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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

A44 Equipment Loan Agreements Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: N2, Category: Property Management & Control


A45 Equipment Maintenance Records

Explanation: Series documents the operation, maintenance, service and repair of institutional equipment. Records may include: purchase orders; lease agreements; warranties; instructions and operating manuals; vendor statements; service contracts; charge call bills; fax activity reports; service logs; invoices for equipment repair; purchase request forms; and memoranda.

Record Copy: Units

Retention: 5 years after disposition of equipment

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

Background Information:


A46 Equipment Rental and Loan Records

Explanation: This series is used to monitor the rental/loan and return of university property such as recreational equipment and lockers and is also used to determine usage trends as an aid to purchase and replacement decisions. Records may include: rental agreements; loan forms; usage logs; and related correspondence.

Record Copy:

Retention: 2 years after return of property.

Citation or Reference:

Background Information:


A47 Federal Property Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: N3, Category: Property Management & Control


A48 Food and Alcohol Inventory Records

Explanation: This series is used to provide the department with a record of the dollar value of food, alcohol, and other consumable stock at the end of each month for planning, ordering, and fiscal accounting purposes. This includes documentation of vendors and subcontractors. This series may include but is not limited to: in-house computer generated food inventory reports; alcohol inventory reports; summary reports; and other related documentation and correspondence.

Record Copy: Housing & Dining Services

Retention: 5 years

Citation or Reference: O.C.G.A. 11-2-725

Background Information:


A49 Food Ordering and Delivery Records

Explanation: This series is used to provide the office with verification of vendor deliveries, transfers of food and supplies from the housing office warehouse, updated pricing information, and other vendor information. This series may include but is not limited to: photocopies of direct delivery vendor invoices; and requisition forms.

Record Copy: Housing & Dining Services

Retention: 5 years

Citation or Reference: O.C.G.A. 11-2-725

Background Information:


A50 Issue Tickets Records

Explanation: This series documents the distribution of consumable supplies such as gasoline, oil, rock, gravel, and other supplies issued for authorized use. This series may include but is not limited to: issue tickets; receipts; sign-out sheets or logs; journal vouchers; purchase authorizations; and other related documentation and correspondence.

Record Copy: Facilities Services, Units

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-25

Background Information:


A51 Personal Property Loan Agreements Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: N4, Category: Property Management & Control


A52 Property Disposition Requests Records

Explanation: This series documents custodial units' requests to change the status of state-owned property.

Record Copy: Units

Retention: 5 years

Citation or Reference:

Background Information:


A53 Purchase Requisitions Records

Explanation:

Record Copy:

Retention:

Citation or Reference:

Background Information: Moved to Series: M1, Category: Finance