How Long Are Medical Records Kept? What Patients and Families Should Know

Whether you're managing your own care or helping a loved one through theirs, past medical records often hold the missing pieces to a confusing health puzzle. But what happens when those records are nowhere to be found? Here’s what patients and caregivers should understand about how long medical records are kept—and what to do if you hit a wall.

“We need those old scans—why are they gone?”

People are often caught off guard when a hospital or clinic says they no longer have key records. It can feel like the system erased part of the medical story.

Why this happens more often than you think:

• Retention timelines vary by provider type. Hospitals typically keep records for 7 to 10 years, but private practices may only keep them for as little as six years, depending on state law.
• Records for children may be retained longer. Pediatric files are often retained until the patient turns 21—or even 23 in some states—but policies vary.
• Digital systems don’t guarantee permanence. Even with electronic health records (EHRs), providers may archive, purge, or lose access to older digital records if they switch vendors or platforms.

You may assume everything is stored forever. But unless you’ve specifically requested copies, there’s a real chance the information is gone—and no one will alert you before that happens.

What determines how long records are kept—and what gets lost?

Record retention rules are shaped by a mix of state laws, Medicare policies, and provider discretion. But not everything is treated equally.

Common trends to be aware of:

• Legal minimums drive most retention timelines. Many states require hospitals to retain records for at least 6–10 years, and Medicare-participating facilities must comply with federal guidelines tied to the Conditions of Participation.
• Not all files are saved equally. Radiology images, mental health records, and email communications are often stored in separate systems with different timelines.
• Archived records can be hard to access. Even if a hospital has the record, older files may be stored off-site, in third-party systems, or in formats that are no longer searchable without special effort.

These inconsistencies mean it’s possible to get a full chart from one provider and nothing but a billing summary from another—years later, both can matter deeply.

Looking for a concrete example of what should be included in a medical record? Medicare’s Hospital Discharge Planning Checklist outlines the kinds of documents hospitals are expected to provide when a patient leaves—like care instructions, medication lists, and follow-up plans.

How to request records—before it’s too late

Don’t wait for a crisis to figure out how to access medical history. Providers aren’t required to notify you before destroying records—even if you’re the patient, a legal proxy, or a caregiver.

Steps to protect access:

1. Submit a written request to the medical records department. Most facilities require a signed authorization form to release records. Check the provider’s website or call the health information management office.
2. Ask for everything—not just summaries. Specify that you want full visit notes, lab reports, imaging results, and discharge summaries. Otherwise, you might receive only billing or medication data.
3. Keep digital and physical backups. Save PDFs from patient portals, but also request CDs for scans and printed reports when applicable.

Once records are gone, there’s no legal requirement for providers to help you recover them. Get ahead of the timeline—especially after hospitalizations or major diagnoses.

Want to know your rights when requesting medical records? The HHS HIPAA Right of Access Fact Sheet explains what healthcare providers are required to share, how quickly they must respond, and what steps you can take if access is delayed or denied.

Medicare’s role: What gets kept and what disappears

If you or your loved one receives care from Medicare-participating facilities, the Centers for Medicare & Medicaid Services (CMS) has certain documentation rules. But even those come with caveats.

What Medicare covers—and what it doesn’t:

• Hospitals must retain records for a minimum period. Under federal law, Medicare-certified hospitals must keep patient records for at least five years (six in some states).
• Discharge planning documents are part of the required record. This includes summaries, care transition plans, and referrals to rehab or home care—valuable materials for future care.
• Medicare does not centralize your records. There’s no single Medicare “portal” for past medical history. Each provider maintains (and may eventually delete) its own records.
• Medicare Advantage adds another layer of complexity. These private plans may keep billing records longer than Original Medicare will, but they don’t store your full medical file. To get doctor’s notes, test results, or scans, you’ll still need to request them directly from each provider.

Patients and caregivers often assume Medicare has universal access to every encounter. It doesn’t. You must act at the provider level to secure what’s needed.

Want to learn the federal rules hospitals must follow to stay Medicare-certified? The Medicare Conditions of Participation outline the requirements for patient care, discharge planning, and medical record retention in facilities that accept Medicare.

If you're stuck, Solace can step in fast

Trying to recover records while also managing care plans, medications, and appointments is overwhelming. Solace advocates specialize in navigating the healthcare system. That means they can handle the paperwork, call providers on your behalf, and flag missing records that might affect treatment.

Here’s how Solace advocates can help:

• Coordinating multi-provider record requests. Solace advocates know how to navigate provider systems, locate contacts, and push back when requests stall.
• Flagging gaps in records that may affect care. Advocates review timelines, spot missing labs or notes, and help you request re-issuance or clarification.
• Making sure everyone has the same, up-to-date records. Advocates help coordinate information across providers—including during transitions of care, when miscommunication is especially common. [Research shows poor coordination during these transitions is a major driver of medical errors.](https://pmc.ncbi.nlm.nih.gov/articles/PMC3312531/#:~:text=According to the Joint Commission,of hospital patient safety culture.)
• Streamlining the process across systems. Instead of making five calls, you make one—to your Solace advocate.

Before records disappear: Take these two actions today

The best way to protect your medical history—or your loved one’s—is to get ahead of the timeline. Records don’t last forever—but your need for answers might.

• Download or print visit summaries after every major appointment. Don’t assume they’ll still be there a year from now, especially if a provider retires, closes, or switches systems.
• Create a shared folder (digital or physical) labeled by event. Organize documents by ER visit, surgery, or diagnosis so you're not searching for context during a crisis.

Healthcare doesn’t start and stop at the appointment. It lives in the documents you hold onto—or lose. Take the steps now to protect what may be hard to get back later.

Frequently Asked Questions About Medical Record Retention

How long do hospitals usually keep medical records?

Hospitals generally retain medical records for at least 7 to 10 years, though policies vary depending on state laws, provider type, and whether the records are stored digitally or on paper. Some electronic health records may be archived longer, depending on the system.

Are pediatric records kept longer than adult records?

Yes, pediatric medical records are often kept until the patient turns 21, and sometimes longer depending on state regulations. It’s a good idea to request copies of those records before your child transitions to adult care or switches providers.

Do different states have different medical record retention laws?

They do. Medical record retention laws vary by state, and timelines can differ for hospitals, clinics, and private practices. Most states set a minimum number of years, but providers can choose to keep records beyond those requirements.

How can I request old or archived medical records?

Start by contacting the provider’s medical records or health information department. Many offer forms online or through a patient portal. For archived records, you may need to wait a few weeks while older files are retrieved from off-site storage or third-party systems.

What happens if medical records are lost or destroyed?

If your records have been purged or lost due to routine system cleanup, provider closures, or technical issues, they may not be recoverable. In some cases, summaries or billing records may still be available. You can ask the provider if any documentation remains or if a summary of care can be reconstructed.

Does Medicare require hospitals to keep records for a certain time?

Medicare-certified hospitals must follow specific documentation rules tied to federal Conditions of Participation. These often require that records be kept for at least five years, though this may vary based on state rules or whether the patient is a minor.

Do clinics and private practices follow different rules than hospitals?

Yes, smaller providers like clinics and private practices may follow different retention timelines, especially if they’re not affiliated with a larger hospital system. These differences can affect how long records are available and how requests are handled.

What’s the best way to manage and store personal medical records?

Consider downloading visit summaries from patient portals, saving test results as PDFs, and organizing documents in a secure digital folder or physical binder. Keeping your own records—especially after hospitalizations or major diagnoses—can help fill gaps later on.

How can I access medical records from a provider that has closed?

If a provider shuts down, they’re typically required to transfer records to another entity or storage vendor. You can try contacting the state’s medical board or department of health to find out where records may have gone and how to request them.

Why is it so important to keep medical records over time?

Medical records help track your history, support care decisions, and provide context during emergencies or transitions in care. Whether you’re managing your own health or helping a loved one, having access to past records can prevent duplicated tests, improve treatment accuracy, and support claims or benefits applications.

This article is for informational purposes only and is not a substitute for legal, medical, or professional advice. Policies and regulations around medical record retention may vary by state, provider, and insurance type. Always consult your healthcare provider or a qualified professional regarding your specific situation.

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