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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

E1 Intramural Sports Waivers

Explanation: This series documents the legally and medically informed status of students, faculty, and staff participating in intramural sports activities. This form affirms that participants have been informed that they are not covered by the institution for injury or other medical situations and have been advised to seek private insurance.

Record Copy: Intramural Sports

Retention: 3 years after the conclusion of the intramural sports season

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Background Information:


E2 Annual Fund Drive Records

Explanation: This series documents the plans, arrangements, and results of annual athletic fund drives. This series may include but is not limited to: brochures; prize lists; pledge cards; mailing arrangements; reports; fiscal summaries; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 10 years

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E3 Athletic Eligibility Records

Explanation: This series is used to provide a record of verification by intercollegiate athletics of student athletes' academic progress to the NCAA or NAIA. These records include computer generated academic progress reports.

Record Copy: Intercollegiate Athletics

Retention: 10 years

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E4 Catastrophic Injury Records

Explanation: This series documents on-going insurance activity on cases that qualified for catastrophic status by having claims of over $50,000 for NCAA schools and $25,000 for NAIA schools in the first two years of the claim. This series may include but is not limited to: accident reports; annual insurance questionnaires; notes; claim forms; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 7 years

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

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E5 Claims Payment Records

Explanation: This series documents the verification and payment of secondary coverage insurance claims of injured student athletes. This series may include but is not limited to: lists of requests for claims payment; transmittal letters for reimbursement of the institution; proof of loss forms; intercollegiate athletic reports; ledgers of providers, payment amounts, and reference numbers; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 7 years after claim is settled

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

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E6 Competition Record Forms

Explanation: This series provides a summary record of individual games and competitions and is used to comply with NCAA and NAIA reporting requirements for both revenue and non-revenue producing sports. Information on the individual forms includes: sport name; opponent name; date; event location; final score; player names and positions; time played per athlete; and the signature of the head coach or athletic director.

Record Copy: Intercollegiate Athletics

Retention: 10 years

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E7 Donor Recognition Records

Explanation: This series documents athletic fund donors of various levels and the recognition given. This series may include but is not limited to: lists of donors by gift level; award lists; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 5 years after discontinuation of donations

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E8 Game Arrangement Records

Explanation: This series is used to provide a reference record of arrangements made for and the schedules of past games. This series may include but is not limited to: team practice schedules; team position assignments/depth charts; itineraries; bus lists; notes; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 3 years

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

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E9 Game Officials’ Evaluation Forms

Explanation: This series is used to provide a record of the head coach's evaluation of judging officials' performance at individual football games. The series is also used to comply with NCAA, NAIA and conference rules and regulations. Information on the individual forms includes: team names; site; game date; judging officials' names; evaluative scores; comments; and coach's signature.

Record Copy: Intercollegiate Athletics

Retention: 1 year

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E10 Game Statistics

Explanation: This series documents the practice, playing, and attendance statistics about each game and the season for each sport by playing year. This series may include but is not limited to: player academic statistics; attendance figures; player training charts; season and game player statistics; recruitment records; special teams statistics; rankings; awards information; NAIA and NCAA game statistics; media releases; all-conference nominations; spring and fall camp depth charts; numerical rosters; media guides; narrative reports on games and scrimmages; final team statistics for each game; NAIA and NCAA official scoring summaries; play-by-play written reports; and related documentation and correspondence.

Record Copy: Institutional Archives; Sports Information

Retention: Permanent

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