Doctor and nurse going through medical charts

Medical Records Storage and Physicians’ Responsibilities Upon Closing their Practice


As the healthcare industry evolves and technology continues to advance, medical records management has seen a significant transformation. With the advent of electronic health records (EHRs) and the increasing emphasis on data security and accessibility, the role of offsite medical records storage has become paramount, especially in the context of physicians’ responsibilities as they seek to close their practice. In this blog, we delve into the relationship between medical records storage and physicians’ obligations when closing their practice.

The Shift to Electronic Health Records (EHRs)

Gone are the days of paper-based medical records stored in filing cabinets. The digital revolution has brought forth EHRs, which offer numerous advantages over traditional paper records. EHRs enhance accessibility, streamline data exchange, and improve patient care by providing comprehensive and up-to-date medical histories. However, the transition of medical records necessitates careful planning, particularly when a physician is nearing closing their practice.

Medical Records Storage:

Medical records are an indispensable resource for healthcare providers, enabling them to deliver accurate diagnoses and appropriate treatments. Efficient storage ensures that patient data is readily accessible, facilitating seamless coordination between healthcare professionals and reducing the risk of medical errors.

In addition to enhancing patient care, proper storage helps doctors comply with legal requirements. It involves housing physical records in secure, external facilities managed by specialized vendors or services. This approach provides an added layer of security and serves as a crucial contingency plan for various unforeseen circumstances.

Medical Records Custodian Services: A service for physicians closing their practice

Physicians are entrusted with a sacred duty to safeguard their patients’ health information. This responsibility extends beyond the point of retirement. When a physician closes their practice, the continuity of patient care and the security of their medical records become of the most significant importance. Medical Records Custodian Services, a service dedicated to helping physicians in the next journey of their life, plays a pivotal role in addressing this challenge.

a. Enhanced Data Security

Records storage facilities are designed with security as a top priority. They employ state-of-the-art measures, including advanced surveillance systems, access controls, and strict protocols to protect sensitive patient information from unauthorized access, theft, or breaches. These facilities also implement redundant systems and data backups to ensure data integrity and availability.

b. HIPAA Compliance

In healthcare data management, the Health Insurance Portability and Accountability Act (HIPAA) protects patient privacy and the security of medical records. Enacted in 1996, HIPAA is a federal law that sets guidelines and standards for protecting sensitive patient information. It establishes a comprehensive framework within which healthcare providers, including retiring physicians, must operate to ensure medical records’ confidentiality, integrity, and availability.

At the core of HIPAA’s mandate lies the imperative to uphold patient confidentiality. When a physician contemplates closing their practice, the responsibility to safeguard patient medical records remains unswerving. HIPAA compliance entails a careful approach to data handling, encompassing the digital realm and the physical storage of records.

Medical Records Custodian services, which have become increasingly prevalent in the digital age, must adhere to HIPAA’s rigorous standards to prevent unauthorized access, data breaches, and inadvertent disclosure. Offsite storage facilities have robust record-keeping protocols that ensure compliance with data retention requirements. By storing medical records offsite, physicians can confidently meet these obligations.

c. Secure Destruction

Destruction of medical records at the end of life is as essential as it is to store the records properly. Physicians are legally obligated to retain patient medical records for a specified period, even after retiring from practice. The duration of HIPAA record retention requirements varies by jurisdiction and medical specialty. Failing to comply with these regulations can result in severe consequences, including legal penalties and damage to professional reputation. 

These mandates underscore the importance of preserving patient data and insulating retiring physicians from potential legal ramifications. Documents that have outlived their mandated retention period must be organized and securely disposed of.

Offsite document storage facilities align with these legal requirements by offering a secure and organized solution for archiving patient data. By adhering to stipulated retention periods, doctors can meet their obligations and provide a safety net for patients who may require access to their medical history.

d. Data Continuity

Ensuring data continuity isn’t merely about the technical transfer of records; it’s about each patient’s medical journey. The transition should be executed with an understanding of the significance of the information contained within those records. For patients, these records contain moments of trust, and the responsibility to safeguard these records reflects a physician’s commitment to the well-being of those they have served.

Here, the role of medical records custodian services emerges as a beacon of reliability and security. It offers retiring physicians a structured, efficient, and secure solution to manage the handover of documents. Going with a medical records custodian vendor involves securely housing patient data in specialized facilities equipped to preserve and retrieve data. 

Their expertise extends to accurate data entry, record archiving, and timely updates, contributing to the overall quality of patient care and informed decision-making within a physician’s office. By partnering with reputable medical records custodian companies, retiring physicians can ensure the seamless transition of patient records while upholding their ethical and legal obligations.

By embracing medical records storage, physicians send patients a powerful message: their well-being remains a top priority, even after their primary caregiver has stepped back from practice. This commitment to data continuity can reinforce patient trust and contribute to a smoother transition of care to new physicians.

e. Facilitating Succession Planning

When doctors are ready to close their practice, it often involves succession planning, wherein a new provider assumes responsibility for the retiring physician’s patient base. This transition necessitates the transfer of accurate and comprehensive medical records.

Document storage companies expedite this process by ensuring the new physician has access to the historical data required to make informed decisions about patient care.

Moreover, the availability of well-organized electronic records can reduce the administrative burden on both retiring and incoming physicians. This allows for a more efficient transfer of patient care responsibilities and supports a positive patient experience during transition.


When doctors are ready to close their practice, they’re like characters in a storybook reaching the last chapter. Medical Records Custodian services ensure that the story doesn’t end abruptly. It helps physicians pass on the knowledge to new healthcare providers, keeping patient records safe and ready for the next chapter of medical care. With secure offsite storage, retiring doctors can ride into the next chapter of their lives, knowing their patients’ stories are well-preserved and protected.

Shoreline Records Management has over 25 years of experience in document management services for highly regulated industries like Healthcare, Nonprofit, Legal, and Financial Services. Services include paper and electronic Medical Record Custodian Services, document storage & retrieval, document scanning for cloud storage and access, cloud-based document management software for internal use, and document management consulting services. If you are looking for a partner that will securely store your records, contact us now.