North Dakota Medical Record Retrieval, Statutory Copying Fee Caps & Subpoena Rules (N.D. Cent. Code § 23-12-14)
Complete guide to North Dakota medical record retrieval, comparing the Federal HIPAA Patient Rate (45 CFR § 164.524) against North Dakota's third-party copying fee caps under N.D. Cent. Code § 23-12-14 (post-Ciox Health v. Azar), mandatory 30 calendar days response deadlines, and N.D.R. Evid. 902(11) Business Records Declaration trial authentication.
North Dakota (ND) Medical Record Laws at a Glance
- Governing Fee Statute
- N.D. Cent. Code § 23-12-14
- Mandatory Response Deadline
- 30 calendar days
- State Statutory Third-Party Copying Fee Schedule (Post-Ciox v. Azar)
- Paper: $20.00 for pages 1–25 + $0.75/pg (26+); Electronic/Digital: $30.00 for pages 1–25 + $0.25/pg (26+) for third-party requests under NDCC § 23-12-14!
- Custodian Affidavit & Evidence Rule
- N.D.R. Evid. 902(11) Business Records Declaration
- Minimum Record Retention Rule
- 10 years adult; minor until age 21 (NDAC 33-07-01.1-20)
North Dakota Medical Record Fee Comparison: Patient Direct vs. Third-Party Law Firm
Under Ciox Health, LLC v. Azar, 435 F. Supp. 3d 30 (D.D.C. 2020), the federal HIPAA “Patient Rate” applies strictly to direct-to-patient requests, while third-party attorney and insurance requests in North Dakota are governed by N.D. Cent. Code § 23-12-14:
| Requirement | Patient Direct (45 CFR § 164.524) | North Dakota Third-Party Attorney (N.D. Cent. Code § 23-12-14) | North Dakota Civil Subpoena & Affidavit |
|---|---|---|---|
| Maximum Copying & Search Fee | Reasonable cost-based labor only when delivered directly to patient ($0 search fee) | Paper: $20.00 for pages 1–25 + $0.75/pg (26+); Electronic/Digital: $30.00 for pages 1–25 + $0.25/pg (26+) for third-party requests under NDCC § 23-12-14! | Statutory subpoena clerical & per-page limits under N.D. Cent. Code § 23-12-14 |
| Mandatory Turnaround Window | 30 calendar days (or 30 days federal ceiling, whichever is shorter) | 30 calendar days | Subpoena return date + mandatory consumer notice window |
| Self-Authentication in Court | Uncertified unless Custodian Affidavit is requested | Certified Custodian Declaration under N.D.R. Evid. 902(11) Business Records Declaration | Mandatory Custodian Affidavit or Certificate of No Records (N.D.R. Evid. 902(11) Business Records Declaration) |
North Dakota County Subpoena Venues, Coroner Autopsy & EMS Run Sheet Hubs
Autopsy and forensic toxicology reports, 911 paramedic Prehospital Care Reports (PCRs), and trial court civil subpoenas in North Dakota are governed at the county/district level. Select a county below to view its trial court subpoena venue, Medical Examiner office, and 911 EMS agency:
Major North Dakota Medical Center Cities (HIM, Billing & PACS Routing)
Select a major medical center city in North Dakota to view its Level I/II trauma centers, acute-care hospitals, VA Medical Centers, and 3-department ROI vendor routing:
Major North Dakota Hospital Systems & Retrieval Hubs
We retrieve complete inpatient and outpatient clinical charts, UB-04 / CMS-1500 itemized billing ledgers, and DICOM radiology studies from all healthcare systems in North Dakota, including Sanford Health, Essentia Health, Altru Health System, Trinity Health ND, and regional clinics.