Hawaii
Medical Records Custodian & Retention Laws
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Hawaii Medical Record Retention Law:
HRS s.622-58 (Retention of medical records)
- Adult patients: At least 7 years for the full record - AND at least 25 years for 'basic information' from it.
- Patients who were minors: The period of minority plus 7 years for the full record; the period of minority plus 25 years for basic information.
- The retention period runs from: The last data entry.
- 'Basic information' for a physician or surgeon means the patient's name and birthdate, a list of dated diagnoses and intrusive treatments, and a record of all drugs prescribed or given.
- X-ray films, EEG tracings and similar imaging: at least 7 years, after which they may be given to the patient or destroyed.
- The 25-year duty falls on the provider OR THE PROVIDER'S SUCCESSOR.
If you are closing, selling or relocating your practice Hawaii sets out what has to happen to patient records. The points below are taken from the source above.
- HRS 622-58(e), AS DIRECTLY ON POINT AS WISCONSIN 146.819: 'If the health care provider is succeeded by another entity, the burden of compliance with this section shall rest with the successor.' Hawaii puts the retention duty on the SUCCESSOR by statute - that is, on whoever holds the records after you.
- HRS 622-58(e): 'Before a provider ceases operations, the provider shall make immediate arrangements, SUBJECT TO THE APPROVAL OF THE DEPARTMENT OF HEALTH, for the retention and preservation of the medical records in keeping with the intent of this section.' Hawaii is the only state found so far that requires a REGULATOR TO APPROVE the closure records arrangement.
- That approval step is a deadline-free but mandatory gate - a Hawaii practice cannot simply hand records to a custodian and close.
Hawaii closing-practice checklist
The same requirements as a checklist you can print and work through, with the retention periods, the notice each rule requires and what you may charge for copies.
Open the Hawaii checklist →
Cost
No state copying-fee schedule was located for Hawaii. Charges should be reasonable and cost-based.
Verified September 2026
This page summarises the source above and is not legal advice. Retention periods change and several states adjust their copying fees every year, so confirm the current text before you rely on a date or a figure.