| Function: |
Documenting |
| Policy: |
2-60 Retention/Disposal of Client Files |
| CMHO Standard(s): |
M.E.2.4 |
| Approved: |
January 2009 |
2-60 RETENTION/DISPOSAL OF CLIENT FILES
Approved January 2009
POLICY
Client files refer to both electronic and paper copies. Closed paper copy client files are kept in a lockedand/orsecure location. Electronic client files are password protected. (Refer to Regulations 3-40 Personal Information Protection).
Specific Ministry requirements for record retention of client files are as follows:
- Ministry of Community, Safety and Correctional Services – up to 1 year.
- Ministry of Training, Colleges and Universities – 3 years.
- Correctional Service of Canada – 3 years.
- Ministry of Health & Long-Term Care – 7 years.
- Ministry of Children and Youth Services – 20 years.
If a Ministry does not specify a retention time period, files will be kept for a minimum of two years.
PROCEDURE
Closed client files are stored on site for one year past termination of service and then archived until disposal date.
Service Directors are responsible for the secure disposing of client files i.e. shredding and documenting. All electronic information will be deleted simultaneously with the paper shredding with the exception of the client name, date of birth and file number.
Under the authority and supervision of Service Directors, client files are shredded, on site, at the Agency by a bonded private contractor. Service Directors document and sign off on all client files that have been shredded.
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