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Records Management and Archives

Records Retention Schedules

Print friendly Modified May 3, 2010

The revised schedules for the retention and/or disposition of the following university system records are based upon the requirements of the Georgia Records Act (O.C.G.A. 50-18-90 et seq.). This version includes revised schedules as filed with the Division of Archives and History, Office of Secretary of State as of April 1, 2009.

USG Records Retention Manual (Revised March 30, 2010)

Series: A: Administration | B: Academic Affairs | C: Auxiliary Services | D: Information Management and Planning | E: Intercollegiate Athletics | F: Library/Archives/Records Management and Museum | G: Human Resources | H: Publications/Promotions and Alumni Relations | I: Research | J: Police/Security and Safety | K: Student Records | L: Student Affairs | M: Finance | N: Property Management and Control | O: Legal

A11 Committee Records

Explanation: This series documents the activities of standing and ad hoc committees and councils made up of members from a variety of units. The committees are charged with formulating and recommending institutional policies and procedures, establishing standards and requirements, performing an advisory function, or reviewing petitions, appeals, and deviations from policy. Types of committees include administrative committees (those appointed by an administrator) and faculty senate committees (those created by the faculty senate's executive committee). They may function as steering committees, activities committees, standards committees, planning committees, academic committees, awards committees, councils, etc. Committees may be chaired by the director of a specific unit or rotate to different chairs on a regular basis. This series may include but is not limited to: agendas; meeting minutes; reports; notes; working papers; and related documentation and correspondence.

Record Copy: Institutional Archives; Institutional executive offices; Faculty Senate, Colleges & units

Retention: Permanent for agendas, minutes, reports, and correspondence; 3 years for all other records

Citation or Reference:

Background Information:


A12 Cooperative Program Records

Explanation: This series documents the institution's participation in cooperative and shared educational or research programs. Such programs may share research facilities and resources or instructional programs such as programs permitting student matriculation at member institutions. This series may include but is not limited to: information on requirements and application procedures; applications and eligibility certificates; committee minutes; meeting agendas; working papers; memos of interpretation and understanding; fiscal records; and related documentation and correspondence.

Record Copy: Institutional Archives; Academic Affairs, Distance Education, Colleges

Retention: Permanent for information on requirements and application procedures, committee minutes, meeting agendas, and memos of interpretation and understanding; 7 years after expiration for all other records

Citation or Reference: O.C.G.A. 9-3-24

Background Information:


A13 Correspondence, Administrative

Explanation: Series documents communications received or sent which contain significant information about an institution's programs. Records include letters sent and received, memoranda, notes, enclosures, attachments and electronic messages(e.g., email, instant messages, voice mail, texts, etc.).

Record Copy: Units

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-26

Background Information:


A14 Correspondence, Executive

Explanation: This series documents significant events and the development of administrative structure, policies, and procedures of the office. It may also record the historical development of the office. Records may include: letters sent and received; notes; directives; acknowledgments; and memoranda. Correspondence may be inter-office, within the university, and with non-university agencies, organizations, individuals and electronic messages(e.g., email, instant messages, voice mail, texts, etc.).

Record Copy: Institutional Archives; Creating unit

Retention: Permanent

Citation or Reference:

Background Information:


A15 Correspondence, Transitory

Explanation: Series documents communications received or sent which do not contain significant information about an institution's programs (Correspondence, Administrative), fiscal status (Correspondence, Fiscal), or routine agency operations (Correspondence, General). Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, electronic messages(e.g., email, instant messages, voice mail, texts, etc.), and other records of a preliminary or informational nature.

Record Copy: Units

Retention: Until read

Citation or Reference:

Background Information:


A16 Correspondence, General (Routine)

Explanation: Series documents communications received or sent which do not contain significant information about an institution's programs. Records include: letters sent and received; memoranda; notes; transmittals; acknowledgments; community affair notices; charity fund drive records; routine requests for information or publications; enclosures, attachments and electronic messages(e.g., email, instant messages, voice mail, texts, etc.).

Record Copy: Units

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-26

Background Information:


A17 Crisis or Disaster Records

Explanation: This series documents the events and damages to institutional property due to storms, riots, fires, droughts, floods, and other events affecting citizens and facilities within the jurisdiction of the institution. This series may include but is not limited to: diaries; logs; reports; photographs; notes which indicate or document what happened, when, and where; and related documentation and correspondence.

Record Copy: Facilities, Units

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-32

Background Information:


A18 Daily Broadcast Logs

Explanation: Series documents daily broadcast activities of the institutional radio station or television channel. Records include: log sheets showing time signed on and off; any delays in broadcasting; engineer's name; announcer's name; and technical difficulties.

Record Copy: Institutional radio station or television channel

Retention: 3 years

Citation or Reference: Institutional radio station or television channel

Background Information:


A19 Daily Logs

Explanation: This series documents the day-to-day activities of the office. This series may include but is not limited to: staff member's daily schedules; daily work logs; appointment information; and desk calendars.

Record Copy: Units

Retention: 3 years

Citation or Reference: O.C.G.A. 9-3-33

Background Information:


A21 Election Records

Explanation: This series documents elections held by various faculty and staff organizations. This series may include but is not limited to: ballots; tabulations; and related documentation.

Record Copy: Organizations, Units

Retention: Until results are verified

Citation or Reference:

Background Information:


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