Data Lifecycle Management

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Course
Time
5 hours 25 minutes
Difficulty
Intermediate
CEU/CPE
6
Video Transcription
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>> Hello again and welcome to
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the HCISPP Certification course
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with Cybrary Data Lifecycle Management.
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My name is Schlaine Hutchins
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and I will be your instructor for today.
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In this module, we're going to talk
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about data lifecycle management,
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health information management,
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and records management lifecycle.
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Data lifecycle management is
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a policy-based approach to managing the flow
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of data through a system from
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creation to storage to the end of life.
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The terms data lifecycle management and
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information lifecycle management
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are sometimes used interchangeably.
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However, a distinction can be made.
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DLM products deal with general attributes of files,
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such as their type, size and age.
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Information lifecycle management products or ILMs,
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have more complex capabilities
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such as searching various types
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of stored files for
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instances of a specific piece of data,
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like a patient medical record number.
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Hierarchical storage management is
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just one type of data lifecycle management product.
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DLM products automate the process
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involved in managing data by organizing data
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into separate tiers according to specified policies
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and automating the movement of
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data from one tier to another.
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As a rule, newer data and data that must be
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accessed more frequently is stored on faster,
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more expensive storage media,
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while less critical data is
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stored on cheaper, slower media.
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Why this information is important to
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you as an HCISPP professional,
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is because in order to secure the data,
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you must understand how it's being
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stored and how it's being accessed.
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In order to apply specific rules and
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regulations for privacy, again,
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you must understand the storage that's being used,
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how the data is accessed,
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and who is authorized to access this data.
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Let's continue. By using the HSM,
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an administrator can establish guidelines for how often
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different kinds of files are to be
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copied to a backup storage device.
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Once the guidelines are set up,
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the software manages everything automatically.
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One example of HSM is RAID
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or redundant array of independent disk systems.
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Others are optical storage or tape.
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Each type is a different level of cost and
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speed of retrieval when access is needed.
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Typically, HSM applications migrate data
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based on the length of time
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elapsed since it was last accessed.
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Health information management professionals manage
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health records whether paper-based, hybrid or electronic.
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An increasing number of HIM professionals are expanding
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their role to manage all types of clinical content,
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including picture archiving and communication
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systems or PACS, images, voice,
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text and speech files,
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email and software versions,
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regardless of whether it's
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officially part of the health record.
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The role of HIM professionals
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>> are expanding into more of
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>> an enterprise content and records management role
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that includes management of
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financial and administrative data.
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Enterprise content management or ECRM,
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includes the technologies, tools,
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and methods used to capture, manage,
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store, preserve,
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and deliver content across the enterprise.
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While you may see these roles in
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more government type entities,
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you won't find them as often in the private sector.
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Records management lifecycle is
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the foundation of ECRM principles.
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The following stages of a records lifecycle
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explore the elements of records management lifecycle,
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address common components of records management,
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and expand on the description of each phase.
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Record creation, capture, or
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receipt is the phase that includes creating,
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editing, and reviewing work in process,
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as well as capture of content, for example,
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through document imaging technology
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or receipt of content,
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for example, through a health information exchange.
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Every organization must establish business rules for
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determining when content or documents become records.
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For example, a clinical document must be
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authenticated or signed in order
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to be considered a record,
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or a diagnostic result will be designated
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preliminary and not considered
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a record until it's designated as final.
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Other examples of content that may not be
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considered records are initial drafts of documents,
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working documents, and informal communications.
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The records maintenance and use phase
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includes rules and protocols for searching,
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indexing, routing, and distributing.
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Records classification creates categories
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or groups of records necessary for access,
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search retrieval, retention,
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and disposal of records.
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While not a unique point in the lifecycle,
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it supports the other processes or phases.
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Metadata is generated at various points in
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the records management lifecycle
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providing underlying data to describe the document,
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specify access controls and rights,
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provide retention and disposition instructions,
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and maintain the record history and audit trail.
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The record audit and data control phase
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includes edit checks at the data level,
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identification of classes,
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and checking records for completeness.
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Preservation is synonymous with storage.
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Issues associated with preservation include,
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outdated technology in media,
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media degradation, conversion over time,
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and conversion of standards over time.
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Planning for preservation and
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retention should also include strategies to identify
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and prevent modification or destruction of records
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that are needed for legal purposes or a legal hold.
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Record disposal encompasses the destruction process
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for data and records,
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including various media types and document destruction.
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Again, this is important when it comes to discussing,
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which we will in a later module,
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the destruction of records or the return of
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records that are shared with
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business associates and third parties.
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Without having these processes in
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place for how information is stored, managed,
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and maintained, its difficult to
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understand the controls should there be a data breach.
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These things are important to understand,
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where the data was stored,
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how long it was supposed to be retained,
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whether or not it's used for
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minimum use or whether or not it needs to be destroyed.
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In summary, today, we've
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reviewed data lifecycle management,
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the role of health information management professionals,
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and records management lifecycle.
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Thanks for joining me and I'll see you in the next video.
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