Certification: Record Retention and Storage
This policy covers all records and documents, regardless of physical form or characteristics, both paper and electronic, which have been made or received by Lamaze International in connection with the administration of the Lamaze Childbirth Educator Certification Exam.
All candidate certification records are maintained on Lamaze International’s secure database (iMIS). Such records are accessible only to staff who are involved in certification exam administration. Records are password protected. In a physical format, certification records are maintained onsite in locked cabinets in a secure office, or after one year sent to a secure off-site storage facility.
Certification candidate records will only be released at the written request of the individual. Such a request must be in writing, dated and signed by the individual and must include instructions for distribution including name, address and phone number of the institution/individual which is to receive the record./p>
All candidate records will be maintained according to the schedule below.
When transported to exam sites, paper exam booklets are sent to a designated proctor using a delivery service requiring signature and with tracking capabilities. After the paper exams are administered and returned to the office the used exam booklets are destroyed according to the schedule below.
|All general certification policies and records (e.g. one copy of each version of certification standards, application package, sample protocols, candidate application and exam booklet, appeal procedures, documentation of certification and recertification eligibility criteria, etc.)||Permanently|
|Most exam development and administration files (e.g. one copy of each role delineation study, program evaluation study, item and exam review meetings documents, psychometric analysis reports and documents, each exam form administered and scoring keys, score records, pass/fail rosters, signed item writer waivers, testing company contracts and related correspondence, etc.); except:||Permanently|
||Six (6) years after discontinuation of use|
||Six (6) months from date of exam|
|Most certificant files (e.g. certification and recertification applications, supporting documentation, exam scores, etc.); except:||Three (3) years following expiration of certification|
||Six (6) years from date of submission|
||Six (6) years from date of first certification|
Adopted: June 2006