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How Should Client Records Be Stored?

Gabrielle Juliano-Villani, MSW, LCSW

February 18, 2022

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Question

How should client records be stored?

Answer

This storing of client records and/or social work documentation is really important. If you are keeping paper records, those records need to be behind two locks. Please note that this may vary from state to state, although, in Colorado client records must be stored behind two locks. For example, my paper records are stored in a locked filing cabinet and then my office door locks, and the front door of the facility/office building locks as well. So, there are  multiple locks in place, although it only needs to be stored behind two locks.

As far as electronic documentation/records you will want to make sure that the records are encrypted in some way. For example, the electronic health record system that I use for my client records is encrypted, and I back up that data in case something ever happens. The back-up data is encrypted on an external hard drive that I also keep locked up.

 

This Ask the Expert is an edited excerpt from the webinar,  Documentation in Social Work for Private Practitioners, presented by Gabrielle Juliano-Villani, MSW, LCSW


gabrielle juliano villani

Gabrielle Juliano-Villani, MSW, LCSW

Gabrielle Juliano-Villani is a licensed clinical social worker and the Clinical Director of Colorado In-Home Counseling, a group practice based in Colorado that provides telehealth and in-home sessions to adults, older adults, and those with disabilities; with a focus on grief/loss, chronic health issues, trauma, anxiety/depression, and caregiver issues. Gabrielle has been in private practice since 2017 and before being in private practice she worked in child protective services as a victim’s advocate, residential treatment, and an in-home care manager with an insurance company. She is the founder of GJV Consulting and Training, where she provides consulting on clinical issues and how to grow beyond the 1:1 model. When Gabrielle is not working, she is at the beach reading a psychological thriller or teaching Zumba.


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