Participant Record Retention and Destruction Policy 

Purpose 

This policy establishes guidelines for the secure maintenance, retention, and destruction of  resident records at Journey House to ensure confidentiality, ethical standards, and alignment with  recommended best practice. 

Scope 

This policy applies to all participant records maintained by Journey House Foundation and  Journey House Richmond, including both physical and electronic (digital) files. 

Policy Statement 

Journey House is committed to safeguarding the privacy of all participant information. These  participant files shall be securely maintained for a minimum of five (5) years following exit.  Following the retention period, all records will be destroyed in a secure manner, including  appropriate digital file deletion protocols, as needed. 

Procedures 

1. Record Creation and Storage 

• A file shall be created and maintained for each participant receiving services. • Records may include intake forms, agreements, consent forms, notes, exit summaries,  and correspondence. 
• Physical files are to be stored in locked cabinets in secure staff-only areas. • Digital files are to be stored in password-protected platforms that are approved by  Journey House leadership. 
• Access to digital files is limited to authorized personnel and managed through user-based  permissions. 

2. Retention Timeline 

• Participant records, both physical and digital, shall be retained for five (5) years from the  date of discharge or final service interaction.
• For participants who were minors during their service, records will be retained until five  years after the participant turns 18, whichever is longer. 

3. Destruction of Records 

• After the five-year retention period, records will be reviewed and marked for destruction  by the designated administrator. 
• Physical files will be shredded or disposed of via a secure document destruction service. • Digital files will be deleted using secure deletion protocols that prevent file recovery,  such as data-wiping software or permanent deletion within encrypted systems. • Any digital files stored in cloud-based platforms should be purged from all backups and  archives, where possible, to ensure removal. 

4. Documentation of Destruction 

• A destruction log will be maintained and include: 

o Participant name  

o Date of destruction 

o Method of destruction (physical or digital) 

o Staff member responsible 

5. Confidentiality & Access Control 

• All staff must complete training on confidentiality, proper handling of participant  records, and secure digital storage practices. 
• Staff must NOT download, share, or transmit participant files outside of approved  systems unless explicitly authorized for services or administrative purposes. 

Policy Review 

This policy shall be reviewed and updated as necessary to reflect current best practices,  regulatory guidance, and changes in organizational operations.