Medical Records Storage Services

1. Assess the types of documents you would like to store and how many you currently have. Organize and index your records 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 into 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.

Off-site storage is often utilized by healthcare facilities to securely store various types of documents and materials that are not frequently accessed but still need to be retained for legal, regulatory, or historical purposes. Here are some examples:

1. Medical Records

2. Financial Records

3. Administrative Documents

4. Legal and Regulatory Documents

5. Human Resources Records

6. Research and Clinical Trial Data

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.

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.

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.

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.

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.

1. Sort and Organize: Before storing your medical records off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your records beforehand will make it easier to access them later.

2. Remove Unnecessary Items: Take this opportunity to purge any records that are no longer needed or relevant. Dispose of outdated records following your organization’s document retention policies and regulations.

3. Boxing: Place the sorted records into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.

4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific records when needed.

5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track the records.

6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual records within the boxes. This can help prevent damage from handling, moisture, or environmental factors.

Record Nations will connect you with a medical records custodian who will ensure your medical records in storage can still be accessed by your current patients. Learn more about our medical records custodian services here.