Veterinary medical records laws: Retention, confidentiality, and compliance

Veterinary medical records play a vital role in ensuring high-quality care, continuity of treatment, and legal protection for both clients and practitioners. But unlike human healthcare, veterinary practices are not governed by HIPAA. Instead, they must navigate a complex patchwork of state-level regulations that define how records should be created, stored, accessed, and released.

These laws vary significantly from state to state—particularly around how long records must be retained, who owns them, and when they can be shared. For example, some states require records to be kept for just two years, while others mandate five or more. Rules around client access, third-party sharing, and emergency disclosures also differ depending on local legislation and the state veterinary board's guidelines.

CoVet is built to take the guesswork out of it. We keep up with the rules so you can focus on your patients. Whether you're a solo DVM or managing multiple locations, CoVet helps you stay on top of your documentation, protect client privacy, and handle even the trickiest multi-pet households.

In this guide, we’ll break down:

• Common national guidelines (like those from the AVMA)

• How record format and electronic documentation are handled

• Key differences in retention and confidentiality laws across U.S. states

• How CoVet helps you meet these requirements 

Common standards in veterinary recordkeeping

Veterinary recordkeeping isn’t just about jotting down notes—it’s about making sure your documentation is clear, consistent, and legally sound. While every state has its own take on what’s required, there are some common threads most practices follow. This is especially important in general practice, where diverse cases demand thorough and reliable records.

AVMA guidelines and professional standards

The American Veterinary Medical Association (AVMA) outlines what a complete medical record should include, as well as overall medical ethics.

Whether you’re using paper files or digital systems, here’s what you’re generally expected to document:

• Patient ID and signalment (species, breed, age, etc.)

• History and presenting complaint

• Physical exam findings

• Diagnostic test results

• Diagnosis or working diagnosis

• Treatment plans and medications

• Surgical reports and anesthesia logs (if applicable)

• Progress notes and client communication, which can be enhanced by following tips for SOAP writing for clarity and consistency

The goal is to make sure anyone reviewing the record—whether it’s a colleague, a board investigator, or a relief vet—can clearly understand the patient’s case and what’s been done.

Electronic medical records and record format requirements

There’s no single “approved” format for veterinary records, but they do need to be readable and organized. Most states accept:

• Handwritten records (as long as they’re legible)

• Printed forms or notes

• Electronic medical records (EMRs)

• Scanned copies of handwritten notes or signed documents

If you're using a digital system, it’s important to have proper backups in place. Some states require records to be stored securely with role-based access, audit logs, and encryption, especially if you're handling sensitive client data. That's where tools like CoVet can really help, keeping your records safe without adding extra steps. 

For veterinarians looking to streamline documentation, integrating veterinary dictation software with your practice management system can be a game-changer. When considering such tools, it’s important to evaluate scribe pricing and alternatives to find the best fit for your practice budget and workflow. This helps reduce the time spent on note-taking while maintaining detailed, compliant records.

Record retention policies across states

How long you need to keep veterinary medical records depends entirely on where you practice. Some states require two years, while others require five years or more. And it’s not always just one number—retention requirements can vary based on:

• The type of service provided (e.g., surgery, prescriptions, imaging)

• Whether controlled substances were administered

• If a complaint or legal case is pending

Here’s a quick look at the typical ranges:

• 2–3 years: Common in states like Colorado and New York

• 4–5 years: Found in states like Florida

• 6+ years: Less common, but states like Michigan do require longer

The clock usually starts from the date of the last patient visit, not the first. So even if a pet came in just once, you’re still on the hook for keeping that record around for a while.

If you’re working with multiple locations—or juggling a mix of active and archived patients—it can be tough to keep track of which records need to stay and which can go. CoVet makes that easier with built-in retention tracking, so you’re always in line with state rules while also supporting management of multi-pet vet records.

CoVet ensures consistent records across patients to better support compliance

Confidentiality, consent, and release protocols

Veterinary medical records belong to the practice, but the information inside is about your clients and their pets. That means keeping records confidential is a big deal.

Generally, clients have the right to access their pet’s records and can ask for copies. But before you hand anything over, you usually need their consent, whether it’s for transferring records to a new vet or sharing info for other reasons.

There are some exceptions, like legal cases or public health concerns, where records may need to be released without consent. Also, emergency situations might require quick sharing of information to protect the animal’s well-being.

Since veterinary practices aren’t covered by HIPAA (more on that soon), the rules around confidentiality and record release come from state laws and professional guidelines. This means each state might have slightly different rules about:

• Who can see records

• When and how records can be shared

• How long you have to keep a record of who accessed the info

CoVet helps by providing secure, role-based access controls so only the right people can see sensitive information, plus logs to track record releases. This makes it simpler to stay compliant while protecting your clients’ privacy.

HIPAA and veterinary records

Unlike human healthcare, veterinary practices are not subject to HIPAA. However, client confidentiality is still protected by state-level privacy laws and professional standards—many of which CoVet is built to support through secure, role-based access and encrypted data handling.

State-by-state veterinary medical records requirements (by region)

Veterinary medical records laws vary quite a bit across the U.S., especially when it comes to how long records must be kept, who can access them, and what formats are allowed. Below, we break down the key requirements by region to help you navigate your local rules more easily.

West 

• Retention period: Most western states require veterinary records to be kept for 3 to 4 years from the last visit. For example, California, Oregon, and Arizona specify 3 years past the last date of service.
  

• Confidentiality and release: Records are typically owned by the practice and considered confidential. Client consent is generally required before releasing records, except in cases of legal investigation or public health concerns.
  

• Format requirements: Electronic medical records (EMRs), handwritten notes, and scanned copies are usually accepted, provided they are clear and accessible for inspection.

Midwest 

• Retention period: In most Midwestern states, veterinary records must be retained for a minimum of 3 to 5 years from the date of the last patient visit. However, states like Michigan require a minimum of 7 years. Some states may also have specific rules for certain types of records, such as controlled substances or radiographs.
  

• Confidentiality and release: Veterinary records are generally owned by the practice, with client confidentiality protected under state laws. Client consent is typically needed to release records, except when required by law or for public health reasons.
  

• Format requirements: Both electronic and paper records are accepted, but they must be legible, securely stored, and readily accessible for regulatory review.
  

South 

• Retention period: Most Southern states require veterinary medical records to be kept for 3 to 5 years after the last visit. Some states have longer retention periods for specific records such as controlled substances or surgical logs.
  

• Confidentiality and release: Records are generally owned by the veterinary practice. Client confidentiality is protected by state privacy laws, and releasing records usually requires client consent, except in legal cases or public health situations.
  

• Format requirements: Veterinary records may be maintained in electronic or paper form, provided they are clear, secure, and accessible for inspections or audits.
  

Northeast 

• Retention period: Veterinary records in the Northeast typically must be retained for 3 to 5 years following the last patient visit. Certain records, such as those related to controlled substances or radiographs, may require longer retention depending on the state.
  

• Confidentiality and release: Veterinary practices generally hold ownership of medical records, with strong confidentiality protections under state laws. Client consent is usually required to release records unless overridden by legal or public health mandates.
  

• Format requirements: Both electronic medical records and handwritten or scanned documents are acceptable, provided they are legible, secure, and readily accessible.

How CoVet supports compliance with veterinary records laws

Managing veterinary records can get complicated, especially with varying state laws on retention, confidentiality, and access. 

CoVet is designed to help make this easier. It supports compliance with state veterinary record laws through built-in retention tracking, secure electronic medical records, and robust access controls. However, it’s important to remember that practices are still responsible for meeting their specific local regulations.

Built-in documentation standards

CoVet helps ensure your records meet professional guidelines and AVMA standards, making documentation complete and consistent across all patients.

Centralized EMR for multi-pet and multi-location workflows

Whether you’re a solo vet or managing multiple clinics, CoVet centralizes patient histories, making it easy to track care for multi-pet households and streamline workflows.

CoVet makes it easy to create polished client summaries, emails, and discharge instructions in seconds.

Secure data protection and client confidentiality

CoVet prioritizes client confidentiality with encrypted data handling and role-based access, keeping sensitive information safe and compliant with privacy laws.

Retention and access control features

CoVet tracks retention periods automatically and allows you to control who can view or release records, helping you maintain compliance effortlessly.

Why understanding veterinary medical records laws matters for your practice

Staying on top of veterinary medical records laws isn’t just about ticking boxes—it’s about protecting your practice, your clients, and your patients. With varying state rules on how long to keep records, who can access them, and how to keep them confidential, having a clear system in place is essential. 

Using tools like CoVet can simplify compliance by organizing your records securely and tracking retention automatically. Remember, while technology supports you, staying informed about your state’s specific requirements ensures your practice runs smoothly and ethically.

Frequently asked questions about veterinary medical records laws

How long should you keep veterinary records? 

Most states require keeping records for at least 2 to 5 years from the last patient visit. Some states have specific rules for certain records like controlled substances or imaging. It’s best to check your state’s regulations to be sure.

What's the importance of record keeping in veterinary practice? 

Good record keeping protects your practice legally, ensures continuity of care for your patients, and supports clear communication with clients. Accurate records also help comply with professional and legal standards.

What are the veterinary medical records laws in California?

In California, veterinary records must be kept for at least 3 years from the last patient visit. Records are considered confidential and owned by the practice, with client consent required for release except in legal or public health situations. Both electronic and paper records are accepted as long as they’re accessible and legible.