← Kansas medical records custodian and retention laws

Kansas — 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: A minimum of 10 years.
Patients who were minors: No separate minors period in this regulation.
Clock starts: The date the licensee provided the professional service recorded.
Also: Electronic, microfilm or similar photographic storage is permitted, and original paper may be destroyed if the stored copy reproduces without alteration.
Also: Each electronically stored record must identify any original documents or information not included in it.

Before you close — what this state requires

K.A.R. 100-24-2(a) EXPRESSLY AUTHORISES A CUSTODIAN: a licensee 'may designate an entity, another licensee, or health care facility to maintain the record' - and it puts a CONDITION on the licensee, not just the designee: they must REQUIRE the designee to store the record so that lawful access is allowed and confidentiality is maintained. It is what a custodianship agreement has to evidence.
K.A.R. 100-24-3, Notice of location of records upon termination of active practice Verbatim: 'Each licensee of the board who terminates the active practice of the healing arts within this state shall, WITHIN 30 DAYS AFTER TERMINATING THE ACTIVE PRACTICE, provide to the board the following information: (a) The location where patient records are stored; (b) if the licensee designates an agent to maintain the records, THE NAME, TELEPHONE NUMBER, AND MAILING ADDRESS OF THE AGENT; (c) the date on which the patient records are scheduled to be destroyed, as allowed by K.A.R. 100-24-2.' Effective 7 May 1999.
So in Kansas the custodian's name, telephone number and mailing address are filed with the Board by the closing practice - and a DESTRUCTION DATE has to be stated at the same time, which means the ten-year clock has to be computed and committed to on the way out, not left implicit.

Where a records custodian fits

Kansas 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.

K.A.R. 100-24-2(a) EXPRESSLY AUTHORISES A CUSTODIAN: a licensee 'may designate an entity, another licensee, or health care facility to maintain the record' - and it puts a CONDITION on the licensee, not just the designee: they must REQUIRE the designee to store the record so that lawful access is allowed and confidentiality is maintained. It is what a custodianship agreement has to evidence.
So in Kansas the custodian's name, telephone number and mailing address are filed with the Board by the closing practice - and a DESTRUCTION DATE has to be stated at the same time, which means the ten-year clock has to be computed and committed to on the way out, not left implicit.

Where this comes from

K.A.R. 100-24-2 (Patient record storage)
https://rules.ks.gov/
K.A.R. 100-24-3 (Notice of location of records upon termination of active practice)
https://rules.ks.gov/

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 Kansas. Checklist built 21 September 2026.