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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

G1 Academic and Unclassified Employees Personnel Records

Explanation: This series documents the academic employee's work history at the Institution and includes routine, non-evaluative information such as job title, rank, full-time equivalency (FTE) or appointment percentage, dates of employment, salary, employing department, education and employment background. Some of the documents comprising this series include confidential information such as social security number, birth date, and marital status. Records may include but are not limited to: copies of Affirmative Action Compliance Data Forms; Applications for Admission to Graduate School; Applications and Contracts for Sabbatical Leave; Applications for Academic Employment; Athletic Contracts/Overseas Agreements; Conditions of Employment; Memoranda of Agreement; Notices of Appointment; Overload Compensation Requests; Patent Rights Waivers; Pay/Budget Action Forms; forms documenting personnel actions, including Salary Adjustments and Summer Session Appointments; Proposals for Academic Appointment; Requests for Approval for Outside Employment; resumes or curriculum vitae; Retirement Agreements; Technology Transfer Agreements; Tenure Relinquishment Forms; employee Social Security number disclosure forms; and related documentation and correspondence, such as letters of resignation, memos confirming appointments, applicable references and employee relations.

Record Copy: Human Resources

Retention: 7 years following separation of employee from institution

Citation or Reference: Use of a personnel file closeout form is recommended to record cumulative leave, salary, and rehire eligibility at time of employee separation. Refer to series G 74.

Background Information:


G2 Academic and Unclassified Employees Personnel Records (Supervisor’s Copy)

Explanation: This series documents the academic employee's work history maintained in the office of the dean, director, department head, or vice provost. It includes evaluative materials and non-evaluative information such as job title, rank, full-time equivalency (FTE) or appointment percentage, dates of employment, salary, employing department, education and employment background. Some of the documents comprising this series include confidential information such as social security number, birth date, and marital status. These records may be for full-time, part-time, and/or courtesy academic employees. Records may include but are not limited to: Activity Reports; copies of Affirmative Action Compliance Data Forms; Applications for Admission to Graduate School; applications, contracts, and other records for sabbatical leave; emeritus faculty status letters; Employee Emergency Medical Information Forms; Applications for Academic Employment; Athletic Contracts/Overseas Agreements; Awards; Conditions of Employment Forms; Notices of Appointment; Overload Compensation Requests; Patent Rights Waivers; Pay/Budget Action Forms; Periodic Reviews of Faculty letters and records; forms documenting personnel actions, including Salary Adjustments and Summer Session Appointments; professional development records; Proposals for Academic Appointment; recommendations; reports of conferences attended; Staff Reports of Service to the Institution; Periodic Reviews of Administrators Summaries; reprimands; Requests for Approval for Outside Employment; resumes or curriculum vitae; Retirement Agreements; Sick Leave Accrual Forms; Teaching Evaluations; Student Evaluations of Faculty Summary Reports; Technology Transfer Agreements; Tenure Relinquishment Agreements; Employment Eligibility Verifications (Form I-9); Vacation Leave Report Forms; home address/telephone disclosures; and other relevant documents and correspondence, including commendations, letters from the chair or the dean concerning the nature of the faculty member's appointment and the expectations of the faculty member, letters granting fellowship, letter of position offer, letter of resignation, memoranda of agreement, Notices of Disciplinary Action, Notices of Layoff, unsolicited letters praising teaching or participation in a conference, applicable references and employee relations. Records may be exempt from public disclosure.

Record Copy: Institutional executive offices, Colleges, Units

Retention: 3 years after employee separation

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

Background Information:


G3 Affirmative Action and Equal Opportunity Records

Explanation: Series documents agency or institution compliance with regulations of the U.S. Equal Employment Opportunity Commission including affirmative action. Records may include but are not limited to mission, goal, and policy statements, plans showing how compliance will be accomplished and updates, reports including EEO-6 and Vets 100 Employment Reports and statistics, executive department printouts, Ways and Means reports, AA compliance data sheets, case histories, and related documentation and correspondence.

Record Copy: Institutional Archives; Affirmative Action

Retention: Permanent for narrative reports, policy, mission and goal statements, and EEOC Affirmative Action Plans; 3 years for all other records

Citation or Reference: 29 C.F.R. 1602, 41 C.F.R. 60

Background Information:


G4 Affirmative Action and/or Human Resources Recruitment Review Records

Explanation: This series documents review of all stages of academic hiring by the institution's affirmative action office and/or human resources office. Records may include but are not limited to: position descriptions; Notifications of Academic Position Opening; Affirmative Action Compliance Data sheets; Affirmative Action compliance statements; Applicant Pool and Appointment Reports; utilization reports; payroll-budget requests or action forms; contract requests to offer appointments; certificates of eligible or applicant lists; and related documentation and correspondence.

Record Copy: Affirmative Action, Human Resources

Retention: 3 years

Citation or Reference: 41 C.F.R. 60, 29 C.F.R. 1607

Background Information:


G5 Appointing Authority Administrative Records

Explanation: This series describes the responsibilities of those persons given the authority to appoint personnel to positions [as required by special circumstances]. Records include policy documentation and correspondence.

Record Copy: Human Resources

Retention: Until superseded

Citation or Reference:

Background Information:


G6 Bargaining Unit Records

Explanation: This series documents negotiations and contractual agreements between the institution and the bargaining unit; it is also used for labor relations planning. Records may include but are not limited to: union contracts and amendments; tentative agreements; arbitrator's recommendations; negotiation work notes; strike contingency plans; management counter proposals; negotiation updates; newspaper clippings; press releases; research background material; employee classification printouts; Fair Share records; minutes, sound recordings, exhibits and reports of meetings; and related documentation and correspondence.

Record Copy: Human Resources

Retention: 7 years for final contracts, amendments, and negotiation minutes; 7 years after contract expires for all other records, institutional archives permanent

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

Background Information:


G7 Benefits Policies and Procedures Records

Explanation: This series documents policy and procedure decisions and important events in the operations history of the office and includes contracts and formal documents which state or form the basis for policy or set precedents. Records may include but are not limited to: records concerning the Academic 12-month Pay Option for Payroll; American Football Coaches Retirement Trust; dependent care flexible spending account program records; early retirement programs; employee orientation program; Employee Assistance Program; injured worker benefits; Continuing Benefits to Injured Workers (CBIW) records; insurance continuation coverage known as COBRA (Consolidated Omnibus Budget Reconciliation Act); medical, dental, life/disability insurance program records; open enrollment records; the institution Staff Handbook; Life Insurance; post doctorate fellow insurance program; Public Employee Retirement System (PERS); Retirees; tax deferred investment programs; Teachers Insurance Annuity Association and College Retirement Equities Fund (TIAA/CREF); Union flex program; [US Savings Bonds;] Volunteer Insurance; and related documentation and correspondence.

Record Copy: Human Resources

Retention: 7 years after expiration of program or contract

Citation or Reference: O.C.G.A. 9-3-24, Refer to A33

Background Information:


G8 Certificates of Eligibility

Explanation: This series documents the names of applicants currently eligible for hire for specific classified positions. The list is supplied by the personnel office to departments seeking to fill vacancies. Data elements on this list may include but are not limited to: name; address; telephone number; and rank or exam results. Copies of Employment Applications and Skill Code Sheets may be included with this record series.

Record Copy: Human Resources

Retention: 3 years after end of search if part of recruitment; 1 year if not part of a search

Citation or Reference:

Background Information:


G9 Classified Employees Layoff Records

Explanation: This series documents layoff procedures followed for affected employees. Records may include but are not limited to: employee_s names; position titles; classification numbers; hire dates; layoff dates; seniority status; and related documentation and correspondence.

Record Copy: Human Resources

Retention: 3 years after employee separation

Citation or Reference:

Background Information:


G10 Classified Employees Non-Routine Evaluations

Explanation: This series documents the non-routine evaluation of the classified employee's work performance. Records may include: commendations; recommendations; disciplinary actions; reprimands; explanations or opinions filed in response to critical material; and related correspondence.

Record Copy: Human Resources

Retention: 3 years

Citation or Reference:

Background Information:


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