← Tennessee medical records custodian and retention laws

Tennessee — 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: Not less than 10 years.
Patients who were minors: One year after the minor reaches the age of majority, OR 10 years from last professional contact, whichever is LONGER.
Clock starts: The physician's or a supervisee's last professional contact with the patient.
Also: RETAIN INDEFINITELY: immunization records, and the records of incompetent patients.
Also: Mammography records: at least 20 years.
Also: X-rays, radiographs and other imaging products: at least 4 years.
Also: No record involving services currently under dispute may be destroyed until the dispute is resolved.
Also: Destruction must follow established office procedures, use burning, shredding or another method that protects confidentiality, and the time, date and circumstances of destruction must be recorded and kept.

Before you close — what this state requires

0880-2-.15(e)1, Records of Physicians upon Death or Retirement: patients seen in the office during the IMMEDIATELY PRECEDING THIRTY-SIX (36) MONTHS shall be notified by the physician or their authorised representative, urged to find a new physician, and informed that on authorisation copies of the records will be sent to the new physician. It does not apply to a patient with fewer than two office encounters in the preceding eighteen months.
0880-2-.15(e)3, Sale of a Medical Practice: the physician or the estate 'must ensure that ALL MEDICAL RECORDS ARE TRANSFERRED TO ANOTHER PHYSICIAN OR ENTITY THAT IS HELD TO THE SAME STANDARDS OF CONFIDENTIALITY as provided in these rules', and patients seen in the preceding thirty-six months shall be notified that the practice is transferring to another physician or entity WHO WILL RETAIN CUSTODY OF THEIR RECORDS, and that at their written request copies will be sent to a physician or entity of their choice.
0880-2-.15(e)2 covers a physician departing a group and who bears the notification duty.
The rule contemplates the failure case explicitly: where a physician 'has abandoned his practice and not made provision for the security, or transfer, or otherwise established a secure method of patient access to their records', patients are left to obtain records by whatever lawful means are available - which is precisely the outcome a custodian prevents.
Destruction must be logged: time, date and circumstances recorded and kept.

Where a records custodian fits

Tennessee 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.

The rule contemplates the failure case explicitly: where a physician 'has abandoned his practice and not made provision for the security, or transfer, or otherwise established a secure method of patient access to their records', patients are left to obtain records by whatever lawful means are available - which is precisely the outcome a custodian prevents.

Where this comes from

Tenn. Comp. R. & Regs. 0880-2-.15
https://publications.tnsosfiles.com/rules/0880/0880-02.pdf

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 Tennessee. Checklist built 21 September 2026.