South Dakota Medical Record Retrieval, Statutory Copying Fee Caps & Subpoena Rules (S.D. Codified Laws § 36-2-16 & § 34-12-15)
Complete guide to South Dakota medical record retrieval, comparing the Federal HIPAA Patient Rate (45 CFR § 164.524) against South Dakota's third-party copying fee caps under S.D. Codified Laws § 36-2-16 & § 34-12-15 (post-Ciox Health v. Azar), mandatory 30 calendar days response deadlines, and SDCL § 19-19-902(11) Business Records Declaration trial authentication.
South Dakota (SD) Medical Record Laws at a Glance
- Governing Fee Statute
- S.D. Codified Laws § 36-2-16 & § 34-12-15
- Mandatory Response Deadline
- 30 calendar days
- State Statutory Third-Party Copying Fee Schedule (Post-Ciox v. Azar)
- Reasonable reproduction cost for third-party requests; Federal 45 CFR § 164.524 Patient Rate applies to direct patient requests
- Custodian Affidavit & Evidence Rule
- SDCL § 19-19-902(11) Business Records Declaration
- Minimum Record Retention Rule
- 10 years adult; minor until age 20 (ARSD 44:75:09:05)
South 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 South Dakota are governed by S.D. Codified Laws § 36-2-16 & § 34-12-15:
| Requirement | Patient Direct (45 CFR § 164.524) | South Dakota Third-Party Attorney (S.D. Codified Laws § 36-2-16 & § 34-12-15) | South Dakota Civil Subpoena & Affidavit |
|---|---|---|---|
| Maximum Copying & Search Fee | Reasonable cost-based labor only when delivered directly to patient ($0 search fee) | Reasonable reproduction cost for third-party requests; Federal 45 CFR § 164.524 Patient Rate applies to direct patient requests | Statutory subpoena clerical & per-page limits under S.D. Codified Laws § 36-2-16 & § 34-12-15 |
| 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 SDCL § 19-19-902(11) Business Records Declaration | Mandatory Custodian Affidavit or Certificate of No Records (SDCL § 19-19-902(11) Business Records Declaration) |
South 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 South 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 South Dakota Medical Center Cities (HIM, Billing & PACS Routing)
Select a major medical center city in South Dakota to view its Level I/II trauma centers, acute-care hospitals, VA Medical Centers, and 3-department ROI vendor routing:
Major South 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 South Dakota, including Sanford Health, Avera Health, Monument Health, and regional clinics.