REGULATING PSYCHOLOGISTS IN NOVA SCOTIA SINCE 1980

I was wondering if you could provide me with some direction on the appropriate storage of raw test data.

I work at a private practice that has a secure electronic client file (OWL) and we keep some paper psychoeducational assessment materials (e.g., completed VMI protocol, CTOPP record form, WIAT response form) in a locked filing cabinet.

Our psychology team was wondering if it would be appropriate to move to a solely electronic system, and scan these pieces of raw testing material onto our secure electronic system in a separate ‘raw testing data’ folder (with a note that it should not be released). I was curious if there are any other considerations NSBEP would recommend, including possibly consulting with Pearson/other relevant testing companies, to ensure this does not infringe on their copy right rules or other test security issues.

A

I was wondering if you could provide me with some direction on the appropriate storage of raw test data.

I work at a private practice that has a secure electronic client file (OWL) and we keep some paper psychoeducational assessment materials (e.g., completed VMI protocol, CTOPP record form, WIAT response form) in a locked filing cabinet.

Our psychology team was wondering if it would be appropriate to move to a solely electronic system, and scan these pieces of raw testing material onto our secure electronic system in a separate ‘raw testing data’ folder (with a note that it should not be released). I was curious if there are any other considerations NSBEP would recommend, including possibly consulting with Pearson/other relevant testing companies, to ensure this does not infringe on their copy right rules or other test security issues.

Category: Registrant

I have consulted regarding your enquiry. NSRP standards require that records be kept in accordance with Principle 7 of the NSRP Standards of Professional Conduct, but there is no requirement that they have to be paper records, i.e. they can be scanned and become totally electronic.

https://www.ns-rp.ca/downloads/Binder_Standards_Legislation_Guidelines.pdf

It is important that a reliable backup of electronic files is made.

Beyond the steps you are taking, including contacting the testing corporation (as NSRP cannot answer for them on copyright). you may also wish to consult the following NSRP document, though not specific to raw data, which discusses technology and psychological practice.

https://www.ns-rp.ca/downloads/use_of_technology_by_psychologists.pdf

Reference: 
Raw test scores saved electronically
Posted on December 29, 2021
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