How to get records from a closed practice or a doctor who left

A closed clinic or a doctor who moved on doesn’t erase your records — retention laws keep them alive. Here’s how to find them.

By UploMD · Updated July 2026

Your records survive the closure

When a practice closes or a physician retires, retention laws still apply — your records must be kept for years and made available to you. The challenge isn’t whether they exist; it’s tracking down who holds them now.

Where the records usually go

A successor practice that acquired the patient records.
The individual physician, or a records custodian they designated.
A medical-records storage vendor the practice used.
The affiliated hospital system, if the doctor practiced there.
For a deceased physician, the estate or a designated custodian.

How to track them down

Look for a closure notice — practices are often required to notify patients where records went.
Contact the physician or the successor practice directly.
Ask your state medical board — they often know the designated records custodian.
Check the hospital the doctor was affiliated with.
Consider a records-retrieval service for hard cases.

Get copies now — and keep your own

Once you locate them, request copies (see how to request records) and keep your own permanent set so a future closure never puts them out of reach. UploMD stores everything — including your viewable scans — in one place that’s always yours.

Skip the chasing — let UploMD gather it for you

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Frequently asked questions

Can I still get my records if the clinic closed?

Yes. Retention laws require records to be kept even after a practice closes; they’re typically held by a successor practice, the physician, a custodian, or a storage vendor.

Who keeps records when a doctor retires?

The retiring physician, a designated records custodian, or a successor practice. Your state medical board can often tell you who holds them.

What if my doctor passed away?

The physician’s estate or a designated custodian is responsible for the records. The state medical board may have custodian information.

How does the state medical board help?

Boards often track where a closed or departed practice’s records went and can point you to the current custodian.

This guide is general information, not legal or medical advice. Records-access rights and fees vary by state and facility; check with the specific provider for their process.