Washington State Medical Records Retention Requirements: A 10-Year Guide

Under WAC 246-310-180, Washington State requires healthcare practitioners to retain medical records for a minimum of 10 years from the patient's last encounter.

Key Details

• Applies To: All licensed healthcare providers (MD, DO, ARNP, PA, DC, ND, LAC, PT, OT, SLP, psychologists, etc.) and facilities.
• Trigger: Date of last professional service (visit, procedure, consult, phone management).
• Minors: Retain until 10 years after the minor reaches age 18 (i.e., until age 28) — longer than the standard 10 years.
• Format: Original or exact electronic replica (PDF, scanned) meeting WAC 246-310-180(2) standards (authenticity, accessibility, confidentiality).
• Destruction: Secure shredding (paper) or certified digital wiping; maintain destruction log (patient name, DOB, dates of service, destruction date, method).

Related Requirements

• HIPAA: 6 years from creation/last use (federal floor) — WA's 10 years is stricter.
• Malpractice Statute of Limitations: 3 years from act/1 year from discovery (max 8 years); minors tolled until 18+3y. 10-year retention covers this.
• Medicare/Medicaid: 5–10 years per program rules.

Best Practice

• Adopt a uniform 10-year (or 10-years-post-minority) policy.
• Use EHR with automated retention/disposition workflows.
• Document policy in compliance manual; train staff.