UCLA GME Records Retention Policy

UCLA GME RECORDS RETENTION POLICY

PURPOSE

Programs must ensure appropriate retention of training records in compliance with ACGME and UCLA/UCOP requirements. 

SCOPE

This policy applies to all UCLA-sponsored ACGME-accredited residency and fellowship programs.

DEFINITIONS

N/A

POLICY

Programs must ensure appropriate retention of training records in compliance with ACGME and UCLA/UCOP requirements. Records may be retained as paper, electronic, or otherwise.

  1. Indefinite or Permanent Record Retention
    Programs and/or the Sponsoring Institution should indefinitely retain the following core files for all trainees in order to accommodate future requests for primary source verification of program completion:

    • any summation of the Trainee's final summative evaluation, and the letter from the program director indicating readiness for unsupervised practice;
    • records of the Trainee’s rotations, training experiences, and procedures, as applicable to the specialty;
    • documentation of disciplinary action, if any; and, 
    • verifications, peer review processes, and clinical privileges

  2. Other Records Retention
    All Other Trainee records will be retained for a minimum of 5 years after separation from the program or institution, including but not limited to:

    • recruitment applications,
    • mandatory training documentation,
    • background check records,
    • work history,
    • employee exposure claims,
    • classification eligibility records,
    • visa records,
    • letters of recommendation,
    • career counseling,
    • reasonable accommodations records.

For additional details, please see UCOP Records Retention Schedule.

PROCEDURE

N/A

FORMS

N/A

REFERENCES

ACGME Guidance for Site Visits: https://www.acgme.org/globalassets/PDFs/SiteVisit/Resident-Fellow-Files.pdf

UCOP Records Retention Schedule: https://recordsretention.ucop.edu/

 

 

REVISION HISTORY

Effective Date: 07/24/2023