University of Calgary

LIBRARIES & CULTURAL RESOURCES

Postgraduate Medical Trainee Files

UCLASS Primary: AC550 Postgraduate Medical Education Trainee Files

Retention Rule Number: Specific Retention Rule 2000.03

Function/Activity: To document the history of individual postgraduate medical education trainees including their admission, registration, and academic progress.

Description/Type of Records: Application forms, assessments, contract letters, curriculum vitae, evaluations, exam results, licensing information, lists of clinical rotations, publications, reference letters, reports and lists of presentations, transcripts, and related documentation and correspondence.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Program Directors (Faculty of Medicine) 50 years after completion of training, withdrawal or dismissal (after 10 years retain only summary statement of clinical rotations and examination results) Confidential shred or delete
Registrar’s Office 3 years after completion Confidential shred or delete

Restrictions:

Office of Primary Responsibility (OPR) – Program Directors:
In accordance with the Freedom of Information and Protection of Privacy Act, the following access restrictions will apply:

  1. Main body of records:  access restricted to the trainee, Program Directors, the Associate Dean (Postgraduate Medical Education), staff from the Office of Postgraduate Medical Education, the Residency Training Committee, and Program Directors’ staff assigned the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.
  2. Letters of reference and other records created, explicitly or implicitly, in confidence:  access available at the discretion of the Program Director and the Associate Dean (Postgraduate Medical Education).

Office of Primary Responsibility (OPR) – Registrar’s Office:
In accordance with the Freedom of Information and Protection of Privacy Act, the following access restrictions will apply:

  1. Records in paper form:  access restricted to the trainee, faculty advisors, Associate Dean (Postgraduate Medical Education), and Registrar’s Office staff assigned the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.
  2. Records in e-form:  access restricted to the Associate Dean (Postgraduate Medical Education) and staff from the Office of Postgraduate Medical Education and the Registrar’s Office assigned the authority to compile, classify, annotate, read, retrieve, transfer or destroy this records record series.

Records Management Instructions:

Offices of Primary Responsibility – Program Directors:
Each student file will contain two (2) folders in order to ease the processing of access requests and to ensure the security of personal information in accordance with the Freedom of Information and Protection of Privacy Act (s) 38:

  1. Main body of records.
  2. Letters of reference and other records created, explicitly or implicitly, in confidence.

The creation of these folders may be done in a manner convenient to the unit:

  • “From this day forward.”
  • Retroactively for all active files, or
  • On an “as needed” basis.

Offices of Primary Responsibility – Registrar’s Office:
The trainee files in e-form are vital records.  Back-up tapes for e-records are stored in fire-proof vaults in two different locations on campus.

Approval Information:

  • Dr. J. Nation, Associate Dean, Postgraduate Medical Education
  • Dr. Gary Krivy, Registrar
  • Jo-Ann Munn Gafuik, University Archivist
  • Bonnie Woelk, University Records Committee (Chair)

03 January 2001

Libraries & Cultural Resources

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