Operations

Policies - Document Management

Retention of application files

Application and registration data and documents will be kept at the CaRMS office for three years after the PGY-1 year is commenced. Consequently, an applicant who is matched to a program commencing in July 2003 will have his/her documents destroyed in June 2006.

Documents that will be retained for three years for Canadian medical school and US medical school graduates are:

• medical school transcript, medical student performance record (dean's letter) and letters of reference

Documents that will be retained for three years for international medical graduates are:

• medical school transcript, medical student performance record, letters of reference, official TOEFL, TSE and MCC exam results

The materials in the application file sent electronically from CaRMS must be treated as confidential information and used only for the one purpose of selection of residents. It should be understood that unless the applicant is matched to the program, the electronic files normally should be destroyed immediately, consistent with provincial legislation on freedom of information and protection of privacy.