Records Custodian Solution

Topics: Healthcare IT Management

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Business Challenge

Your practice or hospital is closing, but your patients still need access to their health records for their continuing care. These records must be kept throughout their retention period, and yet you don’t have a secure facility in which to store them for a long period of time. This exposes you to the potential for loss, deterioration or a breach.

What’s more, because your practice or hospital is closing, you don’t have the ability to release these records to patients or to other authorized requesters for patient care, discovery requests or claims–related issues. And, when your records have reached their legal retention requirements, you’ll want to make sure they are securely destroyed to mitigate the future risks that may arise from potential litigation or a breach.


What You Gain

  • Peace of mind that you can close your practice or hospital and be secure in the knowledge that your clinical and business records are safely stored until their retention requirements are met
  • Continuity of care with a proven process in place for your patients to access their records.
  • Minimized risk; when records meet their retention requirement they will be securely destroyed.

The Iron Mountain® Records Custodian solution provides a complete, end-to-end solution for your closing practice or hospital — including records storage, release of information and secure file destruction. By leveraging our proven capabilities and HIPAAcompliant best practices, you’ll have a tailored program that provides you with:


Your records — including medical and business records, as well as radiology films and pathology slides and blocks — will be stored in highly secure, HIPAA-compliant storage facilities. These facilities provide intrusion detection and alarms, physical access controls, fire detection and suppression systems and 24/7 central monitoring — all of which give you complete peace of mind that your records are constantly protected.


When patient files are needed, records can be released to patients or authorized requesters upon submission of a valid Release of Information request and authorization. Because your records can be both stored and released by Iron Mountain, your patients can enjoy faster and easier processing of their requests and we can provide a detailed Accounting of Disclosures, should your patient’s request one.


Once your records have met their retention requirements, Iron Mountain can securely destroy your hardcopy records and reduce them to an unrecoverable state, enabling you to minimize future risk

What If You Could

  • Have confidence that your patients can have continuity of care and easily fulfill their record requests?
  • Safeguard your clinical and business records from damage, loss or inadvertent disclosure?
  • Remain compliant with regulations or court orders governing information retention and destruction?

Read the entire solution brief here


Records Management Solution Brief
Records Management Solution Brief

Topics: Govern Information

With Iron Mountain Records Management services, you'll have the resources you need to effectively store and safeguard your information assets, and make them easily accessible to individuals across your organization.