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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

D1 Computer System Maintenance Records

Explanation: This series documents the maintenance of the institution's computer systems and is used to insure compliance with any warranties or service contracts, schedule regular maintenance and diagnose system or component problems, and document system backups. Records may include: computer equipment inventories; hardware performance reports; component maintenance records (invoices, warranties, maintenance logs, correspondence, maintenance reports, and related records); system backup reports; and backup tape inventories.

Record Copy: Information Technology, Units

Retention: For life of system or component for records related to system or component repair or service; until superseded for records related to regular or vital records backups

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D2 Computer System Program Documentation Records

Explanation: This series documents the addition, modification, or removal of software from an agency computer system. Records usually fall into six categories: (a) records that document operating systems; (b) records that document the in-house creation and modification of application programs; (c) records that document the structure and form of datasets; (d) records that document the use of commercial software packages; (e) records that document the structure of the system; and (f) records that document system-to-system communication. Records may include: system overviews; operations logs; job listings; operator instruction manuals; system development logs; system specifications and changes (including narrative and flow chart descriptions); conversion notes; dataset logs; dataset inventories; dataset record layouts; hard copies of tables; data dictionaries; data directories; programming logs; program specifications and changes; record layouts; user views; control program table documentation; program listings; and commercial software manuals.

Record Copy: Information Technology, Units

Retention: For the life of the system

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D3 Forms Development Records

Explanation: This series documents the development of new or revised forms within the institution and is used to provide a history of previous forms. Records may include: sample forms; drafts; revisions; form logs/listing; proposals; authorizations; and illustrations.

Record Copy: Units

Retention: Until superseded

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D4 Information System Planning and Development Records

Explanation: This series documents the planning and development of university information systems. Although these records typically document computerized information systems, they may also document manual filing systems and microfilm systems. The records are used to insure that planned systems will help an agency fulfill its missions, are cost-effective, conform to adopted information standards, and integrate with existing agency information systems. Records may vary according to the level of documentation required for each system, but may include: information technology plans; feasibility studies; cost-benefit analyses; studies and surveys; system specifications and revisions; component proposals; technical literature; vendor literature and proposals; and correspondence.

Record Copy: Information Technology, Units

Retention: For life of system for implemented systems; unimplemented systems: retain for useful life

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D5 Microfilm Quality Control and Inspection Records (Filming)

Explanation: These records would include but not be limited to: production reports, activity reports, film logs, retake orders, title targets, lists of records to be filmed, job orders, vouchers, invoices, checks, and receipts. The primary purpose of such records is to document the activities of a micrographics program in prepping and filming records. The financial records would be present for programs accepting outside jobs as a vendor.

Record Copy: Archives, Units

Retention: 3 years

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D6 Microfilm Quality Control and Inspection Records (Processing)

Explanation: These records would include but not be limited to: lab inspection forms, processing/duplicating lab reports, Methylene blue testing results, film inspection reports to and from Kodak (if Kodak certified lab), chemical test results, and monitoring logs (processing). The primary purpose of such records is to document the proper processing of silver halide and diazo films to show compliance with all technical standards. The information gathered at this stage documents resolution, density, placement, and polarity, among other details. This information is of vital importance to any later digitization project your agency has planned. Preferably, you should document this information on a single form, a quality inspection report.

Record Copy: Archives, Units

Retention: Quality inspection report retains for life of microfilm; all other records 7 years.

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D7 Microfilm Quality Control and Inspection Records (Storage)

Explanation: This series documents the holdings in a microforms storage facility along with inspection records monitoring its environmental stability. These records would include but not be limited to: hygrothermograph charts, record of alarms or problems, vault transmittal/evaluation records, vault inventory log, film sample documentation/annual master negative inspection reports, inventory of duplicating masters, and condition reports on reference copies of microfilm.

Record Copy: Archives, Units

Retention: Transmittal/evaluation reports retain for life of microfilm; vault monitoring records 5 years; annual master negative inspection reports Permanent; inventories and condition reports of duplicating masters and reference copies retain for useful life..

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D8 Software Management Records

Explanation: This series documents the use of software in agency information systems. The series is used to insure that agency software packages are compatible, that license and copyright provisions are in compliance, and that upgrades are obtained in a timely manner. Records include: software purchase records; software inventories; software licenses; site licenses; and correspondence.

Record Copy: Information Technology, Units

Retention: Until software is disposed of or upgraded

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D9 Telecommunication System Management Records

Explanation: This series documents the creation, modification, and disposition of university telecommunications systems. Records include: equipment records; Federal Communications Commission records; repair order forms; system planning records; telecommunications maintenance contracts and service orders; and related correspondence.

Record Copy: Telecommunications

Retention: For life of system

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D10 Committee on Information Technology Records

Explanation: Committee on Information Technology Records (Removed)

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