Resident Handbook Introduction
Letter of Commitment/
Accreditation Status Disclaimer
Administration & Governance - Graduate Medical Education Programs
Policies & Procedures
Salaries & Benefits
Appendix 1 - Resident Agreements (Medical and Dental)
Appendix 2 - Evaluation Forms
Appendix 3 - Forms
Appendix 4 - Scopes of Practice
Appendix 5 - Program Director/Program Coordinator Resources
MUSC GME RECORD RETENTION POLICY
All Medical University of South Carolina Graduate Medical Education (MUSC GME) Residency Programs including, but not limited to Accreditation Council of Graduate Medical Education (AGGME) accredited programs, American Dental Association (ADA) accredited programs, and previously accredited programs. For the purposes of this policy, these programs will be referred to as the “Program”.
It is the intent of this policy to standardize records retention practices in order to adhere to minimum standard guidelines of the ACMGE, Federal, State, and University regulations.
A. Programs should follow the record retention guidelines of the individual Residency Review Committees (RRCs), if available.
- Permanently Retained Information in GME Files (hardcopy or electronic copy):
- Resident Agreement
- Appointment Letters
- Documentation related to training, leave of absence, or any other document that may affect training dates.
- Permanently Retained Information in E*Value (7/1/2007 – present):
Resident Demographics: Legal and Preferred Names, Credentials, NPI, Social Security Number, Race, Gender, Date of Birth, Birth Place, Citizenship Country, Email Address
Resident Training History by Year
ECFMG Resident Information: ECFMG Certification Date and Number
Standard Exam Scores: USMLE or COMLEX
Resident Rotation Schedules and Associated Evaluations
Resident Duty Hour Logs
Procedure Supervision Levels
- Minimum Requirements for Program Archived Resident Files (hardcopy or electronic):
- Application (ERAS or other training application)
- Summative evaluations or exit interviews
- Records of dates of training, trainee’s rotations, training experience and procedures
- Materials required by individual Residency Review Committee (RRC)
- Record of any disciplinary actions
- Other records judged important by the Program Director
- Residents who do not complete the training program or residents who are not recommended for board certification, the entire file should be permanently retained
Note: Applications for all residents not accepted into the Program must be retained for 3 years regardless if the resident was invited for interview.
- Scanning Archived Files:
- If a profile has been created, then a resident’s file can be stored electronically in E*Value.
- All residents from 7/1/2007 have profiles created in E*Value. For residents completing training prior to 7/1/2007, submit a list to the GME Office prior to electronically archiving files in E*Value. The GME Office will confirm a complete profile has been created for each resident.
- All scanned documents should be stored in the resident profile on the Training and Education tab under “Personnel Document Area.” Once files are uploaded, click “Save Changes” to permanently store it on the profile.
General Records Retention Schedule for Personnel Records of State Agencies. Columbia, SC: South Carolina Department of Archives and History, Archives and Records Management Division, 2002. Web. <www.statelibrary.sc.gov/scedocs/Ar255R/000553.pdf>.
Henderson, Mark C. "The Resident File." The Toolkit Series: a Textbook for Today's Internal Medicine Education Programs. Washington, DC: Association of Program Directors in Internal Medicine, Association of Subspecialty Professors, 2007. Print.
Levine, Jeffery L. "Chapter 31 Record Retention." Guide to Medical Education in the Teaching Hospital. Irwin, PA: Association for Hospital Medical Education, 2010. Print.
Philibert, Ingrid. "ACGME Expectations for Evaluations in Residents' and Fellows' Files." ACGME E-Bulletin. Accreditation Council for Graduate Medical Education, Aug. 2008. Web. Oct. 2010. http://www.acgme.org/acWebsite/bulletin-e/ACG_10_E-Bulletin_Aug08_F.pdf.