FAQs

Maybe. Your provider can charge a “reasonable fee” for your copies. You may have to pay upfront.

Source: (RCW 70.02.30)

1. They believe the information would be harmful to your health.
2. It would tell you a source of information who should stay confidential.
3. It would endanger someone’s health or safety.
4. The provider used or gathered the health care information just for a court case.
5. A provider who turns down (denies) your request for any of these reasons must try to separate what they believe they should not release and give you what they can. A provider who denies your request because of a claim of danger to yourself or another must tell you that you can ask another health care provider review to the file to decide if you can look at them and get copies of the records. You might have to pay the second provider to do this for you.

Source: (RCW 70.02.90)

A small task force of HIM leaders across WA State partnered with WSHIMA and WSHA to advocate for changes to our states outdated Hospital medical record retention law. In April 2025, the updates we proposed successfully passed through the legislature, with the new RCW laws taking effect on 7/27/2025. The main change to the Record Retention law was to remove the ‘date last seen’ language, making it easier for us to destroy medical records regardless of “date last seen.” The new law only requires hospitals to maintain records for 26 years, without regard to the most recent patient encounter or age of the patient.

Here is a link to the RCW:  RCW 70.41.190: Medical records of patients—Retention and preservation.

Why 26 years?  We recommended 26 years as the ideal timeframe due to awareness of medical malpractice cases and the need to maintain records of minors at least 8-year beyond the age of 18. This clean 26-year period will allow Hospitals to destroy old medical records, even if the patient is still actively being treated in your organization. Thus, your hospital can immediately start purging records that are 26 years old. Hopefully there will be some empty warehouses in the near future.

* RCW 70.41 is specific to hospitals, so outpatient clinics, nursing homes, etc., are not included (see full definition of ‘hospital’ by opening the link to chapter 70.41 provided above). Outpatient clinic record retention is dependent on licensure. If your non-hospital organization has been following a specific retention timeframe, ex: 10 years from the date of last visit (or 10 years beyond the age of 18 for minors), retention experts recommend continuing your current retention timeframe.

There is no specific length of time or law that physicians must retain medical records. The Washington State Medical Association suggests at least 7 years for adults and until age 21 for minors.

Source: State of Washington Medical Quality Assurance Commission Guideline.

1. Federal law [5 USC 552a(b)] requires that all requests for records and information be submitted in writing. Each request must be signed (in cursive) and dated (within the last year).
2. The information needed to locate military service records includes the veteran’s complete name as used in service; service number; Social Security Number (if applicable); branch of service; dates of service; date and place of birth. For records affected by the 1973 Fire, additional information, such as place of discharge; last assigned unit; and place of entry into service may be useful.
3. To request military service records: veterans, the next-of-kin (the un-remarried widow or widower, son, daughter, father, mother, brother, or sister) or authorized representatives may:
4. Request Records Online with eVetRecs
   Mail a letter or Standard Form (SF) 180, Request About Military Records to:
   National Personnel Records Center
   1 Archives Drive
   Louis, MO 63138
   Fax a letter or Standard Form 180 to 314-801-9195
5. If you prefer to send your request via postal mail or fax, please use the Standard Form (SF) 180, Request About Military Records. Although not mandatory, using the SF-180 is the recommended method to send a request for military service information. This form captures all the necessary information to locate a record. Provide as much information on the form as possible and send copies of any service documents that you may have. Follow the instructions for preparing the SF-180. Check the Records Location Table and submit your request to the appropriate address.
6. Note: For the issuance and replacement of medals and awards, do not use the addresses on the SF-180. See Military Awards and Decorations for additional information on how and where to submit correspondence for issuance or replacement.
7. Costs: Generally there is no charge for basic military personnel and health record information provided to veterans, next-of-kin, and authorized representatives from Federal (non-archival) records. If your request involves a service fee, you will be notified as soon as that determination is made. See Archival Records for information on archival holdings and associated copy fees: the NARA fee schedule authorizes the Agency to collect fees from the public for copies of archival records (44 USC 2116c and 44 USC 2307).