National Counselor Exam (NCE)

How should a counselor handle client records when closing a practice?

1. Burn them for confidentiality

2. Move them to Florida

3. Notify clients about the safeguards for their records

4. Store them indefinitely

The correct answer is: Notify clients about the safeguards for their records

When a counselor closes their practice, it is essential to handle client records with the utmost care to ensure confidentiality and compliance with legal and ethical standards. Notifying clients about the safeguards for their records demonstrates the counselor's commitment to protecting client information even after they have ceased professional contact. This practice helps maintain transparency, reassures clients about the security of their records, and informs them of any options they may have concerning their information, such as retrieval or transfer to another provider. Safeguarding client records is not only a matter of ethical responsibility but also often a legal requirement. Counselors must typically adhere to state and federal regulations regarding the retention and disposal of client records. This process includes informing clients how long their records will be kept, under what conditions, and how they will be protected during this time. The other options do not align with best practices for record management. Burning records poses severe risks to confidentiality and is also illegal in many jurisdictions. Moving records to a different location without adequate planning raises concerns about security and access, while storing them indefinitely does not align with ethical guidelines, which often stipulate a defined timeframe for retention based on the law and the nature of the practice.