Preparing Paper Patient Records

The following checklist is provided to assist in the closure of your practice and/or the preparation of your patient records for shipment to RSRS. We recommend that you contact RSRS at 1-888-563-3732, ext. 2, to ensure that patient records are packed in the easiest and most efficient way.

• Estimate the number of boxes: Take linear measurements of files (summed up in inches) and divide by 14-inches. (More information about estimating the number of boxes)
• Use standard-sized Medium to Heavy-Duty Bankers Boxes (measuring 12” x 15” x 10”).
• Recommended Boxes: Costco; Staples or RSRS boxes
• When packing a box, please leave 1-inch of space for ease of access.
• Create separate sets of boxes for active and inactive charts. (Active files are patients seen within the last 2 (or 3) years.
• Each box should be individually labelled to indicate the contents of the box. ( More information about labelling boxes for shipment)
• Boxes may be organized by

• ▪ name alphabetically, or
• ▪ by date last seen, or
• ▪ by unique patient I.D., or
• ▪ any file protocol that you used on your office shelves — just so long as patient records are readily retrievable once they get to RSRS.

Call RSRS at 1-888-563-3732, ext. 2, to discuss the best way to pack your medical records for shipment and long term storage.