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ActivityOP4970 Post-Graduate Medical Trainee Record
Records Series32 - Clinical / Research Fellow Files
OPRPost-Graduate Medical Education
DescriptionRecords 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 TriggerClinical / Research Fellow completes or abandons the program.
Total Retention (years)50
Final ActionDP/AR
Disposition PlanAfter 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
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 Thursday, Sep 16 2021