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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

C21 Automatic Call Distribution Vector Records

Explanation: This series documents the technical programming for each automatic call distribution (ACD) account on campus. This programming, known as vector instructions, electronically routes phone calls coming in to a given phone number account, known as a split, to available phones or message systems. This series also contains the names of staff members and extension numbers that are appropriate to each account. This series may include but is not limited to: vector instructions sheets; announcement scripts; lists of supervisor extensions of each split; lists of ACD member extensions of each split; and related documentation and correspondence.

Record Copy: Telecommunications

Retention: 2 years

Citation or Reference:

Background Information:


C22 Bicycle Licenses/Permits Records

Explanation: This series documents the registration of bicycles on campus. This series includes registration cards completed by institution students, faculty, and staff for use of bicycles on campus. Information on the cards includes: owner/user names; social security numbers; addresses; telephone numbers; bicycle frame serial numbers; bicycle models; and permit numbers.

Record Copy: Security Services, Parking Services

Retention: 2 years

Citation or Reference:

Background Information:


C23 Calling Card Records

Explanation: This series documents the assignment to and use of calling cards issued to institution employees. This series may include but is not limited to: credit card order forms; account change documentation; and related documentation and correspondence.

Record Copy: Telecommunications

Retention: 2 years after superseded or revoked

Citation or Reference:

Background Information:


C24 Child and Youth Program Participant Records

Explanation: This series documents the participation of children and youth in programs sponsored by the institution. The series may include: applications; enrollment records; progress reports and assessments; immunization records; parental consent forms; activity records; lists of attendees; and related correspondence.

Record Copy: Sponsoring unit

Retention: 3 years after participants reach majority age 18

Citation or Reference:

Background Information:


C25 Department of Motor Vehicles (DMV) Lists

Explanation: This series is used to trace ticketed vehicles to owners who have not satisfied parking citations. This series contains computer reports from the Department of Motor Vehicles. Information in the reports may include but is not limited to: car license plate number; name of registered owner; address of owner; and related data elements.

Record Copy: Parking Services

Retention: Until superseded

Citation or Reference:

Background Information:


C26 Events Administration Records

Explanation: This series documents facilities, services and other accommodations provided by the institution for events on campus. Records may include: facilities reservation agreements; room reservation lists; customer and room occupancy lists; catering services orders; purchase and supply records; financial and billing records; customer evaluations; summary reports; and related correspondence.

Record Copy: Student Center, Alumni Relations, Intercollegiate Athletics, Housing & Dining Services, and Units

Retention: 7 years after expiration for written agreements; 5 years for all other records

Citation or Reference: O.C.G.A. 9-3-24, O.C.G.A. 9-3-26

Background Information:


C27 Facsimile (Fax) Records

Explanation: Facsimile (Fax) Records (Removed)

Record Copy:

Retention:

Citation or Reference:

Background Information:


C28 Identification Cards Records

Explanation: This series documents the issuance of identification cards to university students, staff and faculty. Records may include: signature cards; monthly detail reports; and related correspondence.

Record Copy: ID Center

Retention: Destroy signature cards after expiration; 5 years all other records

Citation or Reference:

Background Information:


C29 Key Issuance Records

Explanation: This series documents key assignments and deposits (if applicable) for institutional faculty, staff, students, and others using the institution's facilities. The series may include but is not limited to: key pinning sequence records; key issue approval forms; return forms; key inventories; hall directors' sign out forms; deposit books; bank statements; refund forms; key logs; and related documentation and correspondence.

Record Copy: Facilities Services, Housing & Dining Services, Administering units

Retention: 3 years after key is checked in

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

Background Information:


C30 Menus

Explanation: This series is used to provide a record of approved menus to be cycled on a monthly basis in each food service location. It is also used for cost planning and ordering of food and supplies. Information on the individual menus may include but is not limited to the foods to be served and the dates, times and locations of service.

Record Copy: Housing & Dining Services, Memorial Union

Retention: 3 years

Citation or Reference:

Background Information:


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