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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

B1 Academic Program Administrative Records

Explanation: This series documents the daily and routine administration of academic programs of the department or college. This series may include but is not limited to: registration reports; add-drop analyses and reports; course enrollment summaries by class; graduation summaries; majors by class level; international activities; cooperative ventures; summer term classes and enrollment reports; placement information; convenience copies of reports prepared by admissions, registrar's, and other offices; memos; working papers; and related documentation and correspondence.

Record Copy: Colleges; Units

Retention: 5 years

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

Background Information:


B2 Book Order Records

Explanation: This series provides a record of books ordered for courses taught in the department. This series may include but is not limited to: the institution textbook request forms which includes authors, titles, publications, course numbers, and expected enrollment; other forms; and related documentation and correspondence.

Record Copy: Units

Retention: 1 year

Citation or Reference:

Background Information:


B3 Catalog/Bulletins

Explanation: This series provides a record of institutional policies and procedures, program requirements, and course offerings and may also be used for constructing new courses or reconstructing old courses. Information in the individual catalogs and bulletins includes academic policies and procedures, program names and descriptions, course names and descriptions, alphanumeric course designations, credits offered per course, and related program and course information. This series may include but is not limited to: published copies of catalogs and bulletins including the general, graduate, and summer session catalog/bulletin; mock-ups of catalogs and bulletins; preparation and working papers; and related documentation and correspondence.

Record Copy: Institutional Archives; Registrar; Graduate School; Summer Session; Distance Education; Continuing Education

Retention: Permanent for 1 copy of published catalogs; 1 year for all other records

Citation or Reference:

Background Information:


B4 Class Scheduling Records

Explanation: This series documents the formulation of class schedules by academic departments for inclusion in the published schedule of classes. This series may include but is not limited to: the final edition of the schedule of classes; requests from departments for class offerings; deviation from schedule forms; copies of course schedule maintenance forms; requests for class changes; working papers; and related documentation and correspondence.

Record Copy: Institutional Archives; Registrar; Summer Session; Distance Education

Retention: Permanent for 1 copy of the schedule of classes booklets; 1 year for all other records

Citation or Reference:

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B5 Continuing Higher Education and Summer Session Course Records

Explanation: This series documents course offerings and individual course contents as offered by Continuing Higher Education and Summer Session. These records include: syllabi; course descriptions; course outlines; course request proposals; enrollment reports; course summaries; request for undergraduate and graduate course and instructor approval forms; nominations to the undergraduate faculty; course announcements; handout materials; budget requests; budget status forms; vouchers; final and summary reports; and related documentation and correspondence.

Record Copy: Continuing Higher Education; Summer Session; Distance Education

Retention: Permanent for final and summary reports; 4 years for all other records

Citation or Reference:

Background Information:


B6 Courses Records

Explanation: This series provides a record of departmental course offerings and individual course contents. This series may include but is not limited to: syllabi; course descriptions; course outlines; course summaries; course requests and proposals; curriculum approval lists; lists of classes by term; bibliographies; reading lists; course announcements; handout materials; and related documentation and correspondence.

Record Copy: Academic Affairs

Retention: 7 years after obsolescence.

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

Background Information:


B7 Course Schedule Maintenance Forms

Explanation: This series documents requests for changes to be made to the institutional catalog and schedule of classes. The forms include: course numbers; course titles; locations; grading modes; course descriptions; designators; fees; and credit hours.

Record Copy: Academic Affairs

Retention: 2 years

Citation or Reference:

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B8 Media Equipment and Production Records

Explanation: This series documents the purchase, receipt, and subsequent scheduling and distribution of media productions and/or equipment. This series may include but is not limited to: film, video tape, and equipment requests; letters of permission to use copyrighted materials; distribution schedules; and related documentation and correspondence.

Record Copy: Communication Media Center

Retention: 4 years

Citation or Reference: 17 U.S.C. 507

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B9 New Degree Program and Course Proposal Records

Explanation: New Degree Program and Course Proposal Records (Removed or Merged)

Record Copy:

Retention:

Citation or Reference:

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B10 Non-University Student Program Administration Records

Explanation: This series documents the administrative activities of special instructional and support programs directed to serve elementary through high school and non-institution students belonging to special, minority, or disadvantaged groups. Examples of programs to which this series applies are Science and Mathematics Investigative Learning Experiences (SMILE), Upward Bound, High School Equivalency, and other special non-institution student programs. This series may include but is not limited to: policy and program planning and development documentation; evaluations of courses, support services, and instructors; program course outlines; tuition payment records; reports; statistical reports; working papers; and related documentation and correspondence.

Record Copy: Institutional Archives; Administering Units

Retention: Permanent for policy, program planning, and development documentation and reports; 7 years for all other records

Citation or Reference:

Background Information: