 12/15/2014 to 1/1/2015

Target rationale:
According to UAMS Records Retention policy, all medical
record files shall be retained in microfiche, microfilm, or
electronic files for 35 years. As a result, 95% of the remaining
inventory at VRC must be converted.

Instructions will be given per stage.

BMGI. Except as may be expressly authorized by a written license agreement signed by BMGI, no portion may be altered, rewritten, edited, modified or used to create any derivative works.

Project Status

VRC Comparative Analysis

Project goal

Reduction

Opportunity

50% Reduction

26%

24%

VRC Comparative Analysis

Cont.

VRC Comparative Analysis

Cont.

Annual Spend Before

Project

Current Annual Spend

$86,101.92

VRC Detailed Assessment

Current Accounts
Accounts w/Reduced Inventory
Including Termed accounts
Accounts w/Reduced Inventory
without Termed account
Accounts w/Increased Inventory
Accounts w/Same Inventory
Termed Accounts
Renewed Accounts
Total Destroyed Inventory
Total Increased Destruction Dates
Total Increased Content Descriptions
Scanning Option Y/N

Total

22

12%
reduction

15

60%

9
3
10
6
10
2949
3660

36%
12%
40%
24%
40%
26%
50%
2%
100%

(Y) 22