Ask the expert: What are best practices for storing documentation?

Residency Program Insider, March 16, 2010

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Coordinators manage reams upon reams of documentation. Storing hard copies of that paperwork is challenging for many programs that are short on space. Luckily, the digital age has alleviated some of the storage problems coordinators face.

Electronic storage options are readily available, easy, and relatively cheap. Consider converting some of the following documents to PDFs:

  • PIFs
  • Rotation and call schedules
  • In-training exam scores
  • Board exam reports

Having all documents in the same format will cut down on the amount of time you spend searching for certain items. For example, if you now receive residents’ in-training exam scores electronically, scan the scores from the paper years so that you can keep it in one spot. Then you no longer have to remember whether something is located from back in the paper days or not.

Many training programs also use electronic residency management systems to distribute and store evaluations.

These make it easier to keep faculty, rotation, and annual program evaluations. Simply use the system’s archive function and you can still have access to files at any time.

This week’s question and answer are from Residency Program Alert.

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