Question for Fellow Independent Advocates: How Long Do You Maintain Client Files?

Hi colleagues, I’m reaching out to gather insight on best practices for maintaining and discarding client files within independent advocacy practices.

For those of you who keep formal client records or case files:

• How long do you retain them after services end?

• Do you follow a specific retention schedule (e.g., 3 years, 7 years, etc.)?

• What criteria do you use to determine when files can be permanently discarded?

• Do you handle digital and paper records differently?

As our field continues to grow, I’m interested in understanding how others approach documentation, compliance, and ethical record‑keeping. Your experiences and policies would be incredibly helpful as I review and refine my own processes.

Thank you in advance for sharing your perspectives. I always appreciate learning from this community.