Services / Archiving & Retention
Medical records archiving and retention
Omega becomes the legal custodian of your patient records and holds them in encrypted storage for the full period your state requires. We track the rules so you never have to.
Last updated September 14, 2026
Medical records archiving and retention is the service of taking legal custody of a practice's patient records, storing them securely, and keeping them available for the full period required by state and federal law. The custodian answers every request that arrives after the practice closes, so the physician does not have to.
What custodianship covers
Legal custody. A custodial agreement names Omega as the records custodian for your practice.
Encrypted storage. Records live in access-controlled, monitored, U.S.-based storage with redundant backups.
Retention tracking. We apply your state's rule for adults and minors, plus federal overlays such as Medicare Advantage and mammography requirements, and set the destruction date accordingly.
Notification support. A patient-notification letter template and a records-request page dedicated to your practice.
Board and carrier documentation. Everything your state medical board and malpractice carrier ask for when you close.
Compliant destruction. At the end of the term we destroy the records and issue a certificate of destruction.
How retention periods work
Retention is set by your state, not by HIPAA. HIPAA requires you to keep compliance documentation for 6 years, but the medical record itself follows state law and the licensing board's rules. Georgia, for example, requires physicians to keep each item in a record for at least 10 years from the date it was created, and requires hospitals to keep records for 5 years after discharge, or 5 years past the age of majority for minors. Other states range from 3 to 20 years, and many add years for minors. Our retention schedule tool shows the rule for your state and practice type.
Rule
State physician rule (varies)
Medicare Conditions of Participation
Medicare Advantage contracts
HIPAA
MQSA
Who it applies to
Physician offices
Hospitals
Any contracted provider
All covered entities
Mammography facilities
Minimum period
Usually 5 to 10 years; longer for minors in many states
5 years (42 CFR § 482.24)
10 years (42 CFR § 422.504)
6 years for policies, authorizations, and other compliance documents (45 CFR § 164.316)
5 years, or 10 if no later mammogram at the facility (21 CFR § 900.12)
Closing in Georgia? The statute lets a physician who retires or
sells a practice meet the retention duty by notifying patients and
offering to transfer their records. Appointing a custodian is how
most physicians satisfy that requirement without staying on call
for a decade.
FAQ
Questions we hear most
What is a custodial agreement?
A custodial agreement is the contract that transfers legal responsibility for your patient records to Omega Medical Records. It names Omega as custodian, sets the retention period, and spells out how requests are handled. It is the document your state medical board and your malpractice carrier will want to see.
What happens at the end of the retention period?
For the full period your state and applicable federal rules require, which is usually 5 to 10 years for adult records and longer for minors. In Georgia, for example, physician records are kept at least 10 years from creation. The retention period is written into your custodial agreement, and we track the rules for all 50 states.
Where are the records stored?
In encrypted, access-controlled cloud storage in the United States, with logged access, redundant backups, and monitoring around the clock. No records sit on a laptop or in a storage unit.
How long will Omega keep my records?
We notify you, then destroy the records in a HIPAA-compliant way and issue a certificate of destruction. If you would rather keep them longer, we extend the term.
Do I have to tell anyone that Omega is my custodian?
Most states expect you to notify active patients and your state medical board when you close. We supply the patient-notification template and a dedicated records-request page for your practice, and we tell you what your board needs.
Check your state's retention schedule
Pick your state and practice type to see the period, the citation, and what changes for minors.
Hand Off the Records. Hold On to Your
Retirement. The compliant, lasting home for
medical records after a practice closes.
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