Indexing/Bar-Coding
Magnum will appoint an experienced Archivist to manage the team engaged in data listing / bar-coding the files.
Upon receipt of your files/boxes they will be booked into Magnum's goods inwards (GI) area, the account number, contact, volume, date and transmittal note number will be recorded on the GI system.
Provisions will have already been made in relation to Indexing as this is pre planned at the time of arranging collection. The operator(s) concerned will be issued with a job pack this will detail exact indexing format (File or Box Level)
Example Index Fields:
All files/boxes indexed are allocated a unique bar code which is affixed to said item and enables Magnum to record file movements from that point onwards. Once indexed, the data is held in a ‘checking’ database thus allowing a quality check prior to releasing into our main archive database, (For example, ensuring the patient number is always the same length, the date format is the same layout etc).
The fully indexed database can be made available to the client in a secure environment online or alternatively can be supplied in an electronic format.
Provisions will have already been made in relation to Indexing as this is pre planned at the time of arranging collection. The operator(s) concerned will be issued with a job pack this will detail exact indexing format (File or Box Level)
Example Index Fields:
- Surname
- First Name (s)
- Date of Birth
- Destroy Date
All files/boxes indexed are allocated a unique bar code which is affixed to said item and enables Magnum to record file movements from that point onwards. Once indexed, the data is held in a ‘checking’ database thus allowing a quality check prior to releasing into our main archive database, (For example, ensuring the patient number is always the same length, the date format is the same layout etc).
The fully indexed database can be made available to the client in a secure environment online or alternatively can be supplied in an electronic format.
