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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

B11 Program Development and Review Records

Explanation: This series provides a record of planning and discussions relating to the implementation of new undergraduate and advanced degree programs and any major reorganization or changes to established programs. This series may include but is not limited to: final reports; curriculum committee meeting minutes; curriculum proposals; working papers; letters of support; review agendas; faculty status reports; reviews of individual degree programs by campus and off-campus sources; and related documentation and correspondence.

Record Copy: Institutional Archives; Academic Affairs; Graduate School

Retention: Permanent for final reports, meeting minutes, curriculum proposals and reviews of individual degree programs by on and off-campus sources; 5 years for all other records

Citation or Reference:

Background Information:


B12 Room Scheduling Records

Explanation: This series documents room assignment for classes offered during regular terms or during the summer session. This series may include but is not limited to room assignment lists and related documentation.

Record Copy: Registrar

Retention: 1 year

Citation or Reference:

Background Information:


B13 Special Academic Programs Records

Explanation: This series documents the administrative activities of special academic programs serving and aiding institution students. Programs documented by this series range from special requirement and certification programs to programs aimed at assisting and encouraging target groups of institution students. Included are the international student program; National Student Exchange (NSE) program; English language programs; honors programs; minority scholars programs; minority student recruitment programs; disabled student programs; non-traditional student programs; educational opportunities programs; older than average student programs; Native American science programs; study abroad programs; and other special academic programs. This series may include but is not limited to: policy and program planning and development documentation; explanatory materials on the program; notes; evaluations of courses, support services, and instructors; program course outlines; tuition payment records; program participation and aid selection records; activity accounting records; working papers; reports; and related documentation and correspondence. Portions of these records may be exempt from public disclosure.

Record Copy: Institutional Archives; Administering Units

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

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

Background Information:


B14 Student Handbooks

Explanation: This series documents the requirements, policies, and offerings of specific instructional units for use by current or potential students. This series contains information or policies on: fields of study; faculty; academic requirements; the evaluation process; and the research proposal process.

Record Copy: Institutional Archives; Creating units

Retention: Permanent for 1 copy of each edition

Citation or Reference:

Background Information:


B15 Residential Advisor (RA) Employees Records

Explanation: This series documents the selection process, requirements, and work history of residential advisors. RA's apply in the Winter Term for the following school year. After preliminary screening and approval applicants are required to enroll in a course designed for potential RA's taught by student housing staff. Records may include but are not limited to: application forms; transcripts; recommendations; interviewers' notes; notification letters; contracts which give duties and responsibilities, enrollment hours limitations, and signatures; papers or projects completed in the required RA course; staff evaluations of applicants and term-by-term evaluations of appointees; and related documentation and correspondence.

Record Copy: Housing & Dining

Retention: 5 years after employee separation

Citation or Reference:

Background Information: Previously located in; series G: 37, Category: Human Resources


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