Oct 2, 2020 10:15 am
ActivityOP4970 Post-Graduate Medical Trainee Record
Records Series

32 - Clinical Fellows' and Research Fellows' Files

OPRPost-Graduate Medical Education
DescriptionRecords consist of application files, training program files, rotations, evaluations, disciplinary actions, and leaves. Both a medical residency program office and Post-Graduate Medical Education maintain files for clinical fellows and research fellows while a fellow is in a program at Queen's University.
Retention TriggerClinical fellow or research fellow completes or abandons the program.
Total Retention 50 years
Final ActionDP/AR
Disposition PlanAfter the retention trigger, Post-Graduate Medical Education will collect all clinical fellows' and research fellows' files from each individual medical residency program. Records designated as archival will be transferred to the Archives by Post-Graduate Medical Education. The following records are designated as archival: biographical info, previous education, certificate of completion or equivalent.

Records to be destroyed at the end of the 50-year retention include: Canadian/US trainees - Certificate of Training and Disciplinary action documents and Educational Objectives; Visa trainees: Letter of Employment issued by Queen's, IRCC application, work permit and Educational Objectives. All other records (paper and electronic) are to be destroyed after one year.

Both paper and electronic records will be retained and maintained in accessible form for their full retention period (migrated and monitored as necessary).
Retention Rationale
Retention based on anticipated operational use.
Vital Records

This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.


  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank

Printed on Sunday, Sep 24 2023