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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

E11 Gift-In-Kind Donors Records

Explanation: This series documents donors who are available to provide services to athletic events as donations and the use of donated funds. Information in this series may include: names of donors, names of businesses, type of donations, and level of giving; past gift records; and related documentation and correspondence. The series may also include contribution notices; invoices; purchase orders; and receipts.

Record Copy: Intercollegiate Athletics

Retention: 7 years after discontinuation of donations for donor records; 7 years for fiscal documentation

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

Background Information:


E12 Individual Athletes Records

Explanation: This series documents the athletic history of each athlete who has competed at the institution. Frequently, this series is a continuation of the recruitment file and includes recruitment records if an athlete signs a letter of intent. Records may include and may not be limited to: academic major information including performance reports, admissions verification reports, academic transcripts, and financial aid information; recruitment information documents; media articles; photographs; release of information forms; personal data questionnaires; records of awards; and related documentation and correspondence.

Record Copy: Institutional Archives; Intercollegiate Athletics

Retention: 5 years after separation from the institution for student records containing confidential information; Permanent for all other records

Citation or Reference:

Background Information:


E13 Insurance Records

Explanation: This series documents medical treatment services rendered off campus for practice or playing related injuries or illnesses which are eligible for partial payment by intercollegiate athletic insurance. This series may include but is not limited to: copies of policies; accident reports; annual insurance questionnaires; notes; claim forms; negotiations correspondence; payment of insurance records; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 7 years

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

Background Information:


E14 Play Books

Explanation: This series documents the strategies, practice time and game plays for each game and the season. This series may include but is not limited to: practice plans; game plans; and game results.

Record Copy: Intercollegiate Athletics

Retention: 5 years

Citation or Reference:

Background Information:


E15 Drug Test Records

Explanation: This series is used to provide the athletic director with a record of the positive results of drug testing done on student athletes. These records include: lab reports; interpretations; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 5 years or end of eligibility for positive test records (whichever is later), 2 years for negative test records

Citation or Reference: O.C.G.A. 45-20-13

Background Information:


E16 Practice Schedule Records

Explanation: This series is used to monitor practice time for athletic teams and assist in complying with NCAA, NAIA and conference rules and regulations. This series contains team rosters indicating time spent in: practices; meetings; training and conditioning; and competition.

Record Copy: Intercollegiate Athletics

Retention: 5 years

Citation or Reference:

Background Information:


E17 Recruiting Records

Explanation: This series documents the recruitment of athletes into the institution's intercollegiate athletics program. The series also provides a record of the recruitment process for prospective players created by the institution to comply with NCAA, NAIA and conference rules and regulations. This series may include but is not limited to: the institution's football questionnaire forms with personal, scholastic, football, general, and transcript release information; information request cover sheets; grade transcripts; Information for Certification of NCAA Freshman Athletics Eligibility Compliance (with By-Law 5-1-j forms, number 40-c); letters of intent; copies of admissions forms and materials; performance reports; telephone and conversation notes; mailing lists; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 5 years or end of eligibility whichever is longer

Citation or Reference: NCAA, NAIA, or conference requirements

Background Information:


E18 Scheduling Records

Explanation: This series documents competition schedules set up with other institutions by coaches and the athletic director. This series may include but is not limited to: correspondence; phone notes; contracts; final schedules; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics Business Office

Retention: 6 years after expiration of contract

Citation or Reference:

Background Information:


E19 Sports Merchandising Records

Explanation: This series documents the sale of institutional and NCAA or NAIA-licensed merchandise at sporting events. Records may include: sales reports; merchandise comment sheets; and related correspondence.

Record Copy: Intercollegiate Athletics Business Office

Retention: 4 years

Citation or Reference:

Background Information:


E20 Student Athletes Academic Advising Records

Explanation: This series documents academic advising of prospective and current student athletes, provides records of academic progress while students are involved in athletic programs at the institution, and complies with NCAA, NAIA and conference reporting requirements. These records include: letters of intent; renewals of letters of intent; transcripts; grade reports; petitions; academic evaluations; advanced standing reports; advisors' report sheets showing progress towards academic degree; program planning sheets; NCAA Progress Reports; students' requests for release from athletic programs; disciplinary memoranda; and related correspondence.

Record Copy: Intercollegiate Athletics

Retention: 5 years after degree completed or last enrollment

Citation or Reference:

Background Information:


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