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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

A23 Gifts Records

Explanation: This series documents potential or realized private, corporate, or public agency funding to the institution, including endowments and trusts. This series may include but is not limited to award guidelines; letters and agreements of gifts; copies of bequest instruments and wills from individuals or estates; financial statements and reports, including records of fund disbursements; and related documentation and correspondence.

Record Copy: Institutional Archives; Administering units

Retention: Permanent for letters and agreements of gift, copies of bequest instruments and wills from individuals or estates, and related documentation and correspondence; 7 years for all other records.

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

Background Information:


A24 Grievance Records

Explanation: This series documents grievance brought forward by faculty and staffs against the institution and which are resolved without litigation. (Records of grievances that are litigated become part of the legal case file.) Grievances may pertain to personnel policies and procedures; articles contained in the collective bargaining agreement (classified staff only); departmental issues; affirmative action and equal opportunity issues; and promotion and tenure (faculty) issues. Records may include but are not limited to notices of grievance; informal discussion notes; grievance responses; formal hearing notes (including audio tapes); final summary statements; appeals documentation; and related documentation and correspondence. Information may be exempt from public disclosure.

Record Copy: Affirmative Action, Academic Affairs, Human Resources, Legal Advisor, Ombudsman, and Units

Retention: 3 years after resolution

Citation or Reference:

Background Information:


A26 Institutional Speeches and Statements

Explanation: This series documents speeches and statements written and delivered by institutional faculty and staff in connection with institutional business. This series may include but is not limited to: final copies; audio or video recordings of the speech presentation; drafts; source materials; and working papers.

Record Copy: Institutional Archives; Institutional executive offices, Colleges, Units

Retention: 2 years for drafts, source material, and working papers; Permanent for all other records

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

Background Information:


A27 Institutional Cooperation and Relations Records

Explanation: This series documents the coordination and interaction between units for the cooperative administration of programs within the institution. This series is used for monitoring, planning, and coordinating research, instructional, or administrative programs of common concern to two or more institutional units. This series may include but is not limited to: copies of budget reports; activity reports; proposals; planning documents; agreements and memoranda of understanding; publicity and newspaper clippings; policy statements; working papers; and related documentation and correspondence.

Record Copy: Institutional Archives; Colleges & units

Retention: Permanent for proposals, planning documents, activity reports, policy statements, publicity; 7 years after expiration for all other records

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

Background Information:


A28 Institutional Planning Records

Explanation: This series documents the college or unit's role in the development of short-term or long-term plans for the institution. This series may include but is not limited to: instructions from the president; provosts; and/or vice provosts explaining the nature and purpose of the requested strategic planning effort; internal planning committee materials; statements of objectives and goals as developed by college or unit chairs and administrators; proposals; strategic planning reports; surveys; activity reports; informational materials; working papers; and related documentation and correspondence.

Record Copy: Institutional Archives; Institutional executive offices

Retention: Permanent for final planning reports, proposals, goal and objective statements, and instructions and explanations of process; 10 years for internal planning committee materials, surveys, activity reports, working papers, informational materials, and correspondence

Citation or Reference:

Background Information:


A29 Lectures and Lecture Series Records

Explanation: This series documents the development and history of special lectures and continuing lectureships devoted to a variety of topics and disciplines sponsored by the institution. This series may include but is not limited to: lecture committee notes; memoranda and planning materials; information on funding; financial support and honoraria records; patron information; programs and announcements; information on catering arrangements; news releases; recordings and transcripts; photographs; and related documentation and correspondence.

Record Copy: Institutional Archives; Sponsoring unit

Retention: Permanent for lecture committee notes, memoranda and planning materials, programs and announcements, news releases, recordings, and transcripts, and photographs; 7 years for all other records

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

Background Information:


A30 Legislative Relations Records

Explanation: The series may be used to review and plan institutional positions on impacting legislative actions. This series may include but is not limited to: bill review and tracking forms; bill tracking reports; notes; copies of pending or approved legislation; working papers; and related documentation and correspondence. The President's Office maintains the record copy.

Record Copy: Institutional Archives, Presidents office

Retention: Permanent for final report or position; 5 years for all other records

Citation or Reference:

Background Information:


A31 Lobbyist Records

Explanation: This series documents the activities of university employees who engage in lobbying the state government. Records may include: lobbyist registration statement forms; lobbyist termination forms; lobbyist expenditure report forms; lobbyist listings and salary information and related documentation. The President's Office maintains the record copy.

Record Copy: Presidents office

Retention: 5 years after last activity

Citation or Reference:

Background Information:


A32 Board of Regents Relations Records

Explanation: This series documents the coordination and interaction between institutional administrative units and the Board of Regents which has ultimate authority over both academic and fiscal programs. This series may include but is not limited to: minutes; agendas; dockets; notes; activity reports; proposals; newsletters; memos; and related documentation and correspondence.

Record Copy: Units

Retention: 3 years

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

Background Information:


A33 Policies and Procedures Records

Explanation: This series provides a record of internal development and documents guidelines for consistency and continuity in the operation of the unit. This series may include but is not limited to: mission and policy statements; planning documents outlining responsibilities and goals; organizational charts; publications preparation guidelines; emergency procedures; job descriptions; guides for office procedures which often include completed samples of all forms; handbooks; desk manuals; and related documentation and correspondence.

Record Copy: Creating unit, Institutional Archives

Retention: 3 years, 7 years after expiration transfer to University Archives when administrative value ends

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

Background Information:


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