| Activity | OP4970 Post-Graduate Medical Trainee Record |
| Records Series | 32 - Clinical / Research Fellow Files |
| OPR | Post-Graduate Medical Education |
| Description | Records consist of application information, training program files, rotations, evaluations, disciplinary actions, leaves, The following records are designated as archival: biographical info, previous education, certificate of completion or equivalent. Both a medical residency program office and Post-Graduate Medical Education maintain clinical / research fellows files while a fellow is in a program at Queen's University. Records in this series exist in both paper and electronic format. Some electronic records (e.g. evaluations) reside with vendors that provide software solutions to the University. These records are subject to Queen's University's records management policy and records retention schedules. |
| Retention Trigger | Clinical / Research Fellow completes or abandons the program. |
| Active (years) | 0 |
| Semi-Active (years) | 50 |
| Final Action | DP/AR |
| Disposition Plan | After the event trigger (ET), Post-Graduate Medical Education will collect all clinical / research fellows' files from each individual medical residency program. Records designated as archival will be transferred to archives after the complete files arrive at Post-Graduate Medical Education. All other records (paper and electronic) are to be destroyed at the end of the 50-year retention. Both paper and electronic records will be retained and maintained in accessible form for fifty years (migrated and monitored as necessary). |
| Retention Rationale | |
| PIB | PIB |
| Vital Records |
This schedule applies to official records. 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.
University Records exist in both physical and electronic formats, such as paper, email or data in a database. Paper records may or may not contain information that is duplicated in an electronic system. For technical reasons the retention assigned to the electronic records may be different from the retention of physical records. If there are differences, see instructions in this schedule for details.
GLOSSARY
- 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 Monday, Feb 18 2019