Records retention

Retention rules look identical across regulators until you read them closely. The period is the easy part; what differs — and what decides whether a file can be destroyed — is when the clock starts, and each college words that trigger differently. A rule that runs from the last entry in a file behaves differently from one that runs from the last time you saw the client.

The matrix below gives each regulator’s period, its minor-client rule, and its own words for when the clock begins, with the verbatim standard and the date we last checked it. Where the governing instrument is a college standard rather than a statute, the row says so — that distinction changes who enforces it and how.

8 records traced and verified for Records retention, across 3 jurisdictions. Every row below carries its own source and last-verified date.

Records retention — obligations by jurisdiction and profession, each sourced to its primary text and dated to the last check against it.
Jurisdiction	Applies to	The rule	Status	Last verified	Source & citation
Nova Scotia	Counselling therapist	Ensure the security and preservation of client records for which the counsellor/therapist has maintenance responsibility, and the records of those they supervise, for the period stipulated by law in the jurisdiction and by employer protocol, whichever is LONGEST. CCPA's own standard is 7 years after the last date of service provided, and 7 years after the age of majority for children, where the legal and employment stipulations are shorter. Arrange for secure preservation and disposition of records on retirement, death, or other departure; in private practice records may be transferred to another counsellor/therapist with clients notified, or clients may take possession. Never destroy records or notes after receiving a subpoena or having reason to expect one — this may be treated as obstruction of justice or contempt of court.	In Force	2026-08-17	CCPA Standards of Practice (6th ed.), adopted by NSCCT, Standards of Practice, Records section (record security and preservation) Show statutory text "Counsellors/therapists shall ensure the security and preservation of client records for which they have maintenance responsibility, and the records of those they supervise, for a period stipulated by law in their jurisdiction and by protocol of their employer, whichever is longest. CCPA's standard of practice is to retain records for a period of seven years after the last date of service provided, and for seven years after the age of majority for children when the stipulation in law and by employment protocol is shorter than this length of time." — CCPA, Standards of Practice (6th ed.) Regulatory model clinician_restriction Authority basis licensure Enforcement body Nova Scotia College of Counselling Therapists Enactment date not traced Effective date not traced Penalties — Consent required No Documentation required Yes Confidence medium Regulation Counselling Therapists Act, S.N.S. 2008, c. 6; Counselling Therapists Regulations, N.S. Reg. 287/2011 Record ID ca-ns-retention-counselling-therapy
Nova Scotia	Psychologist	Retain both individual and corporate client records for at least 10 years following the last client contact. Where the client was under 18 at the time of last contact, retain the individual client record for 10 years following the client's 18th birthday. Billing records are retained on the same basis (s. 7.5). In private practice, a registrant who plans to or ceases to provide services must take responsibility for maintenance and security of records or arrange for another registrant to do so, and must inform NSRP of those arrangements at the earliest reasonable opportunity; advance arrangements should also be made for incapacity or death (s. 7.7). In an employment setting, the registrant must make reasonable efforts to ensure a policy exists covering records on their departure (s. 7.8).	In Force	2026-08-17	Standards of Professional Conduct (NSRP), s. 7.4 (record retention) Show statutory text "7.4 Unless otherwise required by law a registrant shall retain both individual and corporate client records for at least ten years following the last client contact. If an individual client was less than eighteen years of age at the time of last contact, the individual client record shall be retained for ten years following the date of the client's eighteenth birthday. In the case of ongoing service to a corporate client, information more than ten years old may be destroyed if it is not relevant to current services." — NSRP Standards of Professional Conduct, s. 7.4 Regulatory model clinician_restriction Authority basis licensure Enforcement body Nova Scotia Regulator of Psychology Enactment date not traced Effective date 2007-02-19 Penalties — Consent required No Documentation required Yes Confidence high Regulation Regulated Health Professions Act, S.N.S. 2021, c. 8; Psychology Regulations, N.S. Reg. 252/2025 Record ID ca-ns-retention-psychology
Nova Scotia	Clinical social worker	Ensure each service user record is stored and preserved in a secure location for at least 7 years from the date of the LAST ENTRY. Where the service user was under 18 at the date of the last entry, retain for at least 7 years from the day they became or would have become 18. Longer periods may be required by law or by employer or self-employed-member policy, and such policies should be developed with a view to the potential future need for the record. Separately: store records securely and prevent unauthorised access (s. 6.2.11); transfer or dispose of records in a way that protects confidentiality and complies with applicable legislation (s. 6.2.12); take reasonable precautions to protect confidential information on termination of practice, incapacity, or death (s. 6.2.13); and comply with retention, storage, preservation and security requirements in applicable privacy and other legislation, including a thorough understanding of an employing organisation's policies (s. 6.2.14).	In Force	2026-08-17	NSCSW Code of Ethics and Standards of Practice, s. 6.2.15 (record storage and preservation); see also ss. 6.2.11-6.2.14 Show statutory text "6.2.15 ensuring that each service user record is stored and preserved in a secure location for at least seven years from the date of the last entry or, if the service user was less than eighteen years of age at the date of the last entry, at least seven years from the day the service user became or would have become eighteen. Different periods of storage time may be required by law." — NSCSW Code of Ethics and Standards of Practice, s. 6.2.15 (effective 2026-02-01) Regulatory model clinician_restriction Authority basis licensure Enforcement body Nova Scotia College of Social Workers Enactment date not traced Effective date 2026-02-01 Penalties — Consent required No Documentation required Yes Confidence high Regulation Social Workers Act, S.N.S. 1993, c. 12 Record ID ca-ns-retention-social-work
Ontario	Psychologist	Retain individual client service records for at least 10 years after the service recipient turns 18, or after the last professional contact — whichever comes later. Organizational service records: at least 10 years after the organizational client's last contact. Registrants who are health information custodians must also arrange for the security and maintenance of records in case of expected or unexpected incapacity or death, and inform the College of those arrangements before ceasing to provide services.	In Force	2026-07-31	Standards of Professional Conduct (CPBAO), s. 9.4 (Record Storage and Retention) Show statutory text "9.4 Record Storage and Retention — Individual Client Service records must be retained for a minimum of 10 years after the service recipient reaches the age of 18 or after the last professional contact, whichever comes later; Unless otherwise required by law, organizational service records must be maintained for at least ten years following the organizational client's last contact." — CPBAO, Standards of Professional Conduct, s. 9.4 (in force 2024-07-01) Regulatory model clinician_restriction Authority basis licensure Enforcement body College of Psychologists and Behaviour Analysts of Ontario Enactment date not traced Effective date 2024-07-01 Penalties — Consent required No Documentation required Yes Confidence high Regulation O. Reg. 195/23 (Professional Misconduct), Psychology and Applied Behaviour Analysis Act, 2021 Record ID ca-on-retention-psychology
Ontario	Psychotherapist	Where the registrant is custodian of the clinical record, retain it for at least 10 years from the date of the last interaction with the client, or 10 years from the client's 18th birthday — whichever is later. Registrants who are health information custodians must give the College up-to-date information about who would take custody of records on their death or long-term inability to act, and must maintain records securely for the Standard 5.1 period even after closing a practice, unless transferred to another custodian. Pre-planned closure or relocation generally requires at least 30 days' notice.	In Force	2026-07-31	Professional Practice Standards (CRPO), Standard 5.1 (Clinical Records) — Retention Show statutory text "Retention — Where the RP is the custodian of the clinical record, they retain the record for at least 10 years from the date of the last interaction with the client, or for 10 years from the client's 18th birthday, whichever is later. For example, if a child is age seven at the time of last interaction, the record would be kept until the client's 28th birthday." — CRPO, Professional Practice Standards, Standard 5.1 Regulatory model clinician_restriction Authority basis licensure Enforcement body College of Registered Psychotherapists of Ontario Enactment date not traced Effective date not traced Penalties — Consent required No Documentation required Yes Confidence high Record ID ca-on-retention-psychotherapy
Ontario	Clinical social worker	Store and preserve each client record securely for at least 10 years from the date of the LAST ENTRY or, if the client was under 18 at that date, at least 10 years from the day they turned (or would have turned) 18. Retain longer where required by law or an employer's policy, and retain longer on reasonable judgment where future access may be needed — the Standard names minors, sexual abuse, and current or future litigation. Dispose only after the period elapses, and in a way that does not compromise confidentiality. On ceasing practice, either keep maintaining the records or transfer them to another registrant or regulated professional who first agrees in writing to comply with Principle IV.	In Force	2026-07-31	Code of Ethics and Standards of Practice (OCSWSSW), Principle IV, Interpretation 4.2.2 Show statutory text "4.2.2 College registrants shall ensure that each client record is stored and preserved in a secure location for at least ten years from the date of the last entry or, if the client was less than eighteen years of age at the date of the last entry, at least ten years from the day the client became or would have become eighteen." — OCSWSSW, Code of Ethics and Standards of Practice, Principle IV, Interpretation 4.2.2 (effective 2023-09-08) Regulatory model clinician_restriction Authority basis licensure Enforcement body Ontario College of Social Workers and Social Service Workers Enactment date not traced Effective date 2023-09-08 Penalties — Consent required No Documentation required Yes Confidence high Record ID ca-on-retention-social-work
Quebec	Psychologist	Keep a file for each client at the place of practice, and keep each file for AT LEAST 5 YEARS from the date of the last professional service provided (a. 8). Files may be kept electronically provided confidentiality is assured (a. 2). Files must be stored in furniture not freely accessible to the public and kept locked (a. 7). After the retention period a file may be destroyed provided confidentiality of its contents is assured (a. 9). Where a client asks that a copy of the file or information in it be sent to a THIRD PARTY, the psychologist may transmit it only 15 DAYS after the client signs the consent, and the client may revoke consent within that window — though in urgent cases the client may waive the 15-day delay (a. 10). A note of any such transmission, signed and dated by the client, goes in the file. A psychologist practising in a public health or social services établissement is treated as holding the institution's user file, and articles 8 to 10 do NOT apply to them (a. 12). The psychologist must display in the waiting room a copy of the Code de déontologie, this regulation, and (where fees are charged to clients) the conciliation and arbitration regulation, each marked with the Ordre's address (a. 18). Where the work environment obstructs compliance, the psychologist must inform the employer in writing and notify the Ordre (a. 21).	In Force	2026-08-17	Règlement sur la tenue des dossiers et des cabinets de consultation des psychologues, RLRQ c. C-26, r. 221, a. 8 (conservation); a. 9 (destruction); a. 12 (établissements) Show statutory text "8. Le psychologue doit conserver chaque dossier pendant au moins 5 ans à compter de la date du dernier service professionnel dispensé." — Règlement sur la tenue des dossiers et des cabinets de consultation des psychologues, RLRQ c. C-26, r. 221, a. 8 (à jour au 1er avril 2026; ce document a valeur officielle) Regulatory model clinician_restriction Authority basis licensure Enforcement body Ordre des psychologues du Québec Enactment date not traced Effective date 2012-09-01 Penalties — Consent required Yes Documentation required Yes Confidence high Regulation made under the Code des professions, RLRQ c. C-26, a. 91 Record ID ca-qc-retention-psychology
Quebec	Clinical social worker	Keep a file for each client and keep each file for AT LEAST 5 YEARS from the date of the last professional service rendered. On expiry of that period the file may be eliminated, provided the confidentiality of the information it contains is assured.	In Force	2026-08-17	Règlement sur la tenue des dossiers et des cabinets de consultation des membres de l'Ordre professionnel des travailleurs sociaux et des thérapeutes conjugaux et familiaux du Québec, RLRQ c. C-26, r. 297, a. 6 Show statutory text "6. Le travailleur social doit conserver chaque dossier au moins 5 ans à compter de la date du dernier service professionnel rendu. À l'expiration de ce délai, il peut procéder à l'élimination d'un dossier en s'assurant de la confidentialité des renseignements qui y sont contenus." — Règlement sur la tenue des dossiers et des cabinets de consultation des membres de l'Ordre professionnel des travailleurs sociaux et des thérapeutes conjugaux et familiaux du Québec, RLRQ c. C-26, r. 297, a. 6 (à jour au 1er avril 2026) Regulatory model clinician_restriction Authority basis licensure Enforcement body Ordre des travailleurs sociaux et des thérapeutes conjugaux et familiaux du Québec Enactment date not traced Effective date not traced Penalties — Consent required No Documentation required Yes Confidence high Regulation made under the Code des professions, RLRQ c. C-26, a. 91 Record ID ca-qc-retention-social-work

Not legal advice. This page states rules and quotes their sources; it does not apply them to your situation. Confirm anything that matters with your college or regulator, your accountant, or your insurer before acting on it.