You and your evaluator should discuss who should be responsible for storing and disposing of data. Here are general guidelines to keep in mind when storing evaluation data:

  • Think about who needs access to the data; store the data in a place accessible only to those with authorized access
  • Do not store electronic data on laptops, flash drives, or external hard drives unless it is encrypted
  • Store data-whether on paper or electronic media-under lock and key
  • Maintain a back up of the data and store it as securely as the original data but in a separate location

There are also general guidelines for disposing of evaluation data at the conclusion of the evaluation. If you are funded by the federal government, check your funding requirements for the length of time to store and/or dispose data.

  • For data recorded on paper, shred the forms, or consider using a disposal company (you will receive verification that the records have been destroyed)
  • For electronic data, use technology that completely wipes out the data, or consider using a disposal company
  • Destroy original data and any back-up copies

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