Applications for Non-Chosen Candidates (Department Level)
Documentation of non chosen individuals for programs are to be retained for five years.
The five year time period is used for record retention in the general employment context
according to federal regulation. Those on ERAS can maintain copies on the hard drive of
their computers.
Resident Personnel File (GME Resident File)
Personnel file containing application, letters of recommendation, forms for employment,
USMLE scores, benefit enrollment, contracts, etc. are to be maintained permanently
(indefinitely). The federally regulated retention time is fifty five years.
Resident Competencies - Procedure Logs (Department Level)
Procedures must be documentable throughout residency. Logbook may form the basis for
future procedure credentailing and should be maintained permanently.
Rotation/Annual/Semi-Annual Performance Evaluation (Department Level)
Rotation, semi annual, and annual performance evaluations which detail the degree the resident
has mastered each component of clinical competence, medical knowledge, and skill are to be
maintained permanently. This information may be needed by credentialing agencies, certifying
boards, and others.
Final Evaluations (Department Level)
A final written evaluation which demonstrates sufficient professional ability to practice
independently must be completed for each resident. Final evaluations may become part of
the residents permanent GME file. Final evaluations should be maintained permanently.
Professional Activities/Subsequent Training (Department Level)
The RRC requires some programs to maintain contact with their graduates to obtain information
about post graduate activities. Tracking information on professional activities and
subsequent training for at least one year and not to exceed five consecutive years.
Discipline/Honors/Awards (Department Level)
Documentation of disciplinary action, record of honors and awards should be maintained permanently.
Other Materials (Department Level)
Other materials as deemed appropriate maybe maintained as part of the permanent file at the discretion of the Program Director.
****Guidelines may vary from speciality to speciality. Program Directors in individual
departments have discretion as to appropriate record keeping policies.
***Resident file for those who do not complete the program or who are not recommended for Board certification must be maintained permanently.
