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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

C31 Alcohol and Beverage Control Records

Explanation: This series is used to provide a record of annual and temporary event licensing for dispensing and serving alcoholic beverages. The series may also be used to document the training certification of employees. This series may include but is not limited to: applications for licensing; applications for server permits; purchase orders for training costs; and related documentation and correspondence.

Record Copy: Administrative unit

Retention: 4 years after termination of license and server permit

Citation or Reference:

Background Information:


C32 Parking Citations Records

Explanation: This series documents the regulation of on-campus parking. This series may include but is not limited to: citations; appeal petitions; and related documentation and correspondence.

Record Copy: Parking Services

Retention: 2 years after resolution

Citation or Reference:

Background Information:


C33 Parking Permits Records

Explanation: This series documents the issuance of permits for on-campus parking. This series may include but is not limited to: annual permit cards; temporary permits; parking permits reports; and related documentation and correspondence.

Record Copy: Parking Services

Retention: 2 years

Citation or Reference:

Background Information:


C34 Postal and Shipping Records

Explanation: This series provides a record of items that are mailed by the department via UPS, U.S. Postal Service, Federal Express, or another carrier. Records may be used for billing and/or tracing. These records include: printing and mailing shipping forms; parcel mailing order forms; postage forms; and related correspondence.

Record Copy: Printing & Mailing Services

Retention: 3 years

Citation or Reference:

Background Information:


C35 Telephone Complaints/Fraud Records

Explanation: This series documents the investigation of complaints of telephone misuse, primarily regarding student telephones and long distance bills that are reportedly not legitimate charges. This series may include but is not limited to: memos; notes; copies of long distance bills; and related documentation and correspondence.

Record Copy: Telecommunications

Retention: 5 years after resolution

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

Background Information:


C36 Utility Locate Requests

Explanation: This series documents the notification of persons anticipating digging on campus property who need to know the locations of underground utility lines. Request information may include but is not limited to: the date and location of the work; miscellaneous instructions; contact person; and related documentation and correspondence.

Record Copy: Telecommunications

Retention: 2 years

Citation or Reference:

Background Information:


C37 Work Orders Records

Explanation: This series documents requests and authorizations for needed services and/or repairs to institutional property and equipment. It may also be used as a cost reference for future jobs. This series may include but is not limited to: copy center work orders; printing orders; photographic work orders; display preparation orders; microfilming orders; telephone service/installation requests and change orders; maintenance and repair authorizations; and related documentation and correspondence.

Record Copy: Unit performing service

Retention: 5 years

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

Background Information:


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