a. Quantity - The BUI records include individual patient files (68,031) as well as a comprehensive diagnostic index. The patient records are maintained in paper file folders which are stored in metal filing cabinets. A recent survey conducted by the Medical Archives staff indicates that there are 250 file drawers. The diagnostic index consists of 6 linear feet of 3x5 index cards that are also stored in metal storage cabinets. As a preliminary step in the appraisal of the patient files, the Medical Archives staff undertook a project to convert the diagnostic index to an electronic database. The hardcopy index, however, is still being maintained as a back-up.
b. Scope - The individual patient files are largely paper-based and contain both textual and visual materials. Documentation includes a broad spectrum of materials such as patient histories and diagnostic test results to inpatient and outpatient notes, operative notes, discharge summaries, follow-up reports, photographs, drawings, and correspondence between physicians, patients and their respective families. The diagnostic index which is maintained in both paper and electronic media includes diagnostic categories with reference to individual patient records. The references are indicated by patient number.
c. Arrangement - The patient files are arranged in a numerical scheme that is based on the date of the initial patient visit. The earliest patient records may thus be found at the beginning of the numerical filing scheme. The diagnostic index is organized around diagnostic entities that are arranged in an alphabetical scheme. Both the patient files and the diagnostic index are in a good state of original order.
d. Intellectual significance - The BUI patient records constitute a valuable research resource for a broad range of academic disciplines ranging from medicine, nursing, and public health, to history, anthropology, and sociology. Over the years, faculty of BUI have regularly utilized these records in various forms of research. Many citations to these records can be found in the medical literature. A distinguishing feature of these records is that they document the emergence of a leading surgical sub-specialty as well as demonstrate major advances in diagnostic, surgical, and treatment modes. Particular areas of specialization include prostate surgery, hermaphroditism, genital abnormalities, adrenal diseases, and sexually transmitted diseases. because the patient population represented in these records is demographically diverse, the records provide special insight into American health and socioeconomic conditions from 1915 to 1975.
e. Provenance - These patient records were generated in the regular course of health care delivery at the Brady Urological Institute at The Johns Hopkins Hospital from 1915 to 1975. They are owned jointly by The Johns Hopkins Hospital and The Johns Hopkins School of Medicine. Both the patient records and the diagnostic index have been transferred to an off-site warehouse that is accessible to BUI and the Medical Archives.
f. State of preservation - The patient files are in particularly fragile condition because the folders in which the documents are maintained are highly acidic and rapidly deteriorating. Moreover, the filing cabinets are stored in an area without adequate climate controls. The card stock of the diagnostic index is relatively low-acid and as a consequence, the cards are in better condition than are the actual patient files. As mentioned above, the diagnostic index has also been converted to an electronic database that is being maintained in the Medical Archives.