Record Storage

Document Number: COUNS--106
Revision #: 2.0
Document Owner: Dean of Students
Date Last Updated: 12/23/2017
Primary Author: Director of Counseling/Disability Services Center
Status: Approved
Date Originally Created: 02/21/2012
General Description
Description: Information about storage of records relative to Counseling Center policy and procedure.

Purpose: Delineation of policy.

Scope: Counseling Services

Responsibility: Counseling Services

Relevant Knowledge: In order to comply with this policy you should know:
Standards of good practice
Current University policy
Terms and Definitions: Additional training

Corrective Action

Loss of privilege, general

Policy Provisions
1. Record Storage

Client files are kept in the filing cabinet in the director’s office. No student workers may have access to the client files so the confidentiality of fellow students who may be clients at the Center is not compromised. All client files must be returned to the client file cabinet by the end of the day. If case notes or other documentation is not completed by the end of the day, the file must still be returned for secure storage and retrieved the next day. It is important that all files be available in case a counselor must respond to an after-hours emergency with a client of the Center and needs a file for information or documentation.

Records will be destroyed in accordance with law no less than 7 years from last date of service. A record of client names and dates of service will be maintained in the Counseling Center upon destruction of client record.

Note: On occasion, it may be necessary to complete documentation the following day. However, all situations involving crisis or emergency contact that occur during the regular office hours are to be documented on the appropriate forms and filed by the end of the day in which the contact was made. Any documentation of after-hours contact is to be filed as soon as possible the next working day.

Performance Evaluation
Performance Metrics: Compliance with standard policy and procedure

Consequences: Further training
Job Termination
Loss of privileges
Subject Experts
The following may be consulted for additional information.
Director of Counseling/Disability Services Center