For years, the promise of a paperless office loomed as a nirvana of sorts. Now, as more medical groups are actually moving toward paperless realities, they're discovering that there is, indeed, some trouble - or at least unexpected hassles - in paradise.

Sure, doctors and administrators are glad to be rid of the paper mess, the rows of file cabinets, and the storage room expense. But there is also a growing need to manage electronic systems, specifically to utilize reliable electronic data storage solutions. And this catches some practices unprepared.

"A lot of physician practices begin to computerize and they see all of the advantages," says Deborah Kohn, principal of Dak Systems Consulting, based in San Mateo, Calif. "Unfortunately, I don't think they understand the full equation. They don't understand that with computerization you inherit the responsibility to manage your computer system - and that means you have to become responsible for functions such as data storage, back-up, and recovery."

As more groups adopt practice management, electronic medical records, and imaging systems, addressing electronic data storage issues is becoming increasingly important. Don't know how to get started? Here are seven tips from those who've already wrestled with electronic data storage issues.

Tip 1: Put someone in charge

Doctors and administrators are learning that computer systems need some tender loving care. And that means finding the right caregiver. Fortunately, it's not necessary to have a computer whiz with advanced knowledge. With the date for compliance with the federal security rule already passed, you likely have identified someone in your practice who has an affinity for computers and has responsibility for the maintenance of your computer systems, including the protection of the data stored in those systems.

The administrator should ensure that there is enough data storage capability on the practice's computer hardware to handle the requirements of software programs, and analyze products for data storage capabilities. He or she would also take the lead in assuring that data is backed up and that proper safeguards exist to prevent the data from falling into the wrong hands. By designating a systems administrator (or security official), your practice will ensure that computer maintenance and data storage issues will not fall through the cracks.

Tip 2: Storage space is finite

Because storage space is limited in every computer system, the administrator needs to constantly keep tabs on what's needed. Different programs will have different data storage requirements. For instance, e-prescribing software will have little or no impact on storage needs, while picture archiving communications systems will eat up space, Kohn says.  "You should be monitoring your systems on a daily or weekly basis as to interfaces and disk space and running utility programs that would prompt action," says Rosemarie Nelson, a consultant with the Medical Group Management Association of America. Your own computer can tell you this, through a utility program that performs specific tasks related to the management of computer systems - such as the monitoring of storage space.

Similarly, when purchasing new computer programs, the administrator should always ask the software vendor about storage requirements.

When your system has reached about 85 percent of capacity, it's time to do something about it, Nelson says. To rectify the situation, you can begin to archive more documents or simply add more storage space. The good news is that data storage is relatively inexpensive. Typically, data storage costs amount to less than 10 percent of complete network configuration.

If you don't monitor the available space regularly, and suddenly find your practice using 95 percent of its available space, you could be asking for trouble. Your system, for example, could freeze up or you might need to upgrade your computer system in a hurry, which could result in dishing out a premium payment.   

Tip 3: Understand data types

Understanding when and how to archive certain types of data can help practices more effectively utilize their available storage space, Kohn says.

According to Kohn, the administrator should understand the differences among the three most common types of data and how long they must be stored. Historical data - information that needs to be readily available to clinicians and administrators - should be stored on magnetic media, media that holds content on an electromagnetically charged surface or set of surfaces. Such media enables users to quickly access and change information. Archival data is any information about a patient who has not come into the practice for a couple of years. This type of data can be stored on "read-only" non-rewritable storage discs. The fact that the data cannot be altered provides additional protection for the practice in case any of the information is ever contested.