Mentee Files

Hi Kris - I thought i would look around for a definitive answer to your question and quickly realized there isn't one. It might be a good idea to consult a legal adviser before you decide how long to retain mentee records. You could also talk to other nonprofit organizations in your area who regularly work with youth clients to see what their policy is.

I did find an article from the NASW Insutance Trust. (click here to read) They actually recommend that you keep client files indefinitely. Remember that the main reason to keep client files is to protect yourself against any potential lawsuits or legal action. Assuming that your mentee files include information such as case notes, how often you contacted the mentee to find out how things were going, whether you had the proper releases signed from parents, etc., then it probably is a decent record to show you followed due diligence in keeping the mentee safe from harm. And since abuse claims are often not filed for years after the alleged incident, keeping those files a long time may be a good idea. And of course, keeping volunteer files is also important in showing you did all you could to screen and train your mentors.

Remember too that if you have the files they can be subpoenaed... As you can see, it is not an easy topic!

Other thoughts?