Managed Records Storage in Phoenix — Published Pricing
Most records companies make you call for a quote. Here’s our actual pricing.
Pricing
| Scan + Managed Storage | |
| Monthly archive management | $75–$125/month (volume-based, fixed at signup) |
| Records release/retrieval | $20–$25 per release |
| Minimum term | 12 months |
| Setup | Included with your scanning project |
| HIPAA Business Associate Agreement | Signed before we touch a single box |
What sets the monthly rate: total volume (boxes/images) and release frequency. We quote the exact number before you sign — and it doesn’t change mid-term.
What’s included
- Your scanned archive hosted in an encrypted (AES-256) repository with controlled access
- Records request handling — patients, attorneys, insurers, successor practices — with identity verification and a release log
- Retention-schedule tracking against Arizona requirements (A.R.S. § 12-2297 for medical records: 6 years from last visit, longer for minors)
- Certified destruction at end of retention, with documentation
- Monthly access for your staff at no per-use charge
Who this is for
- Retiring or closing practices that remain legally responsible for patient records for years after the doors close
- Practices switching EHRs that need the paper archive accessible without keeping the paper
- Law firms closing files but holding retention obligations
- Any business that wants the fire-safe, flood-safe, audit-ready version of “boxes in the back room”
How it compares (the honest version)
A storage unit runs $100–$300/month, and you still have to drive there, dig through boxes, and hope the roof never leaks. Commercial box storage runs $5–25/box/month plus retrieval fees that spike when you actually need something. Our model: scan once, then we manage the digital archive — every record findable in seconds, releases handled for you, and the paper gone (certified destruction) or returned, your choice.
Frequently asked questions
Why publish pricing when nobody else does?
Because you shouldn’t have to book three sales calls to learn a number. If our price doesn’t fit, we both saved an hour.
What happens at the end of the 12-month minimum?
Month-to-month at the same rate. Leave anytime after the first year — your records are delivered to you in full, in standard formats, no exit fee.
Is this HIPAA-compliant?
Yes. BAA signed first, AES-256 encryption, access controls, release logging. Details on our HIPAA scanning checklist.
What if I only need scanning, not ongoing storage?
Then you want our document scanning service — $145 per standard banker box, or $195 per box with HIPAA chain-of-custody handling (BAA, documented transfers, certified destruction). Exact quote on the spot.
Can you take over records from a practice that already closed?
Yes — this is one of the most common situations we handle, including coordinating with the Arizona Medical Board’s notification requirements. See our medical records services and Arizona retention requirements guide.
Get your exact monthly number in one call
Call 602-224-9971. Tell us roughly how many boxes and how often you get records requests — we’ll quote it on the spot. Also see: legal records scanning.
