Document Storage and Record Management in The Medical Sector

The careful management of documents is of great importance within the medical sector due to their sensitive nature. Healthcare professionals and administrative staff engage with an array of medical documents daily, ranging from patient records to treatment plans, underlining the critical need for responsible Document Storage and Record Management.


Medical practitioners across various specialties must carefully consider the legislation surrounding health information management and document storage. This imperative extends to general practitioners, specialists, surgeons, nurses, and other allied healthcare professionals, such as chiropractors, radiographers, podiatrists, occupational therapists, optometrists, osteopaths and physiotherapists, who play a crucial role in patient care. Whether operating in private practices, clinics, or hospitals, adherence to retention periods, privacy principles, and secure disposal practices is essential.

Given the nuanced nature of patient data and the diverse healthcare scenarios encountered, compliance with legislation is critical for all those involved in the medical field. This includes professionals responsible for initial data collection, such as receptionists and intake staff, as well as those directly involved in patient treatment and follow-up care. In a collaborative healthcare environment, a unified understanding of and adherence to these regulations by all medical practitioners contribute to the overall integrity and security of health information. See the Australian Government’s Administrative Record Keeping Guidelines for Health Professionals for checklists and training guidelines.

Legislation and Jurisdiction

The Privacy Act 1988 holds jurisdiction over private sector health service providers throughout Australia. This legislation, however, does not extend to public sector health service providers within state and territory jurisdictions, specifically exempting public hospitals from its jurisdiction.

In New South Wales, Victoria, and the Australian Capital Territory (ACT), private-sector health service providers must adhere to both Australian and state or territory privacy laws when managing health information. On the other hand, Queensland and the Northern Territory have privacy legislation that applies only to their public sector health service providers. In Western Australia and South Australia, there is an absence of specific privacy legislation for health service providers.

Ownership of Health Information

Ownership dynamics further complicate document storage in medical facilities, where patient documents are considered the proprietary information of the patients, while specific documents fall under the ownership of healthcare providers. Striking a balance in retaining these documents is crucial, considering factors such as patient age at the time of collection and the last instance of health service provision.

For instance, if a patient was an adult (over 18) when health information was collected, a healthcare provider is mandated to retain the records for seven years from the last health service provision. In contrast, if the patient was under 18 when the information was collected, the healthcare provider must retain the records until the patient reaches 25 years of age. These nuanced timelines underscore the complexities healthcare institutions face in managing patient data.

Protecting Privacy

Safeguarding patient health information is imperative. Privacy Principles dictate that healthcare providers must implement reasonable security safeguards to protect against unauthorised access and misuse of health information. The information’s nature and storage medium influence the appropriate security level. Adopting the seven principles of Privacy by Design is encouraged, emphasising the incorporation of security measures throughout the ‘lifecycle’ of health information.

Deletion and Disposal

The secure disposal of health information is a critical aspect of document management. When the recommended retention period has concluded, healthcare providers can securely delete the health information following retention and disposal requirements. Healthcare providers must maintain a record detailing the individual’s name, the covered period, and the date of deletion or disposal.


In navigating these complexities, outsourcing document storage and management to specialised service providers, such as CostSmart, emerges as a viable solution. This strategic move not only ensures compliance with regulations but also mitigates costs, reduces physical storage demands, and fortifies security by averting unauthorised access.

For tailored document storage and management solutions for healthcare institutions, reach out to us at [email protected] or call 1300 100 461. Our team is ready to discuss and offer personalised approaches to meet the unique needs of your facility.

Please note: This is intended as a guide only. It is important to note that CostSmart, does not endorse the information in this article or offer professional advice. Before relying on the information within this article, healthcare professionals are strongly encouraged to seek independent professional advice tailored to their specific circumstances. For comprehensive information regarding document retention requirements, contact the regulatory body responsible for your industry and head to the references below for more detailed information.