Ok, to put it simply.. IF you are sent ANYTHING to do with a claim..that makes that claim a claim (notes, CMN, etc...) It is considered a "source document". You have two issues: the provider is responsible for maintaining THEIR records. As a billing company YOUR records are separate and anything you use to generate or go with a claim is your source document and must be retained. For example, I have a client who I will attach a treatment report to a claim because the carrier requires it after XX visits. That treatment report is sent to me by the provider, I attach to the claim, that is MY source document. IF the provider chose to send it apart from the claim it wouldn't need to be retained by me because it wouldn't need to become my source document. Charlene, what you are doing is fine.. if you do get info which becomes your source document it's fine to store them on a memory stick, so long as you have access to them when/if needed, that's proper storage and retention for source documents. If I have a question about something my provider coded and I need to look at the notes, the provider sends me the notes.. once she sends them to me they are my source documents and therefore subject to retention.