not mobile

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

F1 Appraisal Records

Explanation: This series documents monetary value appraisals of institutional artifacts, objects, and collections that have been completed by private parties. This series may include but is not limited to: appraisals and valuations reports; reference materials used by appraisers; and related documentation and correspondence.

Record Copy: Institutional Archives; Collection units

Retention: Permanent

Citation or Reference:

Background Information:


F2 Collection and Artifact Acquisition and Exchange Records

Explanation: This series documents the acquisition, accessioning, use, preservation, storage, transfer and disposition of artifacts and collections at an institution's museum, archives or library special collection, herbarium, or other repository which is used for research purposes. This series may include but is not limited to: a log that lists the date of acquisition, acquisition/accession numbers assigned, brief descriptions of artifacts or collections, and donor names; gift receipt forms or other acquisition records that list detailed descriptions of artifacts, donors' name(s), addresses, telephone numbers, acquisition numbers, and values (if known); cataloging worksheets listing acquisition numbers, identification and provenance of artifacts or collections, description of artifacts, and donor/owner names and addresses; deed of gift listing transfer of legal ownership or custody of artifacts or collections, their descriptions and conditions, declarations as lawful owners of the property, and signatures and dates of transfer; object file cards showing each acquired item arranged by nomenclature; subject file cards showing each acquired item and its arrangement; numerical file cards showing each acquired item arranged in acquisition number sequence; wildlife collecting permits which are the legal documentation for having wildlife carcasses; guns and weapons registration forms which provide the legal authority for the collection unit to possess firearms; condition/conservation records, photographs of objects, and related documentation and correspondence. The series may also include donor correspondence; descriptions of property; inventory lists; incoming loan agreements; background data about the collections and/or persons associated with the collections; receipt of collections documentation; donor agreement forms or instruments of donation; purchasing data; publicity records; foundation equity history reports; declaration of charitable gifts forms; copyright and citation information.

Record Copy: Institutional Archives; Collection units

Retention: Permanent

Citation or Reference:

Background Information:


F3 Circulation Records

Explanation: This series documents the borrowing of circulating library materials by qualified patrons. This series may include but is not limited to: the name and identification of the borrower; the titles of materials borrowed; the due date; overdue and fine payment notations; and related documentation and correspondence.

Record Copy:

Retention: Until the transaction is completed and all material returned and verified

Citation or Reference:

Background Information:


F4 Collection or Artifact Loan Records

Explanation: This series documents artifact and material loans contracted between units of the institution or between the institution and either other institutions or individuals. These records include: signed and legally binding agreements for incoming and outgoing loans between the collection administrators; receipts for loans and return of materials to the legal holder; and related forms, documentation and correspondence.

Record Copy: Collection units

Retention: 7 years after the termination of the loan.

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

Background Information:


F5 Collections Control Records

Explanation: This series documents the maintenance of materials which typically involve accessioning, cataloguing, preserving, and/or referencing. This series may include but is not limited to: accession sheets; archives transmittal lists; accession reports; computer cataloging records; catalogs of holdings; reference guides and finding aids; request for permission to publish or reproduce images forms; collection inquiries; budget and purchasing data; and related documentation and correspondence.

Record Copy: Institutional Archives; Collection units

Retention: Permanent

Citation or Reference:

Background Information:


F6 Courtesy Borrowers Records

Explanation: : Series documents guest borrowers of library materials. Records include applications forms and a database that include a guest borrower's name, address, telephone number, company or institution name, and patron status.

Record Copy: University Libraries

Retention: 3 years for application forms; 6 months after last activity for individual borrower's database record

Citation or Reference:

Background Information:


F7 Deaccession Records

Explanation: This series documents recommendations concerning deaccessioning of specific holdings and action upon those recommendations. This series may include but is not limited to: transfer forms to transfer ownership/custody of materials held within institutional collections to other institutions; deaccessioning documentation which lists the artifacts by acquisition numbers and descriptions, names of persons making deaccession recommendations and dates, reasons for deaccessioning, documentation that legal searches of donor records have been done to establish that the institution is not precluded from deaccessioning and to establish whether the donors are still living, appraised values (including whether these are estimates or have been appraised), signatures of approval for deaccessioning and dates, and dispositions of materials and dates; deaccessioning and weeding listings; reports of deaccessioning; and related documentation and correspondence.

Record Copy: Institutional Archives; Collection units

Retention: Permanent

Citation or Reference:

Background Information:


F8 Exhibit Records

Explanation: This series documents the display and use of artifacts and materials held by the collection units or displays created by the units. This series may include but is not limited to: research materials concerning the cultural environmental setting surrounding the artifacts; bibliographies; lists of artifacts or items considered for inclusion; drafts of exhibit descriptions or scripts; publicity or advertisements for exhibits; artifact labels; photographs of exhibits; exhibit renderings and layout diagrams; exhibit scheduling and transport information; contracts and agreements; evaluation forms; condition forms; exhibit assembly and presentation instructions; and related documentation and correspondence.

Record Copy: Institutional Archives; Collection unit

Retention: Permanent for exhibit descriptions or scripts, exhibit renderings and layout diagrams, photographs of exhibits, lists of artifacts or items considered for inclusion, and publicity or advertisements for the exhibits; 7 years for all other records

Citation or Reference:

Background Information:


F9 Friends Records

Explanation: This series documents the efforts of special interest support groups to establish relationships with community agencies, individuals, businesses, and groups to gain their assistance with the development and coordination of institutional programs. This series may include but is not limited to: establishing documents; bylaws; reports; brochures; newsletters or publications; meeting agendas; minutes; and related documentation and correspondence.

Record Copy: Institutional Archives; Collection unit

Retention: Permanent, if preferred.

Citation or Reference:

Background Information:


F10 Inter-Library Loan (ILL) Records

Explanation: This series documents requests made of the institution for materials from outside sources and also institution requests for materials from other institutions. Documents all lending and borrowing requests received and/or processed by ILL. This series may include but is not limited to: materials request forms; invoices for services provided; and related documentation.

Record Copy: University Libraries, University Archives

Retention: 3 years

Citation or Reference:

Background Information: