Records Retention Schedules
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
A114 Leases
Explanation: This series documents agreements made by an agency for the transfer of the right to possession and use (but not sale) of goods or property for a specified term. Series includes copies of lease agreements and amendments or addenda. Leases are typically for office space, equipment, real estate, or facilities.
Record Copy: Contract Administration
Retention: 7 years after expiration
Citation or Reference: O.C.G.A. 9-3-24
Background Information: Also reference N14 and O11
A115 Personal/Professional Services Contracts Records
Explanation: Removed or Merged
Record Copy:
Retention:
Citation or Reference:
Background Information:
A116 Real Property Records
Explanation: This series documents the real property acquired and sold by the institution. This series does not include leases. This series may include but is not limited to: contracts and agreements; ; title abstracts; easement details; public hearing notices and minutes; county recorder's plat descriptions; memoranda of understanding; earnest money receipts; sales agreements; property deeds; working papers; and related documentation and correspondence. (Also reference A116, N12 and O2)
Record Copy: Contract Administration; Legal Affairs; Facilities
Retention: 11 years after property is sold
Citation or Reference: O.C.G.A. 9-3-51
Background Information:
A117 Accrual Worksheets
Explanation:
Record Copy:
Retention:
Citation or Reference:
Background Information: Moved to Series: M39, Category: Finance
A118 Average Daily Enrollments
Explanation:
Record Copy:
Retention:
Citation or Reference:
Background Information: Moved to Series: M40, Category: Finance
A119 Bank Statements
Explanation:
Record Copy:
Retention:
Citation or Reference:
Background Information: Moved to Series: M41, Category: Finance
A120 Attorney General Opinions
Explanation:
Record Copy:
Retention:
Citation or Reference:
Background Information: Moved to Series: O3, Category: Legal
A121 Legal Case Records
Explanation:
Record Copy:
Retention:
Citation or Reference:
Background Information: Moved to Series: O4, Category: Legal
A122 Bid and Competitive Non-Selection Records
Explanation:
Record Copy:
Retention:
Citation or Reference:
Background Information: Moved to Series: M42, Category: Finance. See also A42.
A123 Legal Case Files, School of Law
Explanation:
Record Copy:
Retention:
Citation or Reference:
Background Information: Moved to Series: O5, Category: Legal