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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

G11 Classified Employees Personnel Records

Explanation: This series documents the classified employee's work history at the institution and includes routine evaluative materials and non-evaluative information such as job title, full-time equivalency (FTE) or appointment percentage, dates of employment, salary, employing department, education and employment background. Some documents in this series contain confidential information such as social security number, birth date, and marital status. Records may include but are not limited to: employment applications which may include skill code sheets; resumes; selected memos such as agreement or request for position change, merit increase requests and notices, request for re-employment (letter of hire), resignation letters from employees, and termination letters from employer; commendations; recommendations; reprimands; work plans; forms documenting personnel actions; personnel performance evaluations; pay/budget action forms; leave records; time and attendance records; designation of beneficiary forms; union dues information; resumes; layoff notices; awards; licenses and certificates; college credit information; employee Social Security number disclosure forms; home address/telephone disclosure authorizations, related correspondence, Certifications, Licenses and References. Records may be exempt from public disclosure.

Record Copy: Human Resources

Retention: 7 years for employment applications, agreements or requests for position change, merit increase requests and notices, request for re-employment, resignation letters, employer termination letters, personnel action forms, layoff notices, designation of beneficiary forms, personnel evaluations, and resumes; 7 years for letters of reprimand; 7 years after employee separation for all other records

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

Background Information:


G12 Classified Employment Testing Records

Explanation: This series documents the testing process for classified positions administered by human resources staff. Records may include but are not limited to: test forms completed by qualified applicants; summary lists with scores; testing materials; and related documentation and correspondence.

Record Copy: Human Resources

Retention: 3 years

Citation or Reference: 29 C.F.R. 1607

Background Information:


G13 Classified Rejected Applications

Explanation: This series documents employment application's that were submitted for jobs with the institution and for reasons of incompleteness or inadequate qualifying experience/training are rejected. Records may include but are not limited to institutional employment applications.

Record Copy: Human Resources

Retention: 3 years after position filled or recruitment canceled

Citation or Reference: 29 C.F.R. 1602

Background Information:


G14 Classified Unsolicited Applications

Explanation: This series documents unsolicited requests for consideration for employment possibilities in institution units. Records may include but are not limited to: curriculum vitae and resumes; transcripts; letters of application; and related materials and correspondence.

Record Copy: Units

Retention: 3 months

Citation or Reference:

Background Information:


G15 Continuation of Insurance Benefits (COBRA) Records

Explanation: This series documents the institution's compliance with the Consolidated Omnibus Reconciliation Act of 1986 (COBRA). Records may include: notices given to insurance administrators when employees leave the institution; information includes employee and dependent names and Social Security numbers, insurance package currently carried, dates of termination, coverage end date, and dates of notice to the contractor.

Record Copy:

Retention: 3 years

Citation or Reference:

Background Information:


G16 Continuing Education Instructor’s Records

Explanation: This series is used to provide a record of competency of persons applying to teach continuing education courses. Records, which are filed by course with term and instructor name, may include but are not limited to: resumes; curriculum vitae; personnel actions; time sheets; course proposals; request for undergraduate and graduate course and instructor approval forms; tentative course outlines; letters of nomination; letters of appointment and/or rejection; and related documentation and correspondence.

Record Copy: Continuing Higher Education

Retention: 7 years for appointment information; 7 years after separation from Continuing Education faculty for all other records

Citation or Reference:

Background Information:


G17 Cooperative, Fraternity, and Sorority Housing Employees Records

Explanation: This series documents applications received by the institution from individuals who were subsequently hired as head residents, hostesses, housemothers, or cooks at fraternities, sororities, and cooperatives. Each application includes: date of birth; social security number; educational background; prior work experience; interests; and hobbies.

Record Copy: Student Affairs

Retention: 7 years from end of employment

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

Background Information:


G18 Employees Benefits Records

Explanation: This series documents academic, professional and classified employees participation in benefits programs at the institution and contains information such as hire date, employing department, choices of medical and dental coverage, dependent coverage, coverage dates, coverage amounts and premiums. Records may include but are not limited to: Applications for Life Insurance; [Authorizations for Electronic Deposit; Health and Dental Enrollment Forms; Benefits Worksheets for Payroll Corrections; Cancellations of Payroll Deduction Authorizations; Insurance Data Change Forms; Employee Status Sheets; Enrollment Status Sheets; Letters of Approval for Coverage from insurance companies; Notices of Declination of Coverage from insurance companies; Notices of Approval of Group Insurance Coverage; Employee Union Membership Applications; Authorization for Payroll Deductions forms; insurance forms; Tax Deferred Investment information; designation of beneficiary forms; US Savings Bond Payroll Authorizations; and correspondence concerning related matters such as terms of coverage and explanations for changes in coverage. Portions may be exempt from public disclosure.

Record Copy: Human Resources

Retention: 6 years after discontinuation or change of benefits

Citation or Reference:

Background Information:


G19 Employees Training Records

Explanation: This series documents employee participation in training courses or programs for development purposes. Records may include but are not limited to: staff fee requests to take classes; course agendas, descriptions, and syllabi; course outlines and materials; enrollment and attendance records; training requests and authorizations; certificates of completion; and related documentation and correspondence.

Record Copy: Human Resources, Units

Retention: 5 years

Citation or Reference:

Background Information:


G20 Employees Employment Verification Records

Explanation: This series documents the responses to inquiries for evidence of employment from offices within the institution, banks and credit agencies, government agents, businesses, and current and former personnel. Records may include but are not limited to: copies of written requests; release of information authorization forms; telephone request forms; office control documents; statistical summaries; and related documentation and correspondence.

Record Copy: Human Resources, University Archives, Units

Retention: 3 years

Citation or Reference: 8 C.F.R. 274a.2

Background Information:


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