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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

F11 Patron and Visitor Records

Explanation: This series documents the public tours or individual visits to the collection or research facility. The series may include but is not limited to: weekly visitor statistics; sign-in sheets; patron logs; and guest books.

Record Copy: Collection units

Retention: 3 years

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

Background Information:


F12 Records Management Records

Explanation: This series document the retention and disposition of records created by the institution's offices and the production of institutional records retention and disposition schedule approved and authorized by the State Archivist. This series may include but is not limited to: records destruction authorizations; records inventory worksheets; special records disposition schedules; records transmittal lists; guides to microfilmed records; and related documentation and correspondence.

Record Copy: University Archives

Retention: Permanent; 5 years.

Citation or Reference: Permanent for records destruction authorizations, records transmittal lists, and guides to microfilmed records; 5 years for all other records

Background Information:


F13 Reference Request Records

Explanation: This series documents scholarly requests for information about or access to items within the institution's collections. This series may include but is not limited to: collection service request forms that show requestors' names, addresses, and telephone numbers; the nature/explanation of the requests; use/purpose of the requests; dates of receipt and completion of requests; staff member handling the requests; amount of time spent on handling the requests; disposition of the requests; and related documentation and correspondence.

Record Copy: Collection units

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-26

Background Information:


F14 Serials Records

Explanation: This series documents the receipt and payment history for serials purchased by the libraries. This series may include but is not limited to: periodical check-in cards; shelf list cards; payment cards; serials data input work form sheets; data base reports; item records; and related documentation.

Record Copy: University Libraries

Retention: Until input and verified for shelf list cards; until superseded by permanent cataloging record for check-in cards; 5 years for all other records

Citation or Reference:

Background Information:


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