Counseling Center Retention Schedule
BGSU Schedule of Records Retention
Office: Counseling Center
In accordance with ORC Section 149.33 and Bowling Green State University Board of Trustees, a schedule of Retention and Destruction for the following records is hereby established. The records covered by this schedule, upon expiration of the retention period, shall be destroyed unless otherwise specified. No record shall be destroyed that pertains to any pending claim, action, litigation, or request.
Approvals:
Department Official: Signed
Date: 06/30/2015
Records Manager: Signed
Date: 06/30/2015
| Schedule Number | Record Series Title | Retention Period |
|---|---|---|
97-1 | Clinical Files: Includes all documents involving ongoing clients, C&As and CMs | Retain for 7 years after date of last service, then destroy in a manner that ensures confidentiality |
97-2 | File Cards: Index system to clinical files | Retain until of no administrative value, then destroy in a manner that ensures confidentiality |
97-3 | Black Book entries: Internal process-official documents in clinical files | Retain until of no administrative value, then destroy in a manner that ensures confidentiality |
97-4 | Green Binder entries: Internal process-official documents in clinical files | Retain until of no administrative value, then destroy in a manner that ensures confidentiality |
97-5 | Appointment Book pages/Weekly Summary Sheets | Retain for 10 years, then destroy in a manner that ensures confidentiality |
97-6 | New Client Profiles: Internal process-official documents in clinical files | Retain until of no administrative value, then destroy in a manner that ensures confidentiality |
97-7 | Client Surveys | Retain surveys one semester after completed. Once data is compiled from the surveys, destroy in a manner that ensures confidentiality. Retain summary date until of no administrative value, then destroy |
97-8 | Trainee Personnel Files | Retain 5 years after date of last activity, then destroy in a manner that ensures confidentiality |
97-9 | Personnel/Graduate Assistant Files | Retain 5 years after date leaving employment, then destroy in a manner that ensures confidentiality. (Official records maintained in Human Resources or Graduate College) |
97-10 | Clinical Supervision Files | Retain for 5 years after the termination of supervision, retain until of no administrative value, then destroy in a manner that ensures confidentiality |
97-11 | Annual Reports | Retain one copy permanently. Transfer to University Archives when no longer of administrative value |
97-12 | Applicant Files (Search/Selection): May include applications, resumes, correspondence, forms and records of selection committee | Retain 1 year after date of hire, then destroy in a manner that ensures confidentiality (Official records maintained in Office Equity and Diversity) |
97-13 | Budget/Financial Files | Retain 3 years, then destroy |
97-14 | Correspondence-Executive: Pertains to significant aspects of the administration of the office, such as policy, programs, personnel and fiscal issues. Electronic correspondence may be deleted once printed and filed | Retain a minimum of 2 years in office, then transfer to University Archives |
97-15 | Correspondence-General: Includes internal letters and memos; also correspondence from individuals, companies and agencies requesting information pertaining to office and other miscellaneous inquiries. Electronic correspondence may be maintained in an electronic folder or printed out and filed for one year | Retain 1 year, then destroy |
97-16 | Correspondence Routine: Referral letters, requests for routine information usually answered by form letters, scheduling correspondence, etc. Electronic correspondence may be deleted immediately when designated of no use | Retain until of no administrative value, the destroy |
Updated: 03/04/2026 04:47PM