Medical Records
Custodian
Custodial Records Management SERVICES
with National Archives Inc.
Secure Handling of Protected Health Information (PHI)
Protecting Protected Health Information (PHI) is critical for any healthcare organization. As a professional custodian of medical records, we ensure that all records are:
Stored securely in controlled environments
Accessed only by authorized individuals
Managed in full compliance with HIPAA regulations
Our team responds promptly to requests from:
Patients and authorized guardians
Attorneys and legal representatives
Insurance companies
Healthcare providers
This ensures that sensitive medical records are always handled with the highest level of care and professionalism.
Complete Records Lifecycle Management
Our custodial records management services cover every stage of the document lifecycle, including:
Record intake and organization
Secure storage and monitoring
On-demand retrieval and delivery
Final disposition and destruction
By combining secure storage with expert management, we help reduce risk, improve efficiency, and maintain compliance.
View our Records Request Page here:
Patient Records Request
What Is Custodial Records Management?
Custodial records management is the secure and systematic process of organizing, storing, accessing, and managing records throughout their entire lifecycle. This includes the creation, retention, retrieval, and compliant destruction of both physical and electronic documents.
For healthcare providers and businesses, effective records management ensures that sensitive information remains secure, accessible, and compliant with legal and regulatory requirements.
A Trusted Custodian of Medical Records
As part of our custodial records management services, National Archives Inc. acts as a trusted custodian of medical records, ensuring that patient information is securely stored and properly managed over time.
We specialize in supporting:
Retiring physicians
Medical practices closing or transitioning
Estate administrators handling patient records
Our team takes full responsibility for maintaining records for the legally required retention period—often spanning decades—while ensuring they remain safe, organized, and accessible when needed.
steps for care and custody
STEP 1: INFORM
The first step in closing a medical practice is to notify patients. It is imperative to formally announce the impending closure of the practice. This ensures that patients, the relevant State Medical Board(s), and other essential stakeholders are informed promptly and comprehensively. We will work alongside you to help create the content of the announcement, as it will include instructions for patients on how to obtain copies of their charts from National Archives, Inc.
STEP 2: PREPARE & COLLECT
National Archives, Inc. offers comprehensive assistance with all the necessary services for preparing files for storage. This involves tasks such as securely packing paper charts and facilitating their transportation to our designated storage facility. Additionally, we collaborate closely with IT professionals to effectively export any patient charts that currently exist in electronic format. This meticulous approach underscores our commitment to ensuring the seamless preservation of patient records during this transition.
STEP 3: TRANSFER & STORE
The imperative of secure storage is rooted in upholding the confidentiality of records. National Archives, Inc. takes rigorous measures to guarantee that records remain safeguarded and appropriately managed for the required duration. With a track record spanning more than 25 years, National Archives, Inc. has consistently demonstrated its proficiency in maintaining the confidentiality of the most sensitive health, financial and other records. Our experience extends to companies of varying scales, exemplifying our commitment to the responsible protection of data.
STEP 4: REQUEST & RELEASE
Patient chart requests from National Archives, Inc. are fulfilled exclusively upon the explicit request of patients or their duly authorized representatives. Upon completing the requisite HIPAA release and making the necessary payment, the records are transmitted electronically to the requester. This secure transfer is facilitated through a password protected portal, ensuring the confidentiality and integrity of the information being exchanged.
View our Records Request Page here: Patient Records Request
FAQS
I am closing my medical practice, what do I do next?
Contact us so you can be free of legal obligation and future requests from patients. National Archives promptly responds to all inquiries from patients, guardians, lawyers, insurance companies, and doctors.
How do patients contact National Archives?
Patients can visit our records request page and find instructions on how to receive their medical records.
Are the medical records secure?
Our custodial records management solutions ensure that all files be electronically scanned and stored in HIPAA compliant cloud storage according to state and federal laws.