Document Management System in St Michael's House (Ballymun HQ)

We are conducting a short scoping survey on how St Michael's House files are stored externally and would very much appreciate your feedback on how your Department uses this facility.

Please be assured that information provided in this survey will be solely used for the purpose intended and no specific information will be shared externally.

This survey will take approximately four minutes to complete.

With kind regards,

Tara Molloy | Director of Support Services

Question Title

* 1. What Department do you work in?

Finance/Payroll

Human Resources

CEO Admin

Clinic

Adult/Children Services

Estates

Quality & Safety

Nursing

FOI

Other (please specify)

Question Title

* 2. Does your Department store hard-copy files (physical files)

Internal Storage Only (e.g.) Office based filing only

External Storage Only (e.g.) Oasis storage

Both Internally & Externally

Online storage only (soft-copy files only)

Question Title

* 3. Does your Department currently have an active information & records management system process (e.g) what files you currently have in storage, date of filing etc?

Yes

Unsure

External Record Management

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* 4. If you or a member of your Department uses the SMH external file storage facility (i.e) Oasis, do you have a dedicated person(s) who administrate the storage process?

Yes

Unsure

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* 5. Do you assign unique document numbers/barcodes to file storage boxes?

Yes

Unsure

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* 6. Are you aware what Department files you currently have in external storage?

Yes

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* 7. How many times would you use SMH external storage system (Oasis) during one year (storage and retrieval)?

Weekly

A few times a month

Once a month

Once a quarter

Once a year

Less than once a year

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* 8. On average, how many file boxes would you put into storage per quarter?

1 - 5

6 - 10

10 - 20

Over 20

None

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* 9. Are key and critical files always easy to retrieve from external storage when required?

Easy

Neither easy nor difficult

Difficult

External Storage (Data Protection & GDPR)

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* 10. Do you put file destruction dates on your Oasis boxes prior to sending into storage?

Yes

Unsure

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* 11. Do you know how long you need to retain information that is archived externally?

Yes

Unsure

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* 12. Does your Department conduct routine audits of archived files?

Every Quarter

Every Year

Every 2 - 5 Years

Every 10+ Years

Never

Records Management

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* 13. If St Michael's House were to streamline record management within the organisation please rank the following functions (1 = Priority 1; 2 = Priority 2 etc)

One Central Data Management Administrator
File Retention Policy & Procedures for your Department
Online Access to Department Files Externally Stored
Digitalisation of Files
Audit Alerts/Reminders for Document End-of-Life

Document Management System in St Michael's House (Ballymun HQ)

Question Title

* 1. What Department do you work in?

Question Title

* 2. Does your Department store hard-copy files (physical files)

Question Title

* 3. Does your Department currently have an active information & records management system process (e.g) what files you currently have in storage, date of filing etc?

Question Title

* 4. If you or a member of your Department uses the SMH external file storage facility (i.e) Oasis, do you have a dedicated person(s) who administrate the storage process?

Question Title

* 5. Do you assign unique document numbers/barcodes to file storage boxes?

Question Title

* 6. Are you aware what Department files you currently have in external storage?

Question Title

* 7. How many times would you use SMH external storage system (Oasis) during one year (storage and retrieval)?

Question Title

* 8. On average, how many file boxes would you put into storage per quarter?

Question Title

* 9. Are key and critical files always easy to retrieve from external storage when required?

Question Title

* 10. Do you put file destruction dates on your Oasis boxes prior to sending into storage?

Question Title

* 11. Do you know how long you need to retain information that is archived externally?

Question Title

* 12. Does your Department conduct routine audits of archived files?

Question Title

* 13. If St Michael's House were to streamline record management within the organisation please rank the following functions (1 = Priority 1; 2 = Priority 2 etc)

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* 14. Do you have any further questions, comments or suggestions?