Secure Record Keeping

This policy outlines the procedures for securely storing and maintaining all records related to the “Foundations of Social Justice in Counseling” program. It ensures compliance with Continuing Education Provider Policy by securely maintaining complete and accurate copies of all required program materials for a period of five (5) years following each offering of the program.

Scope of Records Maintained

The following records will be securely maintained for each offering of the “Foundations of Social Justice in Counseling” program:

1. Program Rosters

    • Names and contact information of all program participants.
    • Dates and times of attendance for each session.
    • Verification of attendance and participation records (e.g., Zoom attendance reports, poll responses).

 

2. Presenter Information

    • List of all program presenters, including qualifications, educational degrees, licenses, and certifications.
    • Session details, including titles, learning objectives, and content descriptions.

 

3. Program Content and Learning Materials

    • Detailed program agenda with time frames and session objectives.
    • Presentation slides, handouts, and supplementary learning materials.
    • Recordings of live sessions, if applicable.

 

4. Participant Evaluations and Feedback

    • Completed program evaluation forms submitted by participants.
    • Summaries of participant feedback and ratings.
    • Reports on modifications made to future program offerings based on participant feedback.

 

5. Promotional and Marketing Materials

    • Copies of program advertisements, registration forms, and informational brochures.
    • Online marketing materials and social media posts.

 

6. Certificates of Completion

    • Copies of all issued certificates, including participant names, continuing education credit earned, and issuance dates.
    • Records of requests for re-issuance of certificates and corrections made.

 

7. Financial Records

    • Documentation of program fees, refunds, and participant cancellations.
    • Invoices and receipts related to program expenses and revenue.

 

8. Record Retention Period

    • All records listed above will be securely maintained for a period of five (5) years from the date of each program offering.
    • Secure Storage and Access
    • Digital Record Storage
    • Digital records will be securely stored on an encrypted cloud-based platform with restricted access.
    • All digital records will be backed up regularly to prevent data loss.
    • Access to digital records will be limited to authorized personnel only, protected by multi-factor authentication (MFA).

 

9. Physical Record Storage

    • If applicable, physical records (e.g., signed attendance sheets, hand-written evaluations) will be stored in a locked, fireproof filing cabinet.
    • Access to physical records will be restricted to authorized staff members only.

 

10. Confidentiality and Data Security

    • All participant information will be treated as confidential and securely stored to protect personal data.
    • Data security measures include encryption, password protection, and regular security audits.
    • Records containing sensitive personal information (e.g., contact details, attendance verification) will be anonymized when used for reporting or analysis.

 

11. Access and Retrieval of Records

    • Authorized personnel may access program records for compliance audits, program evaluations, and reporting purposes.
    • Retrieval of records will require authorization from the program administrator.
    • A record access log will be maintained to track who accessed the records, when, and for what purpose.

 

11. Disposal of Records

    • After the required retention period of five (5) years, records will be securely disposed of as follows:
    • Digital Records: Permanently deleted from the cloud storage system and all backups.
    • Physical Records: Shredded to ensure complete destruction of sensitive information.
    • A disposal log will be maintained, documenting the type of record disposed of, the disposal method, and the date of disposal.

 

12. Compliance and Audits

    • The secure record-keeping process will be reviewed annually to ensure ongoing compliance.
    • Regulatory bodies may audit records during the retention period. Authorized personnel will cooperate fully with such audits.

 

13. Contact Information for Record-Keeping Inquiries

For questions or concerns regarding this policy or to request access to records, please contact:

Dr.Tee Williams
Institute for Liberatory Practice
10685-B Hazelhurst Dr. # 40166 | Houston, TX 77043
contact@liberationpractice.co | 626-630-2804