Medical Records Storage for Practices
Medical and dental practices can use climate-controlled storage units for patient records they're required to retain—without giving up custody. Our facilities provide the space, while your practice keeps control of containers, access logs, and organization systems. Plus, Extra Space Storage provides features that can help provide a more controlled storage environment for paper records—with electronic gate access, video surveillance, and units typically kept between 55 and 80 degrees during longer retention periods.
- Climate-Controlled Units
- Indoor Storage Options
- Gated Facility Access
Why Practices Need Long-Term Records Storage
Medical practices need long-term medical records storage for several reasons, including complying with record-retention requirements, maintaining continuity of patient care, and protecting against legal claims. Record-retention requirements vary by state, federal program, and record type. Failure to maintain records for the required period of time can result in penalties and other legal consequences. Records storage for medical offices can help providers maintain access to vital patient information and preserve documentation that may be needed to defend against malpractice allegations. Even when doctors retire, they still have a legal responsibility to keep records for as long as is required by their state.
How Practices Set Up Records Storage
While legal requirements for medical record storage vary from state to state, careful practices generally do the following with their records:
Figure out how long to keep records based on legal requirements.
Set a time to remove old records to maximize storage space and keep storage costs down.
Organize physical records in labeled, locked containers.
Create a medical records access log.
Use a consistent organization method like an alphabetical, numerical, or subject-based indexing system.
Rent climate-controlled storage to help preserve paper records.
How Many Chart Boxes Can Fit in a Storage Unit?
The number of chart or file boxes a storage unit can hold depends on the unit's size and whether you use shelving. You can typically fit more record boxes by stacking them directly on the floor, while free-standing shelving helps protect your files from crushing and makes them easier to organize and access. Use the estimates below to compare your storage options and choose a unit that provides enough room for your medical records while leaving space to move around and retrieve boxes when needed.
Unit Size | Chart Boxes Only | Chart Boxes with Shelving |
5x5 | 70-75 | 15-20 |
5x10 | 185-195 | 45-55 |
10x10 | 375-390 | 90-110 |
Note: The ranges above were calculated using standard file box sizing, typical free-standing shelving dimensions, and space left for walking and access. The exact number of boxes will depend on the size of boxes you use, the size of your shelves, and how much room you leave to move around your storage unit.
View Storage Unit Prices for Business Storage
From small units like 5x5 or 5x10 for simple inventory storage to larger 10x20 units for equipment or vehicle storage, view average and lowest prices for different business storage sizes near you.
Get started by searching nearby locations on the left.
Who Uses Medical Records Storage
Many practice types maintain long-term storage for medical records that are no longer needed for day-to-day care but still must be retained. From inactive patient charts and billing documents to X-rays, diagnostic imaging, and treatment histories, secure storage can help you meet retention requirements without cluttering your workspace. Practice types that use medical records storage include:
Medical Clinics & Facilities
Dental Practices
Veterinary Clinics
Chiropractic Offices
Therapy Practices
Retiring physicians with retention obligations
Medical Records Storage FAQs
Can medical records be kept in a storage unit?
Yes, practices can store retained records in a unit they control—the practice remains custodian and responsible for its compliance obligations.
How long must medical records be kept?
The length medical records must be kept varies from state to state, so you will need to consult your state requirements for a definitive answer. Generally, medical records for adults must be kept around 7 to 10 years after the last date of treatment. For kids, records need to be kept until the minor reaches 18 years of age plus the standard retention—making the total age 25 years.
What security features does Extra Space Storage provide?
Extra Space Storage facilities offer high-quality security features like efficient lighting, electronic gate access, and video surveillance. Some select locations may offer additional security like individually-alarmed units, on-site resident managers, and security access to your floor only. Contact your nearest facility to learn more about the exact security features available.
TIPS & RESOURCES FOR BUSINESS STORAGE
Business Storage
See the full range of business storage solutions, from documents and inventory to equipment and vehicles.
Business Document Storage
Find helpful tips for organizing and storing your business documents safely in self storage.
Business Inventory Storage
Free up space at your office or retail location by storing overflow inventory, supplies, and stock.
Storage for Contractors
Storage tips and unit recommendations for contractors, builders, and tradespeople.
Business Vehicle Storage
Explore indoor, covered, and outdoor options for parking work trucks and company vehicles.
Equipment Storage
See what business equipment you can store, the unit sizes to consider, and storage solutions that fit your needs.
How to Insure Your Belongings
Sign up for storage insurance to protect the value of your belongings from the unexpected.
Find Cheap Storage Units Near You
Compare rates near you and find an affordable option that fits your business budget.
