We’ve recently encountered several cases where therapists’ digital records have mysteriously vanished—poof! Gone. Whether due to technical hiccups, expired subscriptions, or simple oversight, the result is the same: missing client records. And that, friends, isn’t just a digital oops—it’s a serious breach of professional conduct.
As more therapists trade filing cabinets for cloud storage, let’s take a moment to revisit what you really need to know about keeping online client records safe, secure, and compliant.
1. Choose Software That Plays by Canadian Rules
First and foremost, the digital platform you use must comply with Canadian privacy laws—yes, plural. This means both general personal information legislation (like PIPEDA) and health-specific rules (such as PHIPA in Ontario or HIPA in Saskatchewan). In some provinces, storing data outside of Canada—even on popular cloud servers—can land you in hot water.
Whether you’re solo or running a clinic, the responsibility is yours. If your platform isn’t compliant, you could be on the hook legally—both civilly and criminally. Not exactly the kind of therapy you signed up for.
2. Make Sure Records Stay Accessible
Digital records need to be maintained and retrievable—period. Planning to switch platforms? Don’t forget to export those records before cancelling your subscription. Transferring from one service to another must include careful handling of all client files.
Leaving a clinic where records were managed through shared software? Ensure you’ve arranged proper continuity for those records. (We’ve got you covered with this guide).
In short: Don’t let your records vanish into the digital void.
3. Know the Timeline, Keep the Record
Whether you’re keeping files in a hard drive, on a server, or in a dusty drawer, you’re responsible for maintaining them for the required retention period. The timeline isn’t a suggestion—it’s a regulatory must.
For full details, refer to CMMOTA’s Client Records, Charting, and Treatment Notes Policy. It outlines exactly how long you need to hang onto those files—so you don’t have to guess.
A little diligence goes a long way. While paper cuts might be behind us, digital pitfalls are very real—and avoiding them keeps your practice secure and professional.