Cure your security concerns

Where do you keep your patient records, and how secure are they?

There has been a lot of discussion about the security and safety of patient records being uploaded to the My Health Record system, and the potential for information to be accessed without the patient’s consent, having their personal information data mined, or worse, their identity stolen.

In a time where everything seems to be transitioning from the physical to digital realm, security is fast becoming the key topic anytime new digital innovations are released. While most businesses and industries are making the gradual shift, some are still required to keep physical documents as per compliance requirements handed down from governments and governing bodies.

One such industry is the medical/health industry, with patient records being the main source of pain for many. No matter if you work in a small practice or large hospital, there is a good chance a records room (or two) exists and is overflowing with fattened filing cabinets. Then, when it comes to finding anything, it is a veritable nightmare wading through the drawers filled to bursting, while trying to decode the filing system already in place.

Compu-Stor understands this pain and has solutions that address many of the security concerns you or your patients may have, as well as helping you manage accessibility and compliance requirements.

The importance of secure document storage

Storing your patient documents on-site can be a security risk in itself. Either through theft, accident or arson, patient records can be stolen or destroyed in a moment. Which is why outsourcing your storage requirements to a third party, with secure off-site facilities, makes sense.

All Compu-Stor facilities have been updated to ensure maximum protection relating to security and potential hazards. To combat the loss of documents through accidents, arson or environmental disasters, our facilities are constructed from reinforced concrete to withstand some of the harsher weather conditions we experience. Our facilities are extensively protected to ensure your documents remain safe at all times.

While this covers the physical aspects of document storage and security, it’s the digital aspect that has many people concerned.

One of the main steps in the digitisation of records is the scanning of all documents into our system. All scanning is done in-house by our trained and experienced staff members. Compu-Stor will never outsource to a third party regardless of the amount of work to be completed. Furthermore, all our staff have been through the relevant security checks to ensure the integrity of your documents and information remains intact and secure.

Your documents, once scanned in, will be stored on our centralised servers, which can be accessed through our Complete Information Management System (known as CIMS). Created in-house by our own IT team to take into account our customers’ needs and concerns, this interface is one of the first in Australia to be developed by a records management company, which gives Compu-Stor a competitive and flexible edge over competitors.

This in‐house designed and maintained system integrates Compu-Stor’s entire network together, from scanning items in the warehouse to generating reports in the office. Because all systems are interconnected and operate in real‐time, any changes made at one particular point are updated throughout the whole system instantly. This enables all authorised users to instantly see the status of an item.

This has enhanced our customers’ capacity to access their own data through CIMS, including viewing and editing storage details, viewing location details, viewing and creating schedules, viewing accounts and charges, nominating different users and generating and printing reports.

The security protocols in place for use of CIMS includes:

Protected Access

CIMS has the flexibility to provide tiered access to users, ensuring only the relevant staff members access the required information and documents they need for to get their job done. While many people can access the one account at the same time, users need to be nominated by the administrator in order to gain access.

Audit Trails

As an added element of security, CIMS is able to generate Audit Reports so the administrator can see who has created or submitted a work order for a record. This will help to ensure the right people have the right access to the information they need and can help determine if someone needs higher access to files.

One of the biggest benefits to having such a system designed and developed in-house, is that it can be scaled accordingly to our customers’ needs.

Compu-Stor takes the security of your physical and digital documents and files very seriously, and so should you. For further information on how Compu-Stor can help keep your patient files secure, contact us on 1300 559 778, or complete our Online Enquiry Form.


Should a digital office be your business priority this financial year?

should a digital office be your business priority this financial year

A digital office is a working environment in which information is stored and organised electronically and is easily retrievable.

The benefits of a digital office are many and can include

  • Maximising productivity by reducing wasted time looking for documents
  • Easier storage on hard-drives – not filing cabinets
  • Instant accessibility
  • Increased security.

Digital imaging is a cornerstone to delivering a streamlined digital office - allowing users to view a computer-generated image of documents instead of the original paper. While this isn’t necessarily a paperless office, it is one step closer to achieving some of the benefits and efficiencies that can come from a paperless office.

Digital office vs Paperless office

While Australian businesses are certainly becoming less reliant on physical documents, the coming of the ‘paperless office age’ has certainly not been achieved by most.

Most companies are making efforts to digitise records as much as possible and move them into commonly accessible content repositories, but they’ve also had to make peace with the fact that paper isn’t likely to go away for years, decades or maybe not ever.

For most businesses, paper trails and records need to be created and kept should anything happen, which may require them to be found. In some cases, only the physical document will be sufficient.

While paperless may not be achievable, the digital office is certainly a reachable goal.

Digital conversion and storage is the physical act of scanning every document in your archives and then saving them to a private server for quick and easy access.

Why go digital?

While the original notion was for a business to become paperless for environmental reasons, of which many are making a concerted effort to become, another reason is for efficiency.  As many companies need to keep physical records for legal, tax or compliance reasons, and therefore place them in to secure storage facilities, an issue always arises when they need to be accessed.

Most of the time this begins with an email enquiry for a document, which then goes in to a queue, which may take days, if not weeks to be responded to depending on the requests in front of you. Then the document will need to be located, and someone from your office will need to go down and retrieve it from the facility.

With a digitised office, you can access archived and important documents from your very desk.

How do you go digital?

With Compu-Stor, we are able to not only store documents you want to archive, we can also digitise them through our document imaging service. Each and every one of the documents you want stored at our facilities is scanned in to on-site server. This means you will have a physical and digital copy of the same document. However, not every document has to be digitised, which means you only need to inform us of the documents you will need scanned and we can create a tailored solution for you.

Yet the best part is to come. Where once it may have taken you days or weeks to gain access to a document (or documents), you can now access them directly from your computer. Through our CIMS (Complete Information Management System) portal, you have access to all archived documents digitally.

No matter where you are located in Australia, or around the world, through the CIMS portal you can access the documents you need to conduct your business, any time that you wish.


Compu-Stor is all about providing you with the most efficient services to run your business. Aside from giving you a portal that helps you access archived documents with ease, the portal also has the ability to allow multiple users to access the system using a single account. No more waiting for work colleagues to log out of the account in order for you to find what you need.

You can generate and download reports, as well as search and view historical activity, enabling you to keep track of your documents and see what services and information is being accessed the most.

Combine this with the ability to be able to order storage materials such as boxes, cartons, destructions bins, scanners and box barcodes, and you have a full-service portal that can give you access to the digital and physical.

Where to next?

With Compu-Stor’s experience and skills, we can help tailor a solution to fit your business’ needs. Feel free to call us on 1300 559 778, or fill out our Online Enquiry Form and we will respond to you as soon as we possibly can.


Government announces further investment in Digital Transformation

Australian government investment digital transformaion web

The Australian Government have used the release of the 2018-2019 Budget to announce further investment in key platforms and technology to improve people’s experience of government services online.

$92.4 million will be invested into the Digital Transformation Agency (DTA) to deliver in the next phase of work to build Govpass, a key component in the further digital transformation of government.

Govpass aims to provide a simple, safe and secure choice for people to verify who they are and access government services online, reducing the need to visit a shopfront.

According to the Digital Transformation Agency[1] website, over the next financial year, up to 8 high-volume government services will be piloted using a digital identity, giving more than 500,000 people the opportunity to test the system.

[H2] What is the Digital Transformation Agency? [H2]

The Digital Transformation Agency was set up by the Federal Government in 2015 to improve how Government deliver services online.  It exists to make it easy for people to deal with government and to help government transform services to be simple, clear and fast.

Government at all levels are one of the major industry sectors that see digital transformation as the future of integration of services and improving on customer experience.

Local government are facing the challenge of increased compliance and the goal of transforming to more efficient paperless processes and systems by 2020.

State Government’s across Australia are transitioning to digital platforms to simplify both internal processes and customer experience.

At the recent CeBit business and technology conference, NSW Minister for Finance, Services and Property, Victor Dominello, announced 'Buy.nsw, a new streamlined e-procurement platform that will make it easier for government to find and compare suppliers and for suppliers to market their services. [2]

In his keynote address, Dominello highlighted the improved business efficiencies that will almost certainly come from digitisation, but told the crowd that, for him, digital transformation is about more.

“It [digital transformation] is more than just the mere implementation of digital technologies. To me, the essence of digital transformation is about transforming human societies and improving the human condition.”

“It’s about achieving real-world outcomes and making decisions about how we distribute the pie more equitably and more efficiently.”


[1] https://www.dta.gov.au/news/Budget-2018-19-for-the-DTA/

[2] https://ia.acs.org.au/article/2018/nsw--a-state-of-innovation.html


The Real Cost of Imaging: Do-it Yourself vs. Outsourcing

The Real Cost of Imaging Do it Yourself vs. Outsourcing

When you convert paper records to digital images, your organisation becomes more efficient. The process of indexing, retrieving, storing, sharing and maintaining your records gets faster and resources are not wasted looking for paper based records.

However, the question many businesses ask themselves is “should you attempt to image everything yourself using existing resources, or is it more cost effective and efficient to partner with an imaging provider?”

To answer this question and to help provide an internal business case, you first need to have an accurate idea of the actual costs of doing it yourself using in-house resources.

Digital Transformation Solutions have put this resource together to help you better understand what should be considered in your calculation.

What are your overall digitisation project requirements? 

A great place to start is understanding the scope of the project and what will be required. You will need to estimate the following:

  • Project duration
  • Number of records to be scanned overall and per month
  • Number of images to be scanned overall and per month
  • Number of staff required
  • Scanners and hardware required
  • Office space and office fit-out requirements

Clarity about these numbers will enable you to create a cost framework for the project from start to finish.

What is the total cost of investment in equipment?

Many businesses factor in the scanner costs, however they often fail to take into account the cost maintenance and the associated labour required. These are a significant part of any overall cost assessment and should be taken into consideration.


When considering the cost of equipment, think in terms of:

  • Total hardware costs (i.e. how many and what type of scanners, bar code scanners, computers, etc. will be required)
  • The cost to maintain the equipment
  • Consumable costs (i.e. bar code sheets, ink, toner, stationery etc.)

Labour Costs

Aside from equipment costs, there are associated labour costs including:

  • The time taken each time a staff member undertakes a manual scanning process
  • File reassembly and re-filing
  • Preparing the documents for imaging (i.e. pulling out staples, repairing damaged pages, affixing odd size pages to carrier sheets, etc.)
  • Data entry costs
  • Applying multiple quality control steps and allow for rescans which means finding the record and re processing it.

What are the project management costs associated with imaging in-house? 

Any imaging project requires project management, and this adds additional personnel cost considerations, including:

  • Project Manager for conversion
  • Various IT resources including database administration, development support, and project management
  • A conversion supervisor

Have you taken into consideration facilities and utilities costs? 

When it comes to calculating imaging project costs, it is easy to overlook the hard facilities and utilities costs. Be sure to include these numbers in your assessment:

  • Price per square metre of dedicated project space
  • Cabling and networking
  • Electrical and utilities usage
  • Staff facility capacity e.g. kitchen, bathroom, lockers Etc.

There will always be miscellaneous costs

As expected with all big projects, there are a wide range of miscellaneous costs to consider as well. Some of these include:

  • Additional hardware and consumables required (PC’s, servers, network equipment, displays, furniture, etc.)
  • Labour costs on overtime and/or beyond the established project timeline
  • Office consumables (tape, folders, copier, costs, etc.)
  • Attrition costs from staff turnover
  • Senior Management/Executive time on project

Digital Transformation Solutions can show you the benefits of outsourcing your project. Our digital transformation case studies can show you cost comparisons between doing it yourself in-house versus our well proven and highly efficient outsourcing solution. Just a hint, we do it much much faster and deliver greater cost savings, providing the latest compliance and highest quality standards from image one.


Analogue to digital for security for healthcare industry

Analogue to digital for security in healthcare

Medical facilities and providers in Australia have some of the most advanced technology in the world. These technological advancements are leading medical science down the path to provide cures for diseases and sickness once thought incurable, and they are improving every day.

However, there are wide spread reports of hospitals around the country that are falling apart, with electrical sockets becoming faulty and electrical leads tracing across operating floors.[1]

While these matters are being addressed, there is one area also needs to be addressed as seriously as physical issues and is a vital part of any hospital or medical facility; the records system.

With the healthcare sector focusing so intently on cyber security due to the widespread news and reports of phishing scams, it’s the analogue side of their record keeping system that’s needs to be addressed. Rooms filled with filing cabinets ready to explode due to the amount of documents contained within their drawers, or the backup data tapes in boxes in unsecured storerooms, where basically anyone can gain access to them.

Sure, some of the doors may have locks on them, but anyone determined to gain access to these records can easily do so. A security breach may not even be the result of a theft, it could just be a problem of proper protocols when handling medical documents.

DTS understands the need for security of patient documents, but also the need to be able to access them quickly. One of the most efficient ways in which to ensure your documents are not only protected from potential security breaches, but are also easily accessed when needed, and that’s through our imaging, accessibility and storage services.

How does this work?

Firstly, we collect the documents from your facility that you would like to have secured, but also gain access to them when you need. Once they have been collected, we will begin the process of converting all your paper documents in to digital files. All the digital files will be centrally located on our secured server and can be accessed through a portal with your own unique log-in details. Alternatively, we can present the digital records back for integration within your existing facilities.

This portal allows you to be able to access your digital files from any mobile device anywhere in the world.

Once the imaging of your documents has been completed, and if you have advised your DTS team member, they will then be placed in to secure physical storage, where each box of documents will have a barcode placed on them to be easily located when needed.   

To find out more about DTS for healthcare facilities, document storage and destruction service contact us on 1300 559 778, or complete our online enquiry form.


[1] http://www.nswnma.asn.au/old-falling-apart-and-unsafe/