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

30 - Trainee Files (PGME)

OPRPost-Graduate Medical Education
DescriptionRecords consist of current and past residents' and fellows' academic history information that is managed by the PGME office. The complete trainee file will be referred to as the "Active File" for two years after the trainee has departed from Queen's. After two years, the file is weeded of unneeded documentation as per the Postgraduate File Management and Records Retention Policy, and the remainder referred to as the "Retained File." Retained files contain information retained for the long-term that provides the key history of a trainee’s academic association with Queen’s University, including the dates of training, dates of leaves, dates of remediation, probation or suspension, notes on waivers of training, credit for transfers or prior training, and the list of rotations or alternative learning experiences that were completed.
Retention TriggerTrainee departs Queen's program.
Total Retention 50 years
Final ActionDP/AR
Disposition PlanTransfer certificate of completion or equivalent annually after the retention trigger.

Active trainee files to be destroyed 2 years after the retention trigger; retained trainee files to be destroyed 50 years after the retention trigger.

Data housed in the electronic platform may be de-identified for research purposes within two years after the retention trigger.
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
  • CO = Continuous OVerwrite
  • 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, Jun 20 2024