GELEMSO GENERAL HOSPITAL
LABORATORY
STANDARD OPERATING PROCEDURE
FOR ELECTRONIC DATA CONTROL AND
STORAGE (BACK-UP)
Compiled by: Ziyad Hussen Signature :
Approved by: Munaja Shukri Signature :
Effective date:24/10/2013EC Version : 1.0
Document No: GGHL/LMO/SOP4.3-004 Copy No: 0
Document number: GGHL/LMO/SOP4.3-
Gelemso General Hospital 004
Version No: Copy No:0
Laboratory
Procedure forElectronic Data 1.0 Effective date:
Page 1of 4
control and storage (Back-Up) 24/10/2013EC
Annual Review of Document
Reviewed by: Approved by:
Revision No. Review Date
Name Signature Name Signature
I. Version Change History/Description
Version. Effective Date Description of Version Change Name & Name &
No. Signature of Signature of
Reviewer approval
II. Amendment
Rev. Page Description of Amendment Amendmen Effective Date Name &
No. No t Date Signature of
approval
Purpose
Authority for Issue: GGH Authorized Date: 24/10/2013EC
Any document appearing in a paper form marked with ‘CONTROLLED’stamp is a controlled document.
This controlled copy matches with the master electronic current version in the main GGHL computer
system. Only the controlled printed documents are used and unauthorized photocopies or alterations of this
document are uncontrolled documents and are removed from the workstations
Document number: GGHL/LMO/SOP4.3-
Gelemso General Hospital 004
Version No: Copy No:0
Laboratory
Procedure forElectronic Data 1.0 Effective date:
Page 2of 4
control and storage (Back-Up) 24/10/2013EC
This procedure provides instructions on specific procedures to protect essential data in the event
of unexpected destructive event.
Definition
Backups have two distinct purposes.
The primary purpose is to recover data after its loss, be it by data deletion or corruption. Data
loss is a very common experience among computer and paper based systems.
The secondary purpose of backup system is to recover data from an earlier time, according to
Gelemso General Hospital Laboratory defined data retention policy.
The reason is to maintain confidentiality and probable losing of data in case of flood, fire, and
hard ware/Software issues.
Abbreviations:-
Materials
Supplies
CDs
External Hard Disk
Formats
Files
Network sharing system
Registration books
File Cabinet
Authority for Issue: GGH Authorized Date: 24/10/2013EC
Any document appearing in a paper form marked with ‘CONTROLLED’stamp is a controlled document.
This controlled copy matches with the master electronic current version in the main GGHL computer
system. Only the controlled printed documents are used and unauthorized photocopies or alterations of this
document are uncontrolled documents and are removed from the workstations
Document number: GGHL/LMO/SOP4.3-
Gelemso General Hospital 004
Version No: Copy No:0
Laboratory
Procedure forElectronic Data 1.0 Effective date:
Page 3of 4
control and storage (Back-Up) 24/10/2013EC
Security
Data/ Documents and records should be accessible only for authorized persons. The reason is to
maintain confidentiality and probable losing of data in case of flood, fire, and hard
ware/Software issues.
Procedure: for Information and Data backup system
1. Identify the Documents you have and records you generate in your laboratory
2. Prepare a Hard copy/and a computer based recording system(patient results) on a
daily basis
3. Prepare a system to store all the required summary of document & records on a
monthly basis on Both systems (hard copy, computer based)
4. Put every document and record in their respective file and store in their file cabinet
and using a CD at the IT Section(for laboratory Information system)
5. The documents and records, (NOT patient result) should have to be stored in by hard
copy and in IT Section using a CD on Quarterly bases.
6. All documents and records should have to be stored by the lab using External Hard
Disk
Authority for Issue: GGH Authorized Date: 24/10/2013EC
Any document appearing in a paper form marked with ‘CONTROLLED’stamp is a controlled document.
This controlled copy matches with the master electronic current version in the main GGHL computer
system. Only the controlled printed documents are used and unauthorized photocopies or alterations of this
document are uncontrolled documents and are removed from the workstations
Document number: GGHL/LMO/SOP4.3-
Gelemso General Hospital 004
Version No: Copy No:0
Laboratory
Procedure forElectronic Data 1.0 Effective date:
Page 4of 4
control and storage (Back-Up) 24/10/2013EC
Declaration
I, the undersigned laboratory personnel, certify that I am conducting every steps of the
procedures incorporated in this SOP after a prior reading.
S.N Name signature Date
Authority for Issue: GGH Authorized Date: 24/10/2013EC
Any document appearing in a paper form marked with ‘CONTROLLED’stamp is a controlled document.
This controlled copy matches with the master electronic current version in the main GGHL computer
system. Only the controlled printed documents are used and unauthorized photocopies or alterations of this
document are uncontrolled documents and are removed from the workstations
