Washington State Medical Records Retention Requirements: How Long to Keep Patient Records

Washington’s rules set clear expectations for the patient record retention period hospitals must meet. Below, you’ll find what to keep, how long to keep it, acceptable record formats, what to do at closure, and the health department record requirements that govern compliance in Washington.

Hospital Medical Records Retention

Current statutory patient record retention period

As of July 27, 2025, Washington hospitals must retain and preserve all medical records for a minimum of 26 years from the date each record was created. This 26‑year requirement applies to records created on or after that date and to earlier records that were still in the hospital’s custody on July 27, 2025. Records previously destroyed in compliance with prior law are not affected. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

Scope and interplay with other laws

All information collected at each unique visit is considered a “medical record” for this requirement. The statute does not exempt hospitals from longer or additional retention duties imposed by other laws, contracts, or accreditation. Aligning your policies with these rules is essential for regulatory compliance in Washington. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

Minor Patient Records Retention

Minor patient data retention follows the same 26‑year, date‑of‑creation standard. In practice, that means a newborn’s record must be kept at least until the patient’s 26th birthday, and records created later in adolescence will be retained well into adulthood (for example, a record created at age 16 must be retained until at least age 42). This uniform rule ensures continuity of care and evidentiary availability beyond majority. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

Record Formats

Acceptable storage media

Hospitals may store medical records on paper, microfilm, electronically, or on other media. Records may also be retained in photographic form consistent with Washington’s Uniform Photographic Copies of Business and Public Records as Evidence Act. Together, these provisions allow you to modernize storage while maintaining legal validity. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

Electronic health records retention

For electronic health records retention, hospital licensing rules require medical records to be accurately created, promptly filed, accessible, and retained. In practice, you should ensure readability over time, reliable indexing and retrieval, appropriate authentication, and robust safeguards that preserve integrity and confidentiality throughout the retention period. ([app.leg.wa.gov](https://app.leg.wa.gov/WAc/default.aspx?cite=246-320-166&pdf=true))

• Plan for system migrations so data remains legible and retrievable for at least 26 years.
• Maintain audit trails, metadata, and version/authentication controls that support accountability.
• Back up routinely and test restorations; protect media against degradation and obsolescence.

Record Preservation Upon Hospital Closure

If a hospital ceases operations, it must make immediate arrangements—approved by the Washington State Department of Health—for preservation of its records. Practically, hospital closure record management should identify a qualified custodian, specify secure storage and access methods, and document how the statutory retention period will be met post‑closure. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

Policies addressing retention, release, and continuity of information flow should be established and implemented as part of your closure plan and ongoing governance framework. ([app.leg.wa.gov](https://app.leg.wa.gov/WAc/default.aspx?cite=246-320-166&pdf=true))

Definition of Medical Record

For the retention requirement, “all information collected at each unique visit” constitutes the medical record. In addition, hospital licensing rules specify what complete, high‑quality records must include, such as patient identification, clinical data supporting diagnosis and treatment, signed consent documents, accurate and timed entries with authentication, and properly transcribed verbal orders—filed promptly and kept accessible. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

Department's Regulatory Role

The Department of Health defines by regulation the types of records and the information that must be included, and its hospital licensing rules require policies and procedures that govern access, retention, preservation, and release. The department also reviews and must approve preservation arrangements when a hospital closes, reinforcing health department record requirements and regulatory compliance in Washington. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

Summary

Hospitals in Washington must keep each patient record for at least 26 years from its creation, maintain records in compliant formats (paper, microfilm, electronic, or other media), and uphold accessibility, integrity, and confidentiality throughout that period. The Department of Health sets detailed operational expectations and approves record preservation upon closure, ensuring medical record preservation that supports patient care, accountability, and continuity.

FAQs

How long must hospitals in Washington retain medical records?

At least 26 years from the date each record was created. This applies to records created on or after July 27, 2025, and to earlier records that were still retained on that date; records lawfully destroyed under prior law are unaffected. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

What are the retention requirements for minor patient records?

The same 26‑year minimum from the record’s date of creation applies. For example, a record created at birth must be retained through at least the patient’s 26th birthday. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

What formats are acceptable for medical record storage?

Paper, microfilm, electronic, or other media are acceptable; photographic forms are also allowed under Washington’s evidence act for photographic copies. Regardless of format, records must remain complete, accessible, and secure for the entire retention period. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

What happens to medical records if a hospital closes?

The hospital must immediately arrange, with Department of Health approval, for preservation of its records and ensure continued access and security for the full retention period. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))

Who defines the types of records to be retained?

The Washington State Department of Health defines, by regulation, the types of records and required content, and its hospital licensing rules govern retention, preservation, and access. ([app.leg.wa.gov](https://app.leg.wa.gov/RCW/default.aspx?cite=70.41.190&pdf=true))