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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

A104 Log Out Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: M34, Category: Finance


A105 Monthly Cash Reports

Explanation: Removed or Merged

Record Copy:

Retention:

Citation or Reference:

Background Information:


A106 Safekeeping Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: M35, Category: Finance


A107 Ticket Sales and Event Cash Reconciliation Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: M36, Category: Finance


A108 Weekly Cash Receipts Summaries

Explanation: Removed or Merged

Record Copy:

Retention:

Citation or Reference:

Background Information:


A109 Author’s and Artist’s Contracts and Agreements Records

Explanation: This series provides documentation of the duly executed and binding contractual agreements between the institution and authors and artists concerning subjects such as royalties, pricing agreements, and copyright. Information in individual contracts or agreements may include but is not limited to: terms and conditions; provisions; amendments; exhibits and addenda; and authorizing signatures.

Record Copy: University Press, Units

Retention: 120 years for authors' and artists_ contracts and agreements with university presses ; 7 years after expiration for all other authors' and artist_s contracts and agreements

Citation or Reference: 17 U.S.C. 302, O.C.G.A. 9-3-24

Background Information:


A110 Contracts and Agreements Records

Explanation: This series documents the negotiation, execution, completion, and termination of legal agreements between an agency and other parties, and for personal/professional services. Series does not include contracts and agreements for Real Property (See Schedule A116). Records include a copy of the official contract or agreement, memoranda of understanding, amendments, exhibits, and addenda. (Also reference A110, N11 and O1)

Record Copy: Contract Administration; Legal Affairs; Facilities

Retention: Contracts or agreements documenting building construction, alterations, or repair, 10 years after expiration; other contracts and agreements, 7 years after expiration.

Citation or Reference: O.C.G.A. 9-3-24; O.C.G.A. 9-3-26; O.C.G.A. 11-2-725

Background Information:


A111 Defense Base Act (DBA) Records

Explanation: This series documents insurance coverage for institutional employees in foreign countries who are not covered by the State Accident Insurance Fund (SAIF). These records include one-year contracts with a mandated insurance carrier. This series may include but is not limited to: liability claims against the institution that are both open and completed; legal files with affidavits; accident reports; estimates for repairs; police reports; suit status reports; disbursement records; settlements; and related correspondence.

Record Copy: Contract Administration

Retention: 10 years after all claims are settled

Citation or Reference:

Background Information:


A112 Insurance Fund Claims

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: M37, Category: Finance


A113 Insurance Policy Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: M38, Category: Finance


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