Accurate, respectful documentation is a core part of ethical social work practice—and it's a frequent focus on the ASWB licensing exam. Section 3.04 of the NASW Code of Ethics outlines how to manage client records with professionalism, integrity, and care. Your documentation is not just a clinical tool—it’s a legal and ethical responsibility.

Here’s the full standard:

3.04 Client Records
(a) Social workers should take reasonable steps to ensure that documentation in electronic and paper records is accurate and reflects the services provided.
(b) Social workers should include sufficient and timely documentation in records to facilitate the delivery of services and to ensure continuity of services provided to clients in the future.
(c) Social workers’ documentation should protect clients’ privacy to the extent that is possible and appropriate and should include only information that is directly relevant to the delivery of services.
(d) Social workers should store records following the termination of services to ensure reasonable future access. Records should be maintained for the number of years required by relevant laws, agency policies, and contracts.

What It Means in Practice

This standard is about striking the right balance: keeping clear, complete records without oversharing or violating confidentiality. Good documentation serves clients, protects practitioners, and upholds ethical standards.

Key guidelines:

  • Accuracy is essential
    Records should match what actually happened in session—no guessing, exaggeration, or retroactive entries.

  • Timeliness matters
    Don’t wait days or weeks to document a session. Delays can compromise continuity of care and legal standing.

  • Privacy is a priority
    Only include what’s clinically necessary. Avoid casual notes, unnecessary personal detail, or subjective judgments.

  • Know the laws and policies
    Retention periods vary by state, setting, and contract. Document where your practice policy comes from (e.g., HIPAA, state law, agency rules).

  • Think future-focused
    Ask yourself: If another provider picked up this case, would they understand what happened and what the client needs next?

This section also connects to other standards—such as those around supervision, termination, and interdisciplinary work—because good records support good transitions.

Practice Question

One way this material might look on the licensing exam:

A social worker is closing a case after a year of providing services. The client has moved out of state and will continue services elsewhere. Which of the following best reflects the social worker’s ethical responsibilities regarding documentation?

A. Provide a summary of the client’s presenting issue and general progress to the new provider, if requested by the client.

B. Forward the client’s records to the new provider to ensure continuity of care.

C. Archive the file.

D. Delete records unless the client requests they be stored.

This question focuses on how documentation supports continuity and protects client privacy. Let's narrow it down. B breaches confidentiality—client consent, not mentioned here, is required before sharing records; C is technically correct, but A provides continuity of care so is the better, more complete answer;  D ignores legal and policy-based retention rules. The best answer is A. This option shows thoughtful, clinically appropriate documentation that respects privacy and supports the client's ongoing care.

Realistic questions. Smart rationales. Built to get you ready for test day.

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July 2, 2025
Categories :
  ethics  
  practice  
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