Management of personal information

Management of Clients' Personal Information 

Service records pertaining to individuals from 1 July 2002 - 30 June 2004 comprise:
· A white card that records a case reference number, personal data (i.e. name, address, date of birth etc.), general category headings about the problems discussed (e.g. depression, anxiety, relationships, academic matters), and the nature and outcome of the work. The dates of appointments cancelled and failed are also noted on the card.
· A large brown envelope file containing a record sheet of attendance/contact that includes a brief summary of the focus of each session. The counsellor handwrites this. The file also contains all correspondence between counsellor and client and third parties. The dates of appointments attended are listed on the back of the envelope.

Service records pertaining to individuals from 1 July 2004 onwards comprise:
· A white card that records a case reference number, name, some contact details and other data for statistical purposes. The dates of appointments cancelled or failed are also noted on the card.
· A large brown envelope file containing a record sheet of attendance/contact that includes a brief summary of the focus of each session. The counsellor handwrites this. The file also contains all correspondence between counsellor and client and third parties. The dates of appointments attended are listed on the back of the envelope.
All records are kept for 6 years (1 July - 30 June) after a client's last attendance, and then destroyed confidentially.

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