Artwork Documentation & Handling Addendum (Art Therapy)

Artwork Handling, Storage, Consent, and Disposition Addendum

Date/Time of Addendum: [Date and time of addendum entry]
Linked Encounter Date: [Date of parent session encounter]
Author/Credentials: [Author name and credentials]
Reason for Addendum: [Documentation of artwork handling, storage, consent, and disposition]

(Include only if this addendum is written after the session date.)
Late entry: [Brief reason for late entry]

Artwork Inventory

(For each artwork created, document as a single concise bullet. Use encounter-linked identifier, not patient name. Use neutral, observational description only.)

• [Artwork identifier]: [Type/format]; [Materials used]; [Brief neutral description of visible content]. [Client-stated title or meaning in quotes] (Include quoted title/meaning only if explicitly stated by client)

(If no artwork was created and documentation is still required by policy, state the following instead of the above.)

No artwork created; no documentation, storage, or disposition actions required.

Digital Capture & Consent

(State whether any digital reproduction was created. If none, include the statement below instead of the bulleted details.)

No photos, scans, or digital copies created.

(If digital capture occurred, document per item.)

• Digital capture: [Artwork identifier]; [Method: photo / scan / digital export]; [Device: organization-managed / client device]; [Storage location]; [File identifier]; [Identifiable information present: yes / no]; [De-identification steps if applicable]

Consent status: (Document each applicable use. Do not infer consent; if not explicitly obtained, treat as not granted.)

• Clinical documentation copy: [obtained / declined / not obtained]; [written / verbal]; [Scope/limitations]
• Retention of original artwork: [obtained / declined / not obtained]; [written / verbal]; [Scope/limitations]
• External use: [Use type: teaching / publication / exhibition / research / marketing / social media / other]; [obtained / declined / not obtained]; [written / verbal]; [Scope/limitations] (Repeat line for each external use requiring consent; omit if no external use applies)

Storage & Disposition

• Current custody: [in client possession / retained by art therapy / retained by unit or program]
• Storage details: [Location]; [Labeling method]; [Authorized access] (Include only if retained by organization)
• Disposition plan: [returned to client / retained temporarily / retained as clinical record / scheduled for confidential disposal / disposition pending]; [Relevant details: date, recipient, review point, retention period, disposal method, or interim controls as applicable]; [Responsible party]; [Patient preference if stated]

Additional notes: [Clarifying information relevant to artwork handling, consent, storage, or disposition] (Optional; omit if none)