Ten years. That’s how long private hospitals in Botswana have to retain clinical records.
And under the country’s National Health Quality Standards, all health records must be stored in a secure, confidential, and well-organised system, with processes in place to ensure on-demand retrieval and access control.
But when physical storage reaches capacity, healthcare providers face more than a logistical challenge – they face a regulatory and operational risk, because compliance must still be maintained.
It’s for these exact reasons that a leading private hospital in Gaborone turned to Metrofile.
Structure Delivered
In just a matter of days, thousands of files were sorted, indexed, barcoded, and packed – then moved to Metrofile’s secure purpose-built off-site facility. These weren’t records ready for deep storage. They were active files that needed to be accessed daily by clinical and administrative staff to support patient care, internal reporting, and audits.
Unlike traditional archiving, Active Filing gives organisations the best of both worlds: secure off-site storage with the ability to retrieve files as needed—quickly, confidently, and with full traceability.
For this hospital, the transition was fast. Within weeks, the system—from packing and sorting to retrieval of information—was fully operational. Processes ran smoothly. Compliance stayed intact.
And patients got what matters most: timely, uninterrupted care supported by accurate information at the right time.
Designed for Healthcare Compliance
The Metrofile solution met – and strengthened – the hospital’s compliance with national health regulations by delivering:
- A formal records management system aligned with long-term retention mandates
- Strict access and privacy controls that support data protection legislation
- Complete traceability of every record for daily use and audit readiness
This wasn’t just about organising information and managing records. It was about reinforcing trust, structure, and accountability.
Healthcare providers across Botswana are under pressure to retain more, access faster, and comply fully. Metrofile helps organisations manage records – from physical files to digital workflows, we create order where it matters most. For more click here.
