Tennessee Medical Records Retention Requirements: How Long Healthcare Providers Must Keep Patient Records

Tennessee sets clear record retention periods and destruction standards to safeguard patient confidentiality and support healthcare compliance. Timelines vary by provider type and patient status, so you should confirm the correct record retention period before destroying any file.

Hospital Records Retention

Adults

• Keep medical records for at least 10 years following the patient’s discharge or the patient’s death during the treatment period.
• X-ray films may be retired after 4 years if the radiologist’s signed interpretation is retained for the full hospital record retention period; mammography records follow the same retention period as other hospital records.

These retention rules are set by Tennessee’s Medical Records Act for hospitals. ([law.justia.com](https://law.justia.com/codes/tennessee/2021/title-68/chapter-11/part-3/section-68-11-305/))

Minor and mentally disabled patients

• Maintain the complete record for the full period of minority or known mental disability, plus 1 year, or 10 years after discharge—whichever period is longer.

This framework ensures appropriate handling of Minor Patient Records and Incompetent Patient Records within the hospital setting. ([law.justia.com](https://law.justia.com/codes/tennessee/2021/title-68/chapter-11/part-3/section-68-11-305/))

Physician Records Retention

Adults

• Retain office medical records for at least 10 years from the physician’s (or supervisee’s) last professional contact with the patient.

This is the core Record Retention Period for Tennessee physicians. ([tn.gov](https://www.tn.gov/content/dam/tn/health/documents/0880-02.pdf))

Special categories

• Minor Patient Records: keep for at least 1 year after the patient reaches the age of majority or 10 years from last contact—whichever is longer.
• Incompetent Patient Records: retain indefinitely.
• Immunization records: retain indefinitely.
• Mammography: retain at least 20 years.
• Imaging (X-rays, radiographs, other products): keep at least 4 years; if a separate interpretive report exists and is retained, the image may then be destroyed.
• Do not destroy any record that is part of an ongoing dispute until the dispute is resolved.

These physician-specific rules are issued by the Tennessee Board of Medical Examiners and operate alongside patient confidentiality obligations. ([tn.gov](https://www.tn.gov/content/dam/tn/health/documents/0880-02.pdf))

Podiatrist Records Retention

Core timelines

• Adults: retain at least 7 years from the podiatrist’s (or supervisee’s) last professional contact.
• Minor Patient Records: keep for at least 1 year after the patient reaches the age of majority or 10 years from last contact—whichever is longer.
• Incompetent Patient Records (not solely due to minority): retain until at least 1 year after the patient’s death.
• Do not destroy any record involved in a current dispute.

Under Tennessee’s podiatry rules, imaging studies and their interpretations are part of the medical record and subject to these retention and destruction standards. ([law.cornell.edu](https://www.law.cornell.edu/regulations/tennessee/Tenn-Comp-R-Regs-1155-02-.18))

Destruction of Records

Hospitals

• Destroy records only after the applicable retention period, and only in the ordinary course of business—no individual record may be singled out.
• Use burning, shredding, or another effective method that preserves Patient Confidentiality.

These Medical Record Destruction rules for hospitals are codified in Tennessee law. ([law.justia.com](https://law.justia.com/codes/tennessee/2021/title-68/chapter-11/part-3/section-68-11-305/))

Physician and podiatry offices

• Destroy records only in the ordinary course of business and consistent with written procedures; maintain a destruction log noting the time, date, and circumstances (sufficient to identify the group of records).
• Acceptable methods include burning or shredding; for electronic media, ensure data is rendered inaccessible (for example, overwriting or degaussing) before disposal.
• Upon retirement, death, or departure from a practice, notify recent patients and arrange for secure transfer or continued custody of records; retention obligations still apply after a practice closes.

These requirements appear in the Board of Medical Examiners rules for physicians and the Board of Podiatric Medical Examiners rules for podiatrists, which also reference HIPAA obligations. ([tn.gov](https://www.tn.gov/content/dam/tn/health/documents/0880-02.pdf))

Access to Records

Patient right of access

• On receiving a written request, a healthcare provider must provide a copy of the patient’s medical records within 10 working days. A summary may be offered, but it does not replace the right to obtain the full record.
• Medical records are confidential and are not public records, subject to limited exceptions under Tennessee law.

These access and confidentiality provisions apply broadly to Tennessee health care providers and support ongoing healthcare compliance. ([law.justia.com](https://law.justia.com/codes/tennessee/title-63/chapter-2/section-63-2-101/))

Permissible fees

• Providers may charge reasonable costs for copying and mailing records. Tennessee law sets specific caps for paper and electronic formats, allows a flat $20 certification/notary fee when requested, and defines cost limits for radiology images.

Fee rules were updated effective July 1, 2024, and apply to providers and third-party release-of-information vendors. ([law.justia.com](https://law.justia.com/codes/tennessee/title-63/chapter-2/section-63-2-102/))

Summary

In Tennessee, hospitals generally retain adult records for 10 years after discharge; physicians keep office records for 10 years; podiatrists keep records for 7 years, with longer periods for minors and incompetent patients. Destroy records only by approved methods, in the ordinary course of business, and never while a dispute is pending. Patients can request copies, and providers must respond within 10 working days, subject to statutory fee limits. ([law.justia.com](https://law.justia.com/codes/tennessee/2021/title-68/chapter-11/part-3/section-68-11-305/))

FAQs.

How long must hospitals in Tennessee retain patient medical records?

Hospitals must keep records for at least 10 years following discharge or the patient’s death during treatment. For minors or patients under a known mental disability, retain the complete record for the entire period of minority or disability plus 1 year, or 10 years after discharge—whichever is longer. X-ray films may be retired after 4 years if the signed interpretation is retained for the full period; mammography follows the hospital’s standard retention period. ([law.justia.com](https://law.justia.com/codes/tennessee/2021/title-68/chapter-11/part-3/section-68-11-305/))

What are the retention requirements for physician records in Tennessee?

Physicians must retain office medical records for at least 10 years from last professional contact. Keep minors’ records for at least 1 year past the age of majority or 10 years from last contact—whichever is longer. Retain incompetent patients’ records indefinitely; keep immunization records indefinitely; retain mammography for at least 20 years and imaging for at least 4 years (longer if no separate interpretive report). Do not destroy any record that is part of an active dispute. ([tn.gov](https://www.tn.gov/content/dam/tn/health/documents/0880-02.pdf))

How should healthcare providers destroy medical records upon retirement?

Follow your profession’s rules and Tennessee law: destroy records only after the retention period, in the ordinary course of business, using secure methods such as burning or shredding; keep a destruction log. For electronic media, render data inaccessible (for example, overwriting or degaussing). Also, notify recent patients and arrange a records custodian or transfer so patients can access their files after you retire. These steps protect Patient Confidentiality and ensure Healthcare Compliance. ([law.justia.com](https://law.justia.com/codes/tennessee/2021/title-68/chapter-11/part-3/section-68-11-305/))

Can patients request access to their medical records in Tennessee?

Yes. After a written request, providers must supply a copy of the records within 10 working days. Providers may charge reasonable copying and mailing costs within statutory caps, and while summaries may be offered, they do not replace the right to a full copy. Medical records remain confidential and are not public records, subject to limited exceptions. ([law.justia.com](https://law.justia.com/codes/tennessee/title-63/chapter-2/section-63-2-101/))