How Long Do Hospitals Keep Records? Medical Record Retention Times & How to Get Yours

Medical Record Retention Periods

Hospitals follow medical record retention rules that set the minimum time your chart must be kept after care ends. While exact timelines vary, most facilities retain adult inpatient and outpatient records for several years to meet legal, clinical, and accreditation expectations.

HIPAA Compliance focuses on Patient Privacy Regulations and how records are protected and shared. It does not set one nationwide record-keeping period for hospitals, so facilities rely on state law, federal program rules, and internal Health Information Management (HIM) policies.

Typical retention windows

• Adult hospital charts are commonly kept 7–10 years after your last visit or discharge, though some systems keep them longer.
• Diagnostic materials (like imaging and pathology) and specialized services may have different retention clocks than the general chart.
• Federal payer and accreditation requirements set floors, but hospitals often exceed them for risk management and quality purposes.

What your “medical record” includes

• History and physicals, provider notes, orders, test results, operative and procedure reports, and discharge summaries.
• Authorizations and consents, care plans, medication administration, and care coordination documents.
• Electronic records plus legally stored images or scanned paper; archived copies may be stored offsite or in long-term systems.

State-Specific Retention Laws

Medical Record Retention rules are set primarily at the state level, and they differ by care setting and record type. One state may require at least five years for hospitals, while another mandates a decade or more, with separate rules for imaging or mental health.

Which state’s rule applies? It’s typically the state where you received care. If a health system spans multiple states, each hospital site still follows its own state’s retention schedule.

How to verify your state’s rule

• Contact the hospital’s Health Information Management or Release of Information office and ask for its retention schedule.
• Check your state department of health or medical board resources for provider retention minimums.
• Confirm whether any specialty records (behavioral health, substance use, radiology) follow a different timeline.

When the clock starts

• For adults, the retention “clock” usually begins on the date of discharge or your last encounter at that facility.
• For minors, the clock typically starts at the Age of Majority defined by state law, then runs the required additional period.

Retention Policies for Minors

Hospitals maintain a minor’s record longer than an adult’s because the retention period usually starts when the patient reaches the Age of Majority. In many states, this is 18, but some use 19 or 21 for certain circumstances.

A common model is “age of majority plus additional years.” That added period is set by state rule or hospital policy and often extends well into a young adult’s life to ensure continuity of care and legal protection.

Special notes for pediatric records

• Neonatal, NICU, or complex chronic care may be retained longer to support long-term outcomes and risk management.
• Immunization histories and growth charts are particularly valuable; ask HIM to provide a concise pediatric summary when you request records.
• Once a minor turns the Age of Majority, they gain direct control over access unless a specific legal basis permits a parent or guardian to continue access.

Requesting Medical Records

You can request your chart at any time. Hospitals handle requests through their Health Information Management department using standardized Record Release Procedures to verify identity and document your authorization.

Step-by-step record release procedures

• Locate the hospital’s HIM/Medical Records or Release of Information office.
• Complete the Medical Records Request Forms (authorization) with your name, DOB, dates of service, and the exact items you need.
• Choose the format: electronic (portal download, secure email, encrypted media) or paper. State your preferred delivery method and address.
• Indicate who should receive the records—yourself, a new clinician, an insurer, or an attorney. You can direct records to a third party.
• Sign and date the form; for sensitive categories (behavioral health, HIV, genetic testing), initial any special disclosures if required.
• Submit your request as instructed (portal upload, email, mail, fax, or in person) and keep a copy of the signed authorization.

Tips to get exactly what you need

• Ask for a concise visit summary, discharge summary, key labs, imaging reports, and operative notes if you only need highlights.
• If you need images, specify “images on CD/USB” or “viewable electronic format” in addition to the radiologist’s report.
• For continuity of care, ask HIM to send directly to your next provider to avoid delays.

Identification Requirements

To protect privacy, hospitals must verify identity before releasing records. Reasonable verification under Patient Privacy Regulations prevents unauthorized access while keeping the process practical for you.

Acceptable proof of identity

• Government-issued photo ID (driver’s license, state ID, passport, or military ID).
• If you lack a photo ID, hospitals may accept alternatives such as a combination of documents (e.g., insurance card plus utility bill) or notarized signature.

Requesting for someone else

• Minor child: parent or legal guardian with proof of relationship and any required custody/guardianship documents.
• Adult patient: valid HIPAA authorization signed by the patient, or legal authority (health care power of attorney, guardianship).
• Deceased patient: proof you are the personal representative (e.g., executor paperwork) and any hospital-specific forms.

Processing Times and Fees

Hospitals generally must respond to your access request within a set federal timeframe, and many states set even faster deadlines. You will receive records as soon as they are ready, or a written notice if an allowable extension is needed.

Fees must be reasonable and cost-based. Hospitals can charge for labor to copy, supplies (paper, envelopes, portable media), and postage. Search and retrieval fees are not allowed when you request your own records under HIPAA’s right of access. Portal downloads are often free.

Ways to speed things up

• Request electronic delivery in the form and format the hospital can readily produce (PDF via portal or secure email).
• Limit the scope to specific dates or documents if you do not need the entire chart.
• Note clinical urgency (for example, upcoming surgery) so HIM can prioritize continuity-of-care requests.

Before you submit, ask

• Estimated turnaround time based on current volume and state requirements.
• A written fee estimate and whether any charges can be waived or reduced.
• Whether your request qualifies for expedited handling for care coordination.

Rights to Access Medical Records

You have a legal right to inspect and obtain copies of your records and to have them sent to a third party at your direction. You can request an electronic copy if the hospital maintains an electronic health record and ask for the form and format you prefer if it is readily producible.

You may also request an amendment to correct or clarify information. Certain narrow categories (such as psychotherapy notes) or situations may be excluded or limited, but you are entitled to written reasons for any denial and information on how to appeal or file a complaint.

Your core rights, at a glance

• Access: See or get copies of your records within the required time limits.
• Format: Receive records in paper or electronic form, when readily producible.
• Direction: Have records sent to a person or entity you choose.
• Cost: Pay only reasonable, cost-based fees; no search/retrieval fees for your own request.
• Amendment: Ask for corrections and add statements if the hospital disagrees.

Summary

• Hospitals keep adult records for years after your last visit; exact timelines depend on state rules and hospital policy.
• For minors, retention usually runs from the Age of Majority plus additional years.
• Use Medical Records Request Forms through HIM, verify your identity, choose an electronic format, and ask for a fee estimate to streamline the process.

FAQs.

How long are hospital records kept for adults?

Most hospitals retain adult records for 7–10 years after your last encounter or discharge, but the exact medical record retention period is set by state law and the facility’s policy. Many systems keep records longer for risk management or quality improvement.

What is the retention period for minor patients' records?

Hospitals usually retain pediatric records until the patient reaches the Age of Majority and then for additional years as required by state-specific retention laws. This extended window protects continuity of care through early adulthood.

How can I request my medical records?

Contact the hospital’s Health Information Management or Release of Information office, complete the Medical Records Request Forms, specify dates and formats, provide valid ID, and choose delivery (portal, secure email, mail, or pickup). You can also direct records to a new clinician or another third party.

Are there fees associated with obtaining hospital records?

You may be charged a reasonable, cost-based fee for copies that covers labor, supplies, and postage. Search and retrieval fees are not permitted for your own access request, and portal downloads are often free. Some states cap paper per‑page amounts, so always request a written estimate before you submit.