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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

C11 Pharmacy Prescription Dispensation Records

Explanation: This series is used to provide an individual, daily summary, and annual summary record of initial drug dispensation and refills administered by the department as required by the State Pharmacy Board. This series may include but is not limited to: prescription slips; in-house computer-generated Rx registers; controlled substance reports; and data base purge reports.

Record Copy: Student Health Services

Retention: prescription records 3 years; drug dosage records 5 years

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

Background Information:


C12 Controlled Drug Purchase

Explanation: Controlled Drug Purchase (Removed _ reference Series A)

Record Copy:

Retention:

Citation or Reference:

Background Information:


C13 Practitioner Schedules

Explanation: This series documents the practitioners' work schedules which are used to clarify assigned responsibilities. This series includes; dates and times of assignments; practitioner names; and responsibilities.

Record Copy: Student Health Services

Retention: 3 years

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

Background Information:


C14 Radiographic Quality Assurance Records

Explanation: This series documents the setting of measurable standards and procedures for radiographic safety and professional quality by professionals on staff. This series may include but is not limited to: reports by the radiographic staff; quality assurance committee notes; and staff reviews.

Record Copy: Student Health Services

Retention: 3 years

Citation or Reference:

Background Information:


C15 Student Health Insurance Records

Explanation: This series documents students' insurance coverage activity under institution insurance policies. This series may include but is not limited to: benefit explanations; payment summaries; photocopies of checks; invoices; policy change sheets; ledgers; individual student correspondence relating to their coverage; and related correspondence with the insurance company.

Record Copy: Student Health Services

Retention: 5 years after expiration of policy

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

Background Information:


C16 Surgical Instrument Sterilization Records

Explanation: This series documents the sterilization of surgical instruments used by the student health center. This series may include but is not limited to: autoclave recording charts and log sheets indicating date; load number; items sterilized; and temperature/time settings.

Record Copy: Student Health Services

Retention: 3 years

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

Background Information:


C17 X-Rays

Explanation: This series consists of student X-rays taken by student health center staff. X-rays are stored alphabetically in envelopes identified by year, name, and view. This series may also include but is not limited to a log of X-rays going out and coming in for professional reference and related documentation.

Record Copy: Student Health Services

Retention: 3 years after date of last service

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

Background Information:


C18 Questionnaires

Explanation: Questionnaires (Removed)

Record Copy:

Retention:

Citation or Reference:

Background Information:


C19 Census Reports

Explanation: Census Reports (Removed)

Record Copy:

Retention:

Citation or Reference:

Background Information:


C20 Long Distance Authorization Code Ordering and Assignment Forms

Explanation: This series documents the assignment of long distance authorization codes to institution employees. This series consists of: authorization code ordering and assignment forms which list an activity code; user/function name; account number; FRL code; and authorization code number for each employee assigned a code.

Record Copy: Telecommunications

Retention: 2 years after superseded or revoked

Citation or Reference:

Background Information:


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