STORAGE OF X-RAY FILMS

For the purpose of storage; X-ray films mainly unexposed can be classified as follows;
Reserve stock, stock for immediate use and stock awaiting use

Storage areas

Identifiable areas of storage include:

1. For reserve stock:-The main storeroom of the hospital or that of the x-ray
department
2. For films for immediate use:- The darkroom and the hopper
3. For films awaiting use:- The cassettes in the imaging x-ray room placed in lead lined
boxes

Purpose of storage areas:- Storage areas are specially tailored to protect and maintain the
sensitive x-ray films in good condition.

THE X-RAY DEPARTMENT STOREROOM

Location: The storeroom should better be within access of the x-ray department and
processing areas to be serviced. The storeroom should provide conditions from which films
need to be protected such as:

1. Physical damage
2. Light
3. High temperature
4. High relative humidity
5. Harmful gases and fumes
6. Radioactive x-ray sources
7. Fire and theft

CARE AND PROTECTION OF X-RAY FILMS IN HOSPITAL OR DEPARTMENTAL STOREROOM

1. PHYSICAL DAMAGE: Physical damage is normally caused by undue pressure and rough
handling. The effect is noted as an appearance of artefacts on the resultant radiographs.

To protect films against physical damage:

(i) Film boxes should be checked on receipt for possible signs of damage
(ii) Film boxes should be carefully handled and locating storage shelves in the centre
of the room at a height of 30 cm to 1.6cm off the floor.
(iii) The boxes should be stored vertically and avoid stacking of film boxes one on top
of each other
(iv) Standing larger boxes of film on the lower shelves to facilitate handling
(v) Using shelves which are deeper that can also accommodate larger film boxes

1
 (vi) Handling individual films at their corners as well as avoiding kinking of the
emulsion

2. LIGHT: Not significant for the main storeroom because all films are in the unopened
boxes. Of concern is mainly the darkroom where some boxes are open. The effect of light is
total or partial fogging of the films

3. HIGH TEMPERATURE: The effect being increased gross fog. The protective measures
taken include:

(i) Avoiding use of rooms where room temperatures change now and the and are higher
than the ones recommended by the manufacture

(ii) Storing film boxes away from strong sunlight to avoid the sun’s heating effect

(iii) Having the roof insulated against the effect of the sun where the storeroom is part of a
single storey building

(iv) Maintaining film store temperatures of between 180c to 210c

4. RELATIVE HUMIDITY: Caused by high humidity and its effect is emulsion peeling or
damage to the film emulsion. The protective measures taken include:

(i) Initial measure taken by the film manufactures having the films sealed in packaging of foil
and polythene

(ii) Avoiding the use of rooms which are subject to sudden changes of temperature

(iii) Storing films at maintained recommended relative humidity of 50%

(iv) Use of rooms which:

• Have no hot water or steam pipes running through them

• should be well ventilated
• Have storage shelves that are well arranged and with adequate air space both above
and below them

5. HARMFUL GASES AND FUMES OR VAPOURS: The effect being film fog which could be
caused by formaldehyde and ammonia hydrogen sulphide. The protective measures taken
include:

• Use of room that are free from gases such as formaldehyde or ammonia hydrogen
sulphide and fumes emitted by substances such as some paints, solvents and
cleaning detergents

6. RADIOACTIVE X-RAY SOURCES: Protective measures taken include keeping the store-
room away from effects of ionizing radiation where sources are:

2
1. Diagnostic x-ray rooms

2. Radiotherapy treatment rooms

3. Radioisotope storage areas

4. Background radiations

7. FIRE AND THEFT: Caused by electrical faults and Humans, effects being loss of film stock
Protective measures include:

(i) Efficient management of film stock and having proper or adequate security measures

(ii) Automatic fire detectors fitted into the storerooms

FILM STORAGE IN THE DARKROOM

Care and protection of x-ray films include observation against physical damage, light, high
temperatures, high relative humidity, harmful gases and fumes, radioactive x-ray sources,
fire and theft.

Other measures include:

Shortening the duration of storage x-ray films in the darkroom,

Adequate air-ducting plus sufficient ventilation,

Keeping films that are not for immediate use in their original boxes,

Keeping films that are for immediate use in the light tight container called film hopper
preferably with an incorporated micro-switch to prevent the hopper being opened when
ordinary white light is on.

FILM STORAGE IN THE IMAGING ROOM

Care and protection of x-ray films include: Storage of x-ray cassettes in a lead lined cassette
storage box and proper shielding of x-ray cassettes from exposure to x-rays

Important terms to take note of;

SHELF LIFE:- This is the period of time for which a box of films may be kept under specified
conditions of storage. Shelf life is subject to change when conditions change

EXPIRY DATE:- This is the date stamped on the film box indicating date by which the films
should be used. This date is also significant in that it indicates the duration or length of time
a box of films can be kept safely without deterioration as long as the manufacturer’s
recommendations are followed.

3
STOCK ROTATION: This is the practice of using the FIRST IN FIRST OUT (FIFO) system, old
film stock that came in first must be the one to be used first.

STOCK CONTROL

Every x-ray department has some form of storage where materials for day to day use are
kept. Usually the senior most radiographer will be in charge of the stores. In some
departments however, a clerk may be seconded by the hospital to the x-ray department to
be in charge of stores

Stock control is the means by which material of the correct quality and quantity is made
available to the user as and when required with due regard to the economy, in storage,
ordering costs, purchase prices and working capital.

This involves:

1. Assessing items to be in stock

2. Deciding the extent of stock holding of items individually or collectively
3. Regarding the input of stock in the storeroom for regulating the issue of stock from
storeroom.

Stock refers to a supply of materials for example x-ray films that are held in stock or kept in
store for use. Stock control is a method that is used to obtain and maintain the correct
levels of film held in stock. It is the activity concerned with:

1. Determining the type of film materials which should be held or kept in stock in
terms of range ie taking into account the whole range of variety of film sizes used to
meet the requirements of the department and also quantities i.e the amount of x-
ray films that should be stocked or kept.
2. The regulation of the range and quantities of x-ray film materials to be ordered and
stocked in terms of film materials received for stock in the storeroom and film
materials issued out of the storeroom

STOCK KEEPING

All stock materials not in need immediately are kept in the storeroom. Small quantities of
various materials which may be needed for immediate use are kept in respective areas
where they may be needed

There are three features to be considered when the stock is in storage and these are:

• The minimum stock level: This is the amount expressed in units of issue below which
the stock of any given item should not be allowed to fall
• The ordering stock level: This is the amount expressed in units of issue at which
ordering action is indicated in time before stock falls below the minimum

4
 • The maximum stock level: This is the amount expressed in units of issue above
which the stock should not be allowed to rise

STOCK TAKING AND CHECKING

Stock taking and checking is a complete process of verifying and physically checking the
quantity balances of the entire range of items held in stock.

The method can be continuously and each item is physically verified at least once in the
course of each year or more frequently for more frequently used items.

REASONS FOR HOLDING FILMS IN STOCK

(i) Delivery time, in terms of reliability and frequency of the delivery system
(ii) Operational needs, operational needs may require that films are held in excess to
equal against a breakdown in the service in the imaging service.
(iii) Fluctuations in prices of film, it may be considered desirable to acquire x-ray
films when the prices are low.
(iv) Economic advantages associated with buying in bulk, discounts may be given
when films are bought in bulk.
(v) Desire to maintain a continued service; patients are assured of continued
imaging service delivery if there is a constant supply of x-ray film materials.

The weight factor given to any one of the above will depend on:

• Type or level of hospital

• Determination of imaging services offered
• The stock control system in place influence the type of imaging service offered.

Extent to which film stock should be held or extent of holding films in stock is influenced by:

• Delivery time
• Operational needs
• Availability of capital funds
• Cost of storage comprising of the following; insurance, stock checking/loss and
deterioration of stock.

ORDERING X-RAY FILMS

1. Film ordering system for a department requires taking the following into consideration
first, the rate of film usage influenced by:

(i) Number and type of examination

(ii) Number of projections for each type of examination

5
(iii) Number of the individual sizes of films required

(iv) Seasonal variations

(v) Anticipated new imaging techniques, possible effects could increase in number films
used and could reduce number of films used.

(vi) Changes in staffing levels with implications of more staff, more patients attended to
therefore more films used, less staff, less patients attended to, therefore less films used

(vii) Reliability and frequency of the delivery system. Where delivery is reliable and frequent,
normal film stock can be maintained and where delivery is unreliable and not frequent
overstocking of films takes place

(viii) Discount given on bulk buying may influence the amount of x-ray film to be ordered
and frequency of ordering films

(ix) Storage capacity of the films storeroom, storage space limits the amount of films that
can be held in stock or ordered

ORDERING METHODS

Available methods include:

1. Fixed amount (Quantity), Varied delivery day (Time)

2. Fixed amount, fixed delivery day
3. Ordering according to need, fixed delivery day

FIXED AMOUNT, VARIED DELIVERY TIME

1. Re-ordering system based on fixing a number which acts as an indicator for action
2. Each film size is assigned its own re-ordering number
3. When this number is reached a new order of new film supplies has to be placed
4. To be efficient the system requires a built in safety mechanism to take care of the
short falls in other sizes whilst waiting for new supplies even if these sizes have
reached their re-ordering numbers.

FIXED AMOUNT, FIXED DELIVERY TIME

1. This system is based on the film usage for the various sizes of x-ray films which is
obtained from the statistical information gathered for a given fixed period say 3 to 4
or 6 to 12 months
2. From the statistical information, a monthly average calculated and used as the
number for ordering of films when the set period is reached

6
ORDERING ACCORDING TO NEED, FIXED DELIVERY TIME

System based on placing orders for new supplies of films according to need and amount
ordered is dependent on usage

RESPONSIBILITIES OF A RADIOGRAPHER IN FILM PURCHASING AND STORAGE

1. Receiving stock: This involves receiving of stock, counting and checking that the right
quantity has been delivered as well as any defects checked

2. Recording stock: Keeping a record of stock as it comes in and out of the radiology
department

3. Arrangement: The stock received should be arranged orderly with due regard to shelf life
and also for accountability and ease of location

4. Storage: Keeping the stock in store in the right amount, with due regard to old stock,
expiry date and shelf life of the films ie practically and ensuring safety of the stock

5. Re-ordering: Reordering of the right stock, quantity and quality and at the right time.

Revision questions

With reference to the storage of x-ray films:

(a) Explain briefly what is meant by

(i) Expiry date (2 marks)
(ii) Stock rotation (3 marks)
(b) Describe measures taken to protect films prior to diagnostic exposure from
(i) Physical damage
(ii) Heat and humidity
(iii) X-ray and gamma rays
(iv) Light (20marks)

State five main responsibilities of a radiographer in film purchasing and storage

10 marks