The health‑care sector runs on information, and the way medical records are stored can make or break a practice’s efficiency and compliance. Paper charts, imaging, insurance forms, and legal documents pile up quickly. Without a professional system, the result is overcrowded file rooms, increased risk of lost information, and exposure to fines. At Armstrong Archives, we simplify medical record management for physicians, hospitals, clinics, imaging centers, chiropractors, and other practitioners by offering HIPAA‑compliant storage solutions that keep your documents safe and accessible. If you’ve been wondering how medical records storage works, keep reading.
What Is Medical Records Storage?
Medical records storage refers to the secure management of patient information throughout its life cycle. Traditionally, this meant filing cabinets filled with paper charts, but today, practices work with both physical and digital files. Paper archives must be kept in secure spaces with controlled access and environmental protections, while electronic medical records live on servers that are protected by layers of technical safeguards.
Armstrong Archives can help you bridge the two worlds. We offer storage for your physical medical records, securely preserving them, yet ensuring they are still easily available should they need to be accessed. We do not host proprietary EMR/EHR software, but we do offer document scanning services to convert your files into standard digital formats. Once scanned, files can be returned on a CD or flash drive or uploaded to your secure cloud environment.
Secure Storage for Paper Medical Records
Our secure records management process makes off‑site storage painless. Our driver picks up files from your office and transports them to our secure facility. Each file is indexed and bar‑coded for quick retrieval. Need access to a chart? You can request:
- A comfortable viewing room: come to our facility and view files in a private, climate‑controlled space where you can take notes without removing documents from secure storage.
- Expedited document delivery: our staff will deliver the original file to your office the same day.
- Scan‑on‑demand: request an electronic version of a specific chart; we scan the document and send a secure PDF the same day.
- Online access: log in to our encrypted platform and see your indexed inventory, request retrievals, or order destruction from anywhere.
Our indexing services allow you to retrieve, scan, and view information quickly. Because the building is monitored around the clock and access is restricted, you’ll have peace of mind knowing your paper records are safe. We even maintain a comfortable viewing room for retired physicians who continue to manage patient files after closing their practices.Â
Converting Paper Records into Digital PDFs
For practices moving toward electronic medical records, our document scanning service converts your archives into digitized PDFs. Each chart is carefully prepared, scanned, and indexed so you can search by patient name or account number. Once scanning is complete, we provide the files on a disc, flash drive, or upload them directly to your secure cloud storage. It’s important to note that Armstrong Archives does not operate proprietary EMR/EHR databases; we simply create standard digital records you can integrate into your existing systems. Digital PDFs improve retrieval speed, reduce physical storage needs, and make it easier to maintain HIPAA‑compliant audit trails.
Compliance and Security Standards
State and federal regulations define how long patient files must be kept and how they must be protected. In Texas, physicians must retain patient records for at least seven years from the date of last treatment. For minors, records must be kept until the patient turns 21 or seven years after the last visit, whichever is longer. That means your office may need to manage decades of files – and those records cannot be destroyed if there is any pending litigation. Armstrong Archives’ retention schedules incorporate these timelines and help you automate transfers to inactive storage and, when appropriate, secure destruction.
Federal law also applies. The HIPAA Security Rule requires covered entities and business associates to implement administrative, physical, and technical safeguards to protect electronic protected health information. These safeguards must ensure the integrity and confidentiality of information, protect against anticipated threats, and guarantee compliance by all employees..Â
Our facility meets these requirements: 24‑hour security, restricted access, badge‑controlled entry, and surveillance to protect paper files. For sensitive documents, we offer climate‑controlled storage with specialized HVAC systems that regulate temperature and humidity. This prevents moisture damage, pests, and temperature fluctuations that could degrade paper. Files are barcoded, logged, and tracked for audit trails, and only authorized individuals may view or request them. You can also designate different access levels for your staff to ensure that only those with a need to know can see specific records.
Benefits of Professional Medical Records Storage
Outsourcing your medical document storage has tangible and intangible advantages. The most obvious is cost savings. File rooms consume expensive office real estate; off‑site storage frees up space for exam rooms or revenue‑generating activities. Off‑site facilities are designed to withstand fire, theft, and natural disasters, reducing the risk of losing irreplaceable records. In‑house filing cabinets require constant monitoring and complex access controls; outsourcing simplifies security and compliance. Our indexing and scan‑on‑demand services shorten retrieval times, so staff spend less time digging through cabinets and more time caring for patients. Professional management also means your archive can scale infinitely without you having to hire additional staff or expand your office. And if climate control is important, specialized storage protects delicate documents like X‑ray films and charts from humidity and heat armstrongarchives.com.
Why Choose Armstrong Archives?
Healthcare providers across the Dallas–Fort Worth area choose Armstrong Archives because of our local expertise and commitment to providing HIPAA-compliant storage. We tailor our medical records storage solutions to your needs, whether you run a busy clinic or are a retired physician. Our flat‑rate pricing and month‑to‑month flexibility mean there are no hidden fees. By partnering with a trusted, HIPAA‑compliant storage provider, you ensure your records are managed professionally and remain accessible when patients need them. Explore our medical document storage services or learn about our specialized storage for retired doctors to see how we can help you.
Ready to regain office space, reduce risk, and simplify compliance? Contact Armstrong Archives today to discuss your medical records storage needs.
