For LMFT-S · LPC-S · Psychologist & social work supervisors in Texas
Your supervisees' hours live in a file cabinet only you can open.
If something happens to you, they lose the documented proof of every hour they have already earned. The Supervision Records Custody Plan names who opens that cabinet, what they do, and by when — in two signature-ready pages.
Supervision Records Custody Plan
Part One · Page 1 of 2
Triggering events
The gap
No one else can produce what only you hold.
Every hour you have signed off on exists in one place: your records. Your supervisees cannot reconstruct them. A board cannot verify what nobody can produce. And if your files go dark for a month — a hospitalization, a move, a closed practice — the people counting on those hours are the ones who pay for it.
Thirty minutes. One conversation with a colleague. Three signatures. Then it is handled, and you never think about it again.
That is the entire point of a records custody plan: a short, signed document that names a custodian in advance, tells them exactly where the records are, and gives them a defined set of duties with defined timeframes. This package gives you both halves — the plan itself, and the guide that walks you through filling it out.
Where your board stands
Already required for some supervisors. Proposed for the rest.
A custody plan is no longer a nice-to-have that only cautious supervisors keep on file. Requirements have been arriving board by board.
| Supervisor type | Status | Detail |
|---|---|---|
| LMFT supervisors | Required | A custody plan is already mandatory. |
| Psychologists | Required | Adopted October 2025. |
| LPC supervisors | Proposed | Extension proposed by the Council, August 2026. |
| Social work supervisors | Best practice | Not currently mandated — and the same exposure applies. |
Each board's rule status is stated plainly on page one of the guide — mandated, proposed, or best practice — so you know which one you are reading against.
What's inside
Two pages to sign. Twelve pages telling you how.
Part One · The Plan
2 pagesSignature-ready. A fillable PDF with 75 live fields and clickable checkboxes — with an editable Word version available on request.
- Names your primary and alternate records custodian
- Inventories every location your supervision records live
- Defines the triggering events that activate the plan
- Assigns six specific custodian duties, each with a timeframe
- Includes a supervisee roster and three signature blocks
- Ends with an annual review log so it stays current
Part Two · Implementation Guide
12 pagesThe part that gets it actually finished — section by section, decision by decision.
- A walkthrough of every section of the plan
- How to choose the right custodian, and who to rule out
- A word-for-word script for asking a colleague
- Suggested timeframes, with the reasoning behind each
- How to determine your retention period
- Who to distribute the signed plan to
- Ten common mistakes and what each one costs
- A FAQ and a 30-minute completion checklist
How it goes
Three steps, start to signed.
The guide is built around a completion checklist, because a plan you never finish protects no one.
STEP 01
Fill the two pages
Open the fillable PDF or the Word file. Nine sections, 75 fields, with the guide open beside you telling you what each one is asking for.
STEP 02
Ask one colleague
The awkward part is the ask. The guide hands you the script word for word, plus what to look for in a custodian and who to avoid naming.
STEP 03
Sign, distribute, log
Three signature blocks, a distribution list telling you who gets a copy, and an annual review log so next year takes five minutes.
The package
Supervision Records Custody Plan & Implementation Guide
Everything you need to have a signed, board-ready custody plan on file by the end of the afternoon.
- 2-page plan — fillable PDF, 75 live fields
- Editable Word version — available on request
- 12-page implementation guide
- Colleague-request script and 30-minute checklist
Questions
Before you buy.
How long does this actually take to complete?
About thirty minutes of your time, plus one conversation with the colleague you are asking to serve as custodian. The guide closes with a 30-minute completion checklist built for exactly that.
Can I edit it, or is it locked?
Nothing is locked. The PDF is fully fillable — 75 live fields and clickable checkboxes — and you can go back in and edit it any time your custodian, your records, or your supervisee roster changes. If you would rather rework the language itself, an editable Word version is available on request.
My board hasn't required this yet. Should I still have one?
The requirement has been moving board by board — already mandatory for LMFT supervisors, adopted for psychologists in October 2025, and proposed for LPC supervisors in August 2026. The guide states each board's current status on page one, and the exposure it addresses exists whether or not a rule names it.
What if I pick the wrong custodian?
That is one of the ten common mistakes the guide walks through, along with what each one costs. It covers how to choose, who to rule out, and how to word the ask.