The case record for a student who has been discharged from HEC is stored at the program site for 6 months following the student’s discharge.

The remaining documentation is then divided and retained as follows:

Kept forever:
One file containing:
All Education Records
One file containing:
Face Sheet
Most recent Psychosocial Summary
Immunization Record
Discharge Summary

The rest of the record is retained in either physical or electronic long-term storage for 7 years after which it is destroyed by an appropriately secure measure (e.g., burning, shredding).

Reference: Joint Commission Standard IM.6.10
“The organization has a complete and accurate clinical/case record for every individual assessed, cared for, treated, or served.”
EP 14.
“The retention time of clinical/case record information is determined by the organization based on law and regulation, and on its use for client care, treatment, and services; legal, research, and operational purposes; as well as educational activities.”