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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

A34 Professional Membership Records

Explanation: This series documents institutional-paid individual memberships and activities in professional organizations. These records may include but are not limited to: applications for membership; certification of membership; documentation of activities; and related correspondence.

Record Copy: Units

Retention: 4 years

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

Background Information:


A35 Radio and Television License Records

Explanation: This series provides a record of licensing of university campus radio stations and television channels (including distance education) with the Federal Communications Commission. Records may include: FCC applications; licenses and contracts; and related correspondence. Federal regulations state that TV and radio licenses will ordinarily be renewed for 8 years unless the public interest, convenience and necessity will be served by an initial license or a renewal for a lesser term.

Record Copy: radio station, television channel, Distance Education

Retention: 10 years after expiration of license

Citation or Reference:

Background Information:


A36 Signature Authorizations

Explanation: This series documents the certification of the institution's employees who are authorized to sign fiscal and contractual documents. These documents serve as an aid for management control over expenditures. This series may include but is not limited to: authorization date; name; sample signature; position data; remarks; and conditions.

Record Copy: Units

Retention: 7 years after authorization expires.

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

Background Information:


A37 Special Activity Records

Explanation: This series documents the activities of an office which are performed in addition to its regular or main functions. Examples may include the completion of surveys and questionnaires, compilation of special studies for professional or academic associations, and special mailings. This series may include but is not limited to: arrangements documentation; working papers; questionnaires; survey forms; study designs; reports; and related documentation and correspondence.

Record Copy: Institutional Archives; Creating units

Retention: Permanent for final reports and study designs; 3 years for all other records

Citation or Reference:

Background Information:


A38 Special Event Records

Explanation: This series documents the efforts of a college or unit to provide informative sessions, short-courses, workshops, training programs, excursions, and celebratory events for members of the institution and the communities it serves. This series may include but is not limited to: materials on planning and arrangements; reports; promotional and publicity materials; press releases and news clippings; photographs; presentation materials and handouts; schedules of speakers and activities; registration and attendance lists; participant evaluations; and related documentation and correspondence.

Record Copy: Creating units

Retention: 7 years after end of event

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

Background Information:


A39 Meeting Records

Explanation: This series documents the meetings of the faculty and/or staff of a college, department, or office that sets policy and procedures for the unit. Participants at meetings may be composed exclusively of a mixture of faculty, staff, administrators, and managers; specialized and task oriented sub-committees composed of unit personnel are also documented as part of this record series. These meetings may concern routine matters of procedure and topics such as program development, planning, administrative and personnel management, and assessments of future needs. This series may include but is not limited to: official meeting notes/minutes; reports; agendas; and related documentation and correspondence.

Record Copy: Institutional Archives; Units

Retention: Permanent for official meeting notes/minutes, agendas, and reports; 5 years for all other records, transfer to University Archives when administrative value ends

Citation or Reference:

Background Information:


A40 Vehicle Use Authorization and Request Records

Explanation: This series documents permission for employees to use their private automobiles for official use and authorization of non-employees and student's to use state-owned cars. Records may include but are not limited to: private vehicle safety certification forms; private vehicle certificate lists; driver authorizations for students and non-employees; and related documentation and correspondence.

Record Copy: Units

Retention: 5 years after superseded or obsolete

Citation or Reference: O.C.G.A. 9-3-31

Background Information:


A41 Visiting Scholar Program Records

Explanation: This series documents a program which allows one or more visiting scholars to assume residence on campus for an academic year or a shorter duration. This series may include but is not limited to: advertisements; applicant data; arrangements and schedules; publicity and news clippings; presentation transcripts or published works; scholars_ vitae; scholars_ activities documentation including audio recordings; and related documentation and correspondence.

Record Copy: Units

Retention: 7 years

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

Background Information:


A42 Bid and Competitive Selection Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: M46, Category: Finance


A43 Equipment Inventory Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: N1, Category: Property Management & Control