← Iowa medical records custodian and retention laws

Iowa — 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, except as otherwise required by law.
Patients who were minors: Governed by Iowa Code s.614.8 (the minors' limitation statute).
Clock starts: The last date of service.

Before you close — what this state requires

13.7(8)(c) BEGINNING JULY 1, 2023: a physician MUST APPOINT another Iowa-licensed physician, or other representative or entity held to the same standards of confidentiality, to ensure these requirements are met in the event of the physician's DEATH OR INCAPACITATION
On request by the board, the physician must be able to ESTABLISH BY SUFFICIENT PROOF that the representative was appointed
13.7(8)(d)(1) On death, retirement, SALE of the practice, or departure: ensure all records are transferred to another physician or entity held to the same confidentiality standards AND THAT AGREES TO ACT AS CUSTODIAN OF THE RECORDS
13.7(8)(d)(2) NOTIFY ALL ACTIVE PATIENTS that their records will be transferred to the entity retaining custody, and that on written request the records will be sent to the physician or entity of the patient's choice
[ARC 6683C, IAB 11/30/22, effective 1/4/23]

Where a records custodian fits

Iowa 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.

13.7(8)(d)(1) On death, retirement, SALE of the practice, or departure: ensure all records are transferred to another physician or entity held to the same confidentiality standards AND THAT AGREES TO ACT AS CUSTODIAN OF THE RECORDS

What you may charge for copies

$1.00 per page for the first 30 pages, then 25 cents per page.

Where this comes from

653 IAC 13.7(8)(a)-(b) (Board of Medicine)
https://www.legis.iowa.gov/law/administrativeRules

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 Iowa. Checklist built 21 September 2026.