General Policies & Procedures: Trainee File Contents and Document Retention
University of Minnesota Medical School (UMMS)
Graduate Medical Education
Policy: Trainee File Contents and Document Retention
Effective Date: Upon approval by the GMEC
Approved by GMEC: 5.25.10
Revision Date: 2.24.12; 3.1.11;1.28.11
Distribution: R/F; PD; PC; CSC; ACD Institution Policy Manual; GME website
Policy Owner: GME Administration
All University of Minnesota Graduate Medical Education programs are required to maintain a program file for each resident/fellow (trainees) that includes the required documents outlined in the Document Retention Guideline spreadsheet
. The documents that are required to be in a trainee’s file as well as retention recommendations are outlined in the guideline. Document types marked in bold*
are required to be in the file for an ACGME Site Visit.
These files must be kept in a secure location and can be either paper or electronic. Access to the file must be limited to the program director, coordinator, trainees and DIO’s Office. Others may be allowed access with written permission from the trainee for credentialing or accreditation purposes. Programs should review trainee files at least twice a year for completeness.
Files must also be reviewed well in advance of an ACGME site visit to ensure they are up to date. Please note that ACGME site visitors may require additional materials be in the trainee file. It is highly recommended that you communicate with your site visitor to ensure you have the documents in the trainee file that they require.