Release Of Information

Use a Release Of Information template to make your document workflow more streamlined.

What a Release Of Information does

A Release Of Information is a written authorization that lets a named person or organization disclose specified records to a stated recipient. In healthcare, the authorization should identify the patient, information covered, recipient, purpose, expiration, and signature. HIPAA governs many disclosures of protected health information, while state law can add requirements. With signNow, a sender uploads the form, places or confirms fields, sends it to the signer, and preserves the completed document and audit trail for later review.

Healthcare providers

Healthcare providers use Release Of Information forms to authorize disclosure of patient records to another provider, insurer, attorney, or named recipient.

Patients and representatives

Patients and representatives use the form to define which records may be released, the recipient, purpose, and authorization period.

How this release workflow works

Prepare the authorization, verify its disclosure scope, collect the signature, and preserve evidence before records are released.

Upload form: Upload the Release Of Information PDF.
Review fields: Confirm fields for patient and recipient details.
Send request: Send the authorization to its signer.
Archive evidence: Store the signed form and audit trail.

Field detection

Upload an existing Release Of Information PDF and use field detection to prepare patient, recipient, purpose, expiration, and signature fields for review.

Signer delivery

Send the authorization to the intended signer by email or signing link, keeping the disclosure request separate from unrelated documents.

Reusable templates

Use templates for recurring authorization requests while reviewing each patient, recipient, and information scope before sending.

Audit trail

Capture signer actions, timestamps, and document history so the organization can explain how the authorization was completed.

Mobile signing

Complete the form from signNow mobile apps when authorized staff work away from a records office or need offline signing support.

HIPAA workflow

Apply HIPAA-supported controls, including a business associate agreement, when the Release Of Information contains protected health information.

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Setting	Recommendation
Authentication method	Email link with SMS OTP
Signature type	Typed or drawn electronic signature
Audit trail	Export with completed authorization
Document retention	6 years under HIPAA 45 CFR 164.530(j)
Encryption	TLS 1.2/1.3 and AES-256

Security for signed releases

Transport encryption:

TLS 1.2/1.3 in transit

Stored encryption:

AES-256 at rest

HIPAA compliance:

HIPAA with BAA

Security certification:

SOC 2 Type II certified

Information security:

ISO 27001 certified

Privacy frameworks:

GDPR and CCPA compliant

Authenticate signer:

Records the signer’s authentication event.

Capture timestamp:

Captures the signing date and time.

Hash document:

Associates the signed document with its history.

Seal record:

Preserves changes as document history.

Track actions:

Logs signer actions and delivery events.

Export trail:

Exports evidence with the completed release.

Protect Release Of Information records

Retention, auditability, and controlled storage help preserve proof that each Release Of Information was authorized and handled appropriately.

Apply the correct retention period

Keep the completed Release Of Information with its authorization scope, recipient, signer identity, timestamps, and delivery evidence. For healthcare disclosures, apply the six-year minimum under HIPAA 45 CFR 164.530(j), then check stricter state or program rules before destruction.

Export every audit trail

Export the audit trail after every completed disclosure authorization and preserve it with the signed Release Of Information. The record should show signer actions, timestamps, authentication events, and document history so your organization can explain who authorized the disclosure and when.

Archive signed releases securely

Store signed releases in an access-controlled repository separate from drafts and unsigned forms. Use encryption in transit and at rest, restrict downloads to authorized personnel, and record each retrieval when the release contains protected health information.

Limit disclosure scope carefully

Review authorization scope before sending records, especially when the request covers behavioral health, substance-use, or other specially protected information. Set an expiration or event-based end date when required, and remove access when the authorization no longer applies.

Release authorization retention schedule

Choose the retention rule based on the records disclosed and the organization’s role; state requirements may require longer preservation.

6 years for HIPAA records

HIPAA 45 CFR 164.530(j) requires six-year retention from creation or the last effective date.

3 years for tax records

IRC §6501(a) generally permits three-year assessment; six years applies after a 25% income understatement.

3 years for payroll records

29 CFR §516.5 requires three years for covered payroll records.

5 years for injury records

29 CFR §1904.33 requires five years following the year for covered injury records.

30 years for exposure records

29 CFR §1910.1020 requires thirty years for covered employee exposure records.

Legal standing of signed releases

A Release Of Information can provide admissible evidence when the signer intended to authorize disclosure, consented to electronic records when required, can be attributed to the signature, and the record is retained and reproducible under ESIGN, 15 U.S.C. ch. 96, and applicable state law. Wills, certain court orders, and official filings remain excluded.

Why teams look for DocuSign alternatives

State rules and exclusions

State notarization

May require notarization

Wills excluded

Cannot replace testamentary formalities

Family law

Separate rules may apply

Real-estate deeds

Acknowledgment generally required

Release Of Information troubleshooting

Resolve field, signer-authentication, HIPAA, plan, and audit-trail questions before disclosing records through a completed authorization.

Upload the original Release Of Information PDF again, then use signNow’s field detection and review every patient, recipient, purpose, expiration, and signature field manually. Auto-detection can place fields, but the sender remains responsible for matching the authorization to the correct disclosure.

For protected health information, signNow lists HIPAA compliance as requiring a business associate agreement. Confirm the BAA and configure access, authentication, and retention controls before sending a Release Of Information containing PHI.

Business includes templates, audit trails, and mobile apps at $8/user/month when billed annually. Business Premium is $15/user/month and adds bulk send, while Enterprise is $30/user/month and adds advanced signer authentication.

A signer can usually review and sign from the email or signing link without managing the document setup. If stronger assurance is needed, configure SMS authentication or another available signer-authentication control before sending the authorization.

Check that the authorization states the records, recipient, purpose, and expiration clearly. HIPAA’s six-year retention rule under 45 CFR 164.530(j) concerns required documentation, but it does not make an overbroad or expired authorization valid.

Open the completed document’s audit trail and export it with the signed Release Of Information. Preserve the signer’s actions, timestamps, and document history with the authorization, then restrict access to personnel handling the disclosure.

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