custodial
records
Custodial Records Management
with National Archives Inc.
What is Custodial Records Management?
Custodial records management refers to the systematic process of organizing, storing, and managing physical or electronic records and documents in a way that ensures their security, accessibility, and compliance with legal and regulatory requirements. This includes the creation, retention, retrieval, and disposal of records throughout their lifecycle.
As your company prepares for an office closure or retiring, managing the records and documents accumulated over the years can be a daunting task. We understand the importance of ensuring that these records are handled securely and efficiently, which is why we are pleased to offer our custodial records management services to help streamline this process for you. We take complete responsibility of maintaining medical records for the required duration stipulated by law, which could span decades. This includes the creation, retention, retrieval, and disposal of records throughout their lifecycle.
Protected Health Info (PHI)
Custodial records management protects health information of patients by ensuring that records are stored, accessed, and disposed of securely and in compliance with relevant regulations such as HIPAA (Health Insurance Portability and Accountability Act). Whether you're a retiring physician or the executor of the estate of a physician who has passed away, National Archives is here to assist you. We take complete responsibility for maintaining medical records for the length of time required by law, which could span decades. National Archives promptly responds to all inquiries from patients, guardians, lawyers, insurance companies, and doctors.
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.