← Hawaii medical records custodian and retention laws

Hawaii — Medical Records Checklist

For a practice that is closing, being sold, relocating or whose physician is retiring. Prepared 21 September 2026.

How long records must be kept

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.
Clock starts: The last data entry.
Also: '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.
Also: X-ray films, EEG tracings and similar imaging: at least 7 years, after which they may be given to the patient or destroyed.
Also: The 25-year duty falls on the provider OR THE PROVIDER'S SUCCESSOR.

Before you close — what this state requires

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.

Where a records custodian fits

Hawaii law addresses a records custodian directly in the items above. Morgan Records Management performs this role; the duties below are the ones that transfer to, or must be evidenced by, whoever holds the records.

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.
That approval step is a deadline-free but mandatory gate - a Hawaii practice cannot simply hand records to a custodian and close.

Where this comes from

HRS s.622-58 (Retention of medical records)
https://www.capitol.hawaii.gov/hrscurrent/Vol13_Ch0601-0676/HRS0622/HRS_0622-0058.htm

Read this before you act on it. Every statement above was taken from the state's own published rule or statute and is quoted or closely paraphrased from it. It is a working checklist, not legal advice, and it is a snapshot: retention periods change, and several states adjust their copying fees every year. Confirm the current text with the source listed above, or with your attorney, before you rely on a date or a dollar figure.

Figures stated as of: Verified September 2026

Prepared by Morgan Records Management for Hawaii. Checklist built 21 September 2026.