Oct 2, 2020 10:15 am
ActivityOP3520 Psychology Clinic Services
Records Series

30 - Psychology Clinic Patient Files

OPRQueen's Psychology Clinic
DescriptionRecords documenting files of patients who use services at Queen’s Psychology Clinic. Also includes data in Electronic Medical Records systems (if applicable).
Retention TriggerLast activity recorded on file, or the day on which the patient reached or would have reached 18 years of age, whichever is later.
Total Retention 10 years
Final ActionDP/D
Disposition PlanPatient files involving sexual violence and/or sexual misconduct, which is defined in the "no limitation period" clauses in Ontario's Limitations Act, will be kept for 99 years after the retention trigger, then be destroyed. The rest of the files to be destroyed 10 years after the retention trigger.
Retention Rationale

Limitations Act, 2002, S.O. 2002, c. 24, Sched. B s.16 (1)

There is no limitation period in respect of a proceeding based on a sexual assault.

The College of Psychologists of Ontario Standard of Professional Conduct (2017) 9.4

Unless otherwise required by law: a) The individual client record must be retained for at least: i) ten years following the client's last relevant clinical contact; or ii) if the client was less than eighteen years of age at the time of his/her last relevant clinical contact, ten years following the day the client became or would have become eighteen.

Vital Records

This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.


  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CO = Continuous OVerwrite
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank

Printed on Wednesday, May 22 2024