FILE RETENTION

• How long do I keep applicant files?• How long do I keep resident files?• What do I need to keep in my files?• What does GME keep in permanent files?

GME Policy 13.4

Applicants to your program:• Applications received – 2 years

Keep readily available for 1 year

May archive after that and destroy after 1 more years

• Invited for an interview? – 2 yearsSame as above

Residents you hired:• Residents training or completed training – FOREVER• Academic problems or did not complete – FOREVER• Filed a grievance . . .

Keep file FOREVERFile should include a note summarizing outcome of grievance

Grievance hearing packet documents destroy after 7 years

Keep grievance documents separate from permanent file

What to keep?(when a resident is finished)

GME• Housestaff Information Form• Contract for each year• Primary source verifications of

training/employment• ECFMG certificates• DS-2019 documents• Final summative evaluation• Copies of medical licenses and

ACLS/PALS cards• Moonlighting approval forms• Offsite training agreements• Printout of Evalue resident

record• Checkout form

PROGRAM• Application to the program• Letters of recommendation• Documentation of medical school

graduation (Evalue)• ECFMG certificate (Evalue)• Transfer letters• ALL EVALUATIONS• Record of rotations• Records of disciplinary actions NOTE: All correspondence between program and resident should be kept in file. All private correspondence or correspondence between program and legal counsel should be kept in a separate file.

What NOT to keep!(when a resident is finished)

• Copies of Social Security cards• Copies of driver’s licenses/passports

• Direct deposit forms/payroll related forms• Benefits forms

• Loan deferment forms• Immunization records

• Anything GME Office keeps (duplicates)

STORING!• Storage of files can be . . .

electronic• Scan files• Save in a secure place• Supported by UU IT• Backup• Must be readily available• Can be a combination of

electronic and paper• Cannot archive paper files with

University Archives

When you have a needle stick . . .or other work-related injury

IN UNIVERSITY HOSPITAL1. Call the University Employee Clinic – 581-2227. They will instruct you.2. If Employee Clinic is closed, go to the Emergency Room for treatment.

Notify the Employee clinic the following day. They will provideall subsequent follow-up and treatment/testing.

3. Notify your supervisor4. Be sure to notify Employee Clinic OR Emergency Room that it is a work

related injury/exposure!

IN AN AFFILIATED HOSPITAL/LOCATION1. Follow the same procedure.2. Go to Affiliated Hospital Emergency Room if University Employee

Clinic is closed. Be SURE to advise it is a work related injury.3. Call the University Employee Clinic the following day.4. Follow other steps as outlined.