Client files are kept in the filing cabinet in the directors 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.