How should client records be maintained when using electronic health records (EHR)?

• A. Store records in paper form only
• B. Secure storage with encryption, access controls, regular backups, audit trails, consent for sharing, and compliance with HIPAA
• C. Share records publicly for transparency
• D. Avoid backups to save space

Answer: (B)

The key idea is that electronic health records must be kept safe, private, and accessible to authorized users while meeting legal requirements. Secure storage with encryption protects data both when it’s stored and when it’s transmitted, so sensitive information isn’t readable if a breach occurs. Implementing access controls ensures only those with a legitimate need and proper authorization can view or modify records, often through role-based permissions and strong authentication. Regular backups guard against data loss from hardware failures, malware, or disasters, and these backups should also be protected and routinely tested. Audit trails record who accessed or changed records, what they did, and when, providing accountability and the ability to detect unusual activity. Obtaining and documenting consent for sharing information respects clients’ rights and boundaries about who can see their data. Compliance with HIPAA ensures the handling of protected health information meets federal privacy and security standards, including risk assessments, privacy notices, breach notification, and ongoing safeguards. Together, these practices support continuity of care, data integrity, and client trust.

Storing records only on paper undermines the efficiency and security benefits of EHRs, and sharing records publicly would violate privacy and laws. Skipping backups creates a real risk of irreversible data loss and disrupts care.