Medical Records Storage Services

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Off Site Health Records Storage Services

Whether you have transitioned to an EHR or you simply have records that have not reached their retention period, medical record storage is a practical solution to free up office space while keeping records safe, ensuring they are not lost, stolen, or damaged.

Off-site medical records storage professionals specialize in securing old records that are not often needed or accessed rarely while minimizing your storage costs. You can also store your backup tapes, external hard drives, and other media along with your paper documents, keeping your data safe in the case of a natural disaster or a data breach.

If your medical practice is closing, it is required by law to hire a custodian for your records to manage any health care requests. Your medical records may be transferred to another physician as the custodian or they can be stored in an off-site facility until the retention time expires. Whoever the custodian is, medical records need to be available at a patient’s request.

Benefits of Medical Records Storage

Enhanced Security

Medical records are stored in secure facilities equipped with advanced security measures such as access controls, surveillance cameras, and alarm systems, reducing the risk of unauthorized access, theft, or loss.

Compliance with Regulations

Off-site storage providers adhere to strict regulatory requirements, such as HIPAA (Health Insurance Portability and Accountability Act), ensuring that medical records are stored and managed in compliance with privacy and security regulations.

Disaster Recovery 

Off-site storage facilities are equipped with disaster recovery measures such as fire suppression systems, climate control, and redundant backups, ensuring the availability and integrity of medical records in the event of natural disasters, fires, or other emergencies.

Space Optimization

Off-site storage frees up valuable office space that can be repurposed for patient care, administrative tasks, or other revenue-generating activities, improving overall space utilization and efficiency.

Access Control and Audit Trails

Off-site storage providers offer controlled access to medical records, with detailed audit trails and activity logs to track who accessed the records and when, enhancing accountability and compliance with regulatory requirements.

See What Our Customers Are Saying

San Antonio, TX
"I was amazed at the rapid and courteous response to my inquiry! Amazingly helpful, they referred me to a provider that more specifically pertained to my project... "
Orlando, FL
"Received 4 quotes in under an hour. Made the shopping around quick and painless. Thanks!"

Medical Records Storage FAQs

How does medical records storage work?


1. Assess the types of documents you would like to store and how many you currently have. Organize and index your records by however you choose, whether it’s their retention date, patient name, etc.

2. Call Record Nations at (866) 385-3706 or fill out the form to get free, customized quotes on document storage services. We can answer any questions you may have about our services, security, and what options might be the best fit for your practice.

3. Choose the service provider that best meets your needs and budget.

4. The service provider you choose will work closely with you to find the best solution to integrate off-site storage into your practice. Set up a time with the provider to hand off all documents securely and come up with an optimal ongoing transfer service, if necessary.

5. At the facility, your medical records will be indexed and stored based on your guidelines. If you choose to integrate new records to your EHR system, they will be scanned and uploaded to it.

6. New documents can be incorporated as needed, and medical records past their retention period are destroyed.

How secure are the medical records storage facilities?


Our service provider’s medical records storage facilities come equipped with 24/7 monitoring and guarded perimeters, access controls, fire-suppressant systems, climate controls, and more. Additionally, all of our service providers comply with all state and federal privacy regulations.

How much does medical records storage cost?


Typically, records storage costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.

How can I retrieve my medical records if needed?


Our service providers offer 24/7 access and retrieval for stored medical records. Most records can be returned within the same or the next business day, but most providers will offer emergency retrieval services as well.

What happens when my medical records retention is up?


When your medical records reach the end of their retention period, the storage facility usually has a secure shredder and will shred your records themselves. Otherwise, they partner with a secure shredding provider to destroy your records.

What if I still need to scan my medical records to an EHR?


Confirm with your service provider that they provide medical records scanning services. If not, we can connect you with another medical records scanning service provider.

Enhance Your Medical Records Storage System and Management With Record Nations

Records Storage Solutions

If you need help with your medical records management system, Record Nations can guide you through the process for an efficient and cost-effective solution. Our pre-screened network of experienced and well-trained storage professionals specialize in helping you ensure you’re compliant with all applicable laws for healthcare information management, including HIPAA, HITECH, and all state and federal regulations. 

Medical Records Management and You

The first step in building your new management system will be defining your policies around labeling, indexing, storage, information flow, and security. If done correctly, this can save your doctors, nurses, and other treatment providers valuable time. Once you’ve built out the procedures, you will need to record them and define them to employees. HIPAA requires a written record and the retention of said record for six years. If you choose to update the procedures in a way that affects the handling or security of patient information, this document will need to be reviewed and updated.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.