IV.       Policy on Resident File Contents, Access and Length of Time Kept  
            MSU/CHM Program Responsibilities

1. Each GME program sponsored by MSU/CHM shall maintain a file (paper or electronic) concerning each resident or subspecialty resident/fellow.
2. The file shall include:  name and social security number, resume or curriculum vitae; program application, medical school diploma or Dean’s letter (just state anticipated graduation date); a valid copy of the ECGMG certificate if the trainee is an IMG; and a copy of their compensation contract. 
3. Each GME program shall have an Access policy specifically stating which individuals will have file access (this may be by title). 
4. Each GME program shall ensure that the resident/fellow file will contain a record of the trainee’s specific rotations including:
1. The name of the rotation and the primary physician supervisor; its location, identify whether there is patient care involved; and an overview of rotation objectives (may be on the program’s web site)
2. Written evaluations (either paper or electronic) from faculty and others (e.g., other health professionals or patients) that the Program may identify as trainee evaluators. Periodic summative evaluations must also be part of the resident file. 
3. Record of disciplinary actions – note:  should include information on delay in promotion and remediation. Information concerning academic probation should also be included. 
1. On reasonable request, the trainee shall have access to his/her file under the direct supervision of a designated staff member of the Program or Office of the Associate Dean.  The trainee may request copies of the file or its contents, such request to be approved or disapproved by the Program Director. 
2. Upon completion of a training program the entire file will be maintained for one year past the date of the resident’s graduation.
3. If the resident fails to complete the training program, the entire file will be maintained indefinitely. 
4. One year past the date of a resident’s graduation/completion of the program, the following items will be retained in the permanent resident file: a) Demographic information as required by the Institution, b) Transcript information (logs, rotation lists, etc.), c) Certificate of Graduation with Program Director signature, d) Exit evaluation - this document should summarize all previous evaluations and cover the entire time the resident has been in the program, e) Resident’s curriculum vitae, f) Resident’s original application and if appropriate the ECFMG certificate.  This information will be kept indefinitely. 

Institutional Responsibilities

1. The GMEC will require that the resident’s file will be regarded as confidential, will be maintained in a secure location and will be available only to the following:
2. Program Director
3. Program Administrator (at the delegation of the Program Director)
4. Associate Dean for Graduate Medical Education, or the
5. Director of Medical Education for MSU/CHM (at the delegation of the Associate Dean and or Dean).

Others with file access can be identified by the Program Director (see 1 above). 

• The GMEC authorizes the Program Director, Associate Dean for Medical Education (or at the delegation of the AD, the Director of Medical Education) to disclose the file or portions thereof to others whom they deem to have a legitimate need for the information (i.e. MSU General Counsel’s Office), and as authorized in writing by the trainee and/or the Program Director.
• The GMEC policy requires that exterior of each file will state, “Confidential Information - Access to this File and its Information is Governed by the Policy on Resident Records of the MSU/CHM GMEC”.  Electronic files will have this statement on the opening page of the electronic file or at a place within the file designated by the Program Director or Program Administrator.