Digital Archiving and Preservation of Cancer Records- Case of Knh/uon Department of Pathology.

Abstract

Cancer is considered to be 3rd leading killer and 2nd among non-communicable diseases in Kenya Mutinda J. (2019). Ferlay, et al (2013) noted there are about 37,000 new cases of cancer annually and annual mortality rate of 28,000. This indicates cancer records rapidly accumulate over time and more resources are needed to collect and manage cancer-related data. KNH/UoN Department of Pathology have for a long time kept their records using a paper-based system. Objective of the study was to review current record keeping system including the process of preserving, storing and retrieving cancer records and the challenges faced, develop a model to guide the archival of locally available cancer-records and a web based prototype to preserve and avails this information to a wide range of stakeholders. The study used descriptive research design involving 22 participants. Random sampling technique was used to select respondents among the sampled population. The intervention prototype was developed using the RAD methodology. It was noted that cancer patient data were captured through standard forms/books (86% of the respondents) and stored in standard forms/books (71% of the respondents). 57% stated that identification of record and documenting was done based on LAB number. ICD 10 Coding system was not fully implemented as many forms had old coding format. 77% of the participants stated that the inability to track patient records with ease as a challenge and lack of technology in records management as a potential security bleach and damage of records. Findings presented a strong case for this research study where, upon prototype developed, there was concurrence among the respondents that the developed solution would be of significant to enhance cancer records management in the department and improving the healthcare service delivery process. This model can also be used to preserve other similar medical paper documents. Keywords: Digital Preservation, Digital Archive, Digital Record, Electronic Medical Record (EMR).