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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

C1 Client Records

Explanation: This series documents provision of health-related services to clients on an outpatient basis by offices other than the student health center. Examples of types of services are: speech therapy; hearing testing; and cholesterol screening. This series may include but is not limited to: tests; goals and objectives; diagnostic reports; questionnaires; and related data. Health related records for campus services outside of student center

Record Copy: Units

Retention: 3 years after last service or until client reaches age 21, whichever is longer

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

Background Information: Cross reference with C8 and C9.


C2 Communicable Disease Records

Explanation: This series fulfills the public health requirement of reporting the discovery of communicable disease. This series may include but is not limited to: laboratory test results; name and address of student; date; and person making referral. Information is transferred to the county health department, but the log is maintained by the laboratory.

Record Copy: Student Health Services

Retention: 3 years

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

Background Information:


C3 Health History Forms

Explanation: This series documents a student's medical history. The series contains student medical history forms for students who have never visited a institution student health center and therefore do not have a medical record on file. These forms are a prerequisite for enrollment at most institutions.

Record Copy: Student Health Services

Retention: 3 years after last service

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

Background Information:


C4 Immunization Reporting Records

Explanation: This series is used to comply with State Health Division reporting requirements for immunizations given to patients. Records may include: immunization log sheets; annual reports; and related correspondence.

Record Copy: Student Health Services

Retention: 3 years for immunization log sheets and annual reports; 3 years after last service or until 21st birthday, whichever is longer for all other records

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

Background Information:


C5 Laboratory Inspection Records

Explanation: This series documents in-house inspection of laboratory equipment on a quarterly basis. This series may include but is not limited to: a checklist of all equipment; calibrations; and conditions.

Record Copy: Student Health Services

Retention: For the life of the equipment for calibrations; 3 years for all other records

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

Background Information:


C6 Laboratory Test Requests

Explanation: This series documents physician orders for laboratory tests for students receiving services at the student health center. This series may include but is not limited to: name of student; date; test(s) ordered; and physician's signature.

Record Copy: Student Health Services

Retention: 5 years

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

Background Information:


C7 Licensure Records

Explanation: This series documents the professional and regulatory issuance of credentials to individuals and facilities providing services within the student health center. This series may include but is not limited to: license applications; College of American Pathologists comparative test results for laboratory licensing; Pharmacy Board Retail Drug Outlet/Controlled Substance Registration (license) and inspection reports; individual employee professional licenses; and related correspondence.

Record Copy: Student Health Services

Retention: Until superseded

Citation or Reference:

Background Information:


C8 Medical Records

Explanation: This series documents the medical services history provided for students treated by the student health center. This series may include but is not limited to: appointment request slips; summary sheets; bacteriology test results; treatment record forms; diagnosis sheets; health history/screening sheets; initial evaluation/assessment sheets; referral sheets; health center billing statements; personal health history sheets; dental examination sheets and X-rays; laboratory test results; physical therapy notes; X-ray release forms; X-ray requisitions with narrative of radiologist; notes; memoranda; and related correspondence.

Record Copy: Student Health Services

Retention: 3 years after last service or until client reaches age 21, whichever is longer

Citation or Reference: O.C.G.A. 9-3-33, O.C.G.A. 31-33-2

Background Information: Cross reference with C1 and C9.


C9 Non-Student Medical Records

Explanation: This series documents medical service provided to non-students by the institution's student health center, such as allergy shot, vaccines, and blood pressure checks. Records include: medical history forms; notations of services provided and dates; payment information; and related correspondence. Records may be exempt from public disclosure.

Record Copy: Student Health Services

Retention: 3 years after last service or until client reaches age 21, whichever is longer

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

Background Information: Cross reference with C1 and C8.


C10 Patient Logs

Explanation: This series is used to log in patients who visit the student health center (both in-patients and out-patients). It may also be used to create annual census reports and 3-year census comparisons. Log information may include: the date and time that the patient came in; the physician assigned; diagnosis; admission/discharge date; length of stay; and remarks.

Record Copy: Student Health Center

Retention: 3 years

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

Background Information:


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