Medical, dental, veterinary, and other healthcare practices generate substantial storage needs: medical records (often required to be retained 7-10+ years), surplus equipment, supplies backstock, and patient education materials. Forward Storage handles healthcare overflow with the climate control and access patterns these items require.

What healthcare practices typically store

• Inactive patient records (most jurisdictions require retention of adult records 7+ years past last visit, pediatric records longer)
• Equipment in transition (between buildouts, upgrades, or replacements)
• Supplies backstock (PPE, paper goods, non-temperature-sensitive items)
• Patient education materials (brochures, signage, marketing)
• Conference and CME materials (binders, journals, course materials)
• Library and reference books
• Office furniture in transition

HIPAA and records storage

Medical records require HIPAA-compliant handling. While Forward Storage facilities provide standard physical security (gate codes, video monitoring, restricted access), the HIPAA compliance for stored records is YOUR practice’s responsibility:

• Lock the unit yourself with quality lock (not facility-provided)
• Don’t share access codes with non-authorized personnel
• Maintain access logs at your practice for who entered the unit when
• Store records in opaque containers (not visible from outside the unit)
• Consider a Business Associate Agreement (BAA) for the storage relationship — some facility operators sign these; check before storing

For active records with regular access, on-site or specialized medical records storage (with formal HIPAA infrastructure) may be more appropriate. For inactive/archive records, self-storage with proper protocols works for many practices.

Sizing for medical practice storage

Practice type	Typical unit
Solo provider	5×10 to 10×10
Small group practice (2-5 providers)	10×10 to 10×15
Large practice or specialty clinic	10×15 to 10×25
Hospital department or large organization	Multiple 10×20+ units

For records specifically: 1 banker’s box ≈ 1.5 cubic feet, so a 5×5 unit (200 cu ft) holds ~130 boxes; 10×10 holds ~600+ boxes; 10×20 holds 1,200+ boxes.

Climate-controlled — essential

For medical practice storage, climate-controlled is essentially required because:

1. Paper records degrade in humidity (yellowing, mildew, ink fading)
2. Some equipment has temperature requirements
3. Long retention periods mean items sit for years; cumulative damage adds up
4. Liability if records degrade and can’t be produced when required

Pay the 20-30% climate-controlled premium. The alternative is non-replaceable record damage.

Access patterns

Medical practices typically access storage:

• Quarterly: Records cycling (current year goes in, oldest year retrieved if needed)
• Annually: Year-end transitions
• As-needed: Patient record retrieval for legal requests, transfers
• Equipment access: Less frequent unless transition periods

Standard 6 AM-10 PM access works for most practice schedules.

Liability and insurance

For medical practice storage:

• Standard tenant insurance may not cover medical equipment value
• Commercial property insurance typically extends to off-premises storage
• Verify with your insurance broker
• Items at risk: equipment ($10K-100K+), accumulated record value (insurance often values at replacement cost of regenerating records)

Working with biomedical equipment storage

Specialized medical equipment may have:

• Temperature/humidity requirements
• Vibration sensitivity
• Need for periodic calibration
• Long-term storage instructions from manufacturer

Discuss specifically with our property manager before storing high-value equipment. We can sometimes accommodate specific requirements.

Forward Storage’s healthcare-friendly policies

• Month-to-month leases for transitional needs
• Climate-controlled at most facilities
• Multiple unit availability for growing practices or organizational customers
• Privacy considerations — we don’t post unit contents publicly
• Drive-up access for equipment in transition
• 50% off first 2 months
• Direct property manager line for coordination

Frequently asked questions

Do you offer HIPAA-compliant storage?

Forward Storage provides standard secure physical storage. HIPAA compliance for stored records is the practice’s responsibility (locks, access controls, BAA where applicable). We can discuss specific protocols.

How long can records be stored?

Indefinitely. Many practices keep records 10+ years per jurisdictional requirements; some store permanently.

Can records be destroyed at end of retention?

Yes — coordinate with a HIPAA-compliant document destruction service (Iron Mountain, Shred-it, etc.). They come to the storage unit, take records, provide certificates of destruction.

What about temperature-sensitive equipment?

Climate-controlled storage maintains 55-80°F. For tighter ranges (e.g., laboratory equipment requiring 65-72°F precisely), discuss specifically — we may or may not be able to accommodate.

How much does medical practice storage cost?

5×10 climate: $80-120/mo. 10×10 climate: $130-180/mo. 10×20 climate: $250-360/mo. 50% off first 2 months for new customers.

Ready to set up?

Find your nearest Forward Storage location → or call 888-684-4933 to discuss your practice’s specific needs.

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