Client:
Northern Australia Primary Health Limited
Problem:
Preserving digital records for legal retention while winding down operations. Traditional record-keeping was impractical, requiring a secure, compliant, and cost-effective solution without compromising data security.
Services:
Implemented an ELO-based solution, securely migrated confidential records to a cloud-based repository.
Background
Northern Australia Primary Health Limited (NAPHL) delivers mental health, Aboriginal and Torres Strait Islander, allied health, and refugee health services across North Queensland. It also provides telehealth services where clinically appropriate and supports communities through Aboriginal and Torres Strait Islander outreach workers under the Integrated Team Care Program.
NAPHL offers free support for young people aged 12 to 25, covering allied health, mental health, drug and alcohol issues, employment, and education support.
NAPHL sought a solution for their 25-year digital record retention requirement.
The challenge
The organisation needed to preserve digital records for an extended period to meet legal retention requirements. However, as operations wound down, traditional record-keeping methods became impractical. They required a secure, compliant solution that minimised ongoing costs without compromising data security.
The solution
To address the organisation’s challenge, Grace proposed a solution built on ELO’s information management platform. We worked closely with them to understand their specific requirements, particularly the management of digital records over two distinct retention periods: 7 and 25 years.
Key solution features:
- Secure record migration
– Confidential patient and corporate records were migrated to a secure, cloud-based repository within ELO, designed for long-term digital retention.
– Email archives, digital documents, and scanned files were added, then analysed, indexed, and made text-searchable for authorised users. - Controlled access & compliance
– As operations wound down, the repository was sealed, with access restricted to a select few responsible for its oversight.
– At the end of the first review period, records due for disposal and destruction will be actioned and audited directly through ELO’s web interface, ensuring compliance with data retention requirements. - Cost reduction & security
– Ongoing costs were minimised by reducing the need for active access and maintenance of records that were no longer required.
– By provisioning a private instance for the organisation, data integrity and security were maintained while achieving the lowest running costs—especially during long periods of record inactivity.
Results
By implementing this solution, NAPHL successfully met its legal obligations to retain digital records in a compliant system for the required periods. This approach allowed them to achieve their regulatory goals without incurring unnecessary expenses.
Additionally, the system’s design enables on-demand access when required. In the event of an information request—such as from a legal authority—the solution can be brought out of hibernation, providing secure access to the necessary records while maintaining overall system security and compliance.
Additionally, the system’s design enables on-demand access when required. In the event of an information request—such as from a legal authority—the solution can be brought out of hibernation, providing secure access to the necessary records while maintaining overall system security and compliance.
