Introduction
Healthcare doesn’t end when a patient leaves the clinic. Protecting and managing their health records is a responsibility that lives on for years—even decades. That’s why providers across the country turn to a medical records custodian. This role ensures medical information is secure, HIPAA-compliant, and always available when patients or authorized parties need it.
Since 2006, Clary Document Management has stood out as one of the first medical records custodians in the United States, providing healthcare providers with trusted storage, scanning, and retrieval services nationwide.
Learn more about our history »
What is a Medical Records Custodian?
A medical records custodian is more than just a storage provider. It’s an organization legally entrusted with safeguarding patient records, ensuring they remain accessible, secure, and compliant with regulations. This responsibility becomes especially important when:
- A medical practice closes or merges
- Providers retire or relocate
- Records need to be digitized and archived
- Patients submit Release of Information (ROI) requests
Without a dedicated custodian, practices risk fines, patient frustration, and compliance violations.
See how we help during practice closures »
Clary: A Pioneer in Custodianship
Clary began its journey in 2006, at a time when few providers recognized the long-term challenges of record retention. As one of the first medical custodians in the U.S., Clary built a reputation for handling patient records with the utmost professionalism, care, and security.
Today, Clary supports over 500 hospitals, physicians, and clinics nationwide, ensuring continuity of care long after providers have closed their doors.
Why Providers Choose Clary
1. HIPAA-Compliant Solutions
Clary’s services are fully HIPAA compliant, protecting patient data against unauthorized access or breaches.
2. Nationwide Coverage
From solo practices to large hospitals, Clary provides record custody across all 50 states.
3. High-Security Facilities
Medical records are stored in 24/7 monitored facilities, equipped with surveillance, fire suppression, and restricted access systems.
4. Scanning & Digital Transition
Providers moving from paper to electronic medical records (EMR) trust Clary for seamless scanning and indexing.
5. Release of Information Services
Clary manages ROI requests, saving providers valuable time while ensuring patients receive their information promptly.
Explore our HIPAA-compliant services »
Custodianship During Practice Closure
When a physician retires or a practice shuts down, state laws require that patient records remain available for years. Abandoning or mishandling records exposes providers to legal and ethical risks.
Clary simplifies this transition by:
- Picking up and inventorying records
- Securely storing them for the required retention period
- Handling all patient and third-party requests on behalf of the provider
This ensures patients never lose access to their health history, while providers can close their practice confidently.
See our practice closure checklist »
Patient Trust and Continuity of Care
Patients depend on their records for everything from insurance claims to ongoing treatment. A missing or inaccessible file can cause delays in care, financial complications, and frustration. By working with a custodian like Clary, providers demonstrate a commitment to patient trust—even after they’ve retired.
Release of Information (ROI) Made Simple
Handling ROI requests can be overwhelming. Patients, attorneys, and insurers often require timely access to records. Clary manages this process from start to finish, ensuring requests are verified, fulfilled quickly, and fully compliant with HIPAA regulations.
This allows providers to focus on healthcare while Clary manages the administrative load.
Read more about ROI processing »
The Future of Medical Records Custodianship
With healthcare shifting rapidly toward digital systems, the role of the medical records custodian continues to grow in importance. Providers need a partner who can bridge the gap between paper-based legacy files and modern EMR systems. Clary’s expertise ensures a smooth transition while preserving security and accessibility.
Why Clary is the Right Partner
Clary isn’t just another storage company—it’s a long-term partner for providers who care about compliance, security, and patient trust. With nearly two decades of experience, Clary is uniquely positioned to serve as the nation’s most reliable medical records custodian.
Contact Clary today to get started »
Conclusion
Every provider, whether active or retired, shares one responsibility: protecting patient records. Partnering with a medical records custodian like Clary ensures those records are safe, compliant, and accessible for years to come.
As one of America’s first custodians, Clary has helped hundreds of providers across the nation transition confidently into the future of healthcare. Secure your legacy, protect your patients, and trust the experts who set the standard in medical record custody.