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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

E21 Student Athletes Dining Rosters

Explanation: This series documents the meals consumed by student athletes as part of the training table. This series may include but is not limited to: rosters with the names of athletes partaking of meals and absent from meals; menus; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 2 years

Citation or Reference:

Background Information:


E22 Student Athletes Medical Records

Explanation: This series documents the medical history of each athlete before and during his/her attendance at the institution. This series may include but is not limited to: annual health appraisals; authorization to release information forms; treatment consent forms; assumption of risk forms; accident reports; X-rays and X-ray reports; prescription records; off campus treatment source records; insurance questionnaires; psychological counseling records; and related documentation and correspondence. Records may be exempt from public disclosure.

Record Copy: Intercollegiate Athletics

Retention: 3 years after student is last enrolled

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

Background Information:


E23 Athletic Fundraising and Event Records

Explanation: This series documents the fundraising activities of athletic support groups and committees. This series may include but is not limited to: posters, banners, and other fundraising and marketing materials.

Record Copy: Institutional Archives; Intercollegiate Athletics

Retention: Posters and banners: Permanent. Financial Records: 7 years. Marketing records: 5 years. License plates: Retain one sample as Permanent.

Citation or Reference:

Background Information:


E24 Game Day Totals

Explanation: This series documents the total ticket sales and concessions for each sporting event.

Record Copy: Intercollegiate Athletics

Retention: 3 years

Citation or Reference:

Background Information:


E25 Official Visitor Records

Explanation: This series documents the application for and issuance of official visitors passes to sporting events.

Record Copy: Intercollegiate Athletics

Retention: 3 years

Citation or Reference:

Background Information:


E26 Game Tickets and Ticket Orders

Explanation: This series documents the sale and purchase of season passes and game day tickets. Records include but are not limited to: extra game tickets, ticket orders, season pass order forms, and ticket stubs.

Record Copy: Intercollegiate Athletics

Retention: 3 years

Citation or Reference:

Background Information:


E27 Photographs and Films

Explanation: This series includes photographs and films taken during games, tournaments, and practice sessions. Individual athletes and action shots are included.

Record Copy: Institutional Archives; Intercollegiate Athletics

Retention: Permanent

Citation or Reference:

Background Information: