This can be a dilemma, and I agree with what everyone is saying, but I don't think it needs to be this difficult. There are many options which work:
1. Scan all records into AC and shred the paper charts. My favorite. Why have two copies?
2. Scan records into AC and keep an electronic record. Solves both issues. You could burn the PDF onto a CD, name it and give it a date using LightScribe so it is professional. This gives you an archive AND allows you to simply copy the CD when you need to give a record to someone. If they haven't been seen in AC since the date you have it all. You can archive the records in many places. One good place would be a Networked Attach Storage with a RAID5 that is copied over to a second one. That should cover you. And, you could grab a file from any computer. They can also be encrypted.
3. Don't scan into AC but do the other above. Personally, I would go with the NAS. Don't put them on a USB hard drive or thumb drive. Put them on a heavy duty NAS. Get a company to do it for you.
4. My absolute favorite. Scan the records either in any way above. You are all set. Then have a big party with all the docs. Make sure it is open bar. After two or three hours, sit them all down and just tell them, "No more storage. Who wants to keep the records at their house?" Maybe give him/her half the storage money each month. Just tell them either they take the records and are responsible for bringing the record in the next day or you are torching them.
A lot of doctors are resistant to change. But, I have to be blunt. They need to get over it. What is the worse thing that can happen? They lose a chart. If they lose what is current, it is pretty bad as well.
