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

G21 Employment Eligibility Verification Forms

Explanation: This series documents information used to establish the identity and to verify the employment eligibility of employees to preclude the unlawful hiring of persons not authorized to work in the United States. Records include completed I-9 forms and copies of documents that establish the identity and the employment eligibility of the employee.

Record Copy: Human Resources

Retention: 3 years after date of hire or 1 year after separation, whatever is longer

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

Background Information:


G22 Employment Policies and Procedures Records

Explanation: This series documents employment policies and procedures administered by institution personnel offices. Records may include but are not limited to: information on academic year appointments; employment of disabled persons; family employment program; interviewing; job sharing; nepotism; overseas employment; student employment; temporary appointments; transfers; and related documentation and correspondence.

Record Copy: Institutional Archive; Human Resources

Retention: Permanent

Citation or Reference: Refer A33

Background Information:


G23 Executive Evaluations Administration Records

Explanation: Series documents the administration of routine performance evaluations of individual college and university presidents, vice presidents and deans. Records may include: appointment schedules; letters of follow-up and thank you; press releases and announcements; hotel and travel arrangements; and related correspondence.

Record Copy: President's Office

Retention: 3 years

Citation or Reference:

Background Information:


G24 Family and Medical Leave Case Files

Explanation: This series documents requests for leave and granted leaves by employees under provisions of the Federal Family and Medical Leave Act and the Oregon Family Medical Leave Act. Records may include but are not limited to: employee leave request forms; notices to employees of leaves granted or rejected; Certification of Health Care Providers for the employee or a family member; employee backup information and leave history records; employee time records; Continuation of Health and Dental Insurance Benefits Memorandum; and related documentation and correspondence.

Record Copy: Human Resources

Retention: 3 years after employee separation

Citation or Reference: 29 C.F.R. 825

Background Information:


G25 Graduate Assistantship Applications Records

Explanation: This series documents applications of graduate students for Graduate Teaching Assistantships and Graduate Research Assistantships in academic programs. Records include: applications developed by individual units; resumes and vitae; and related documentation and correspondence.

Record Copy: Units

Retention: 5 years after application or termination of employment, whichever is longer for successful applicants; 3 years for denied applicants

Citation or Reference:

Background Information:


G26 H-1 Visa Scholars Records

Explanation: This series documents the temporary employment of internationals by the institution and is used to monitor compliance with Immigration and Naturalization Service regulations. Records may include but are not limited to: Petition for a Non-immigrant Worker (Form I-797); Labor Conditions Applications for H-1B Non-immigrant; Prevailing Wage Information Request; Application to Immigrant and Naturalization Service (INS); documentation of requests for visa extensions; details of work assignments; and related documentation and correspondence including the letter of support.

Record Copy: International Education

Retention: 6 years after expiration of visa and extensions granted

Citation or Reference:

Background Information:


G27 Immigrant Visa Scholars Records

Explanation: This series documents the application and approval of international scholars for permanent immigrant status. Records may include but are not limited to: Applications for Alien Employment Certifications issued by the Department of Labor, Employment and Training Administration; advertisements for positions; curriculum vitae; transcripts; letters of recommendation; notes on all applicants for positions demonstrating that a petitioner was the best qualified for an advertised position; forms indicating the institution's efforts to employ comparably qualified U.S. citizens (ETA750); interviewers' notes and memoranda; and related correspondence.

Record Copy: International Education

Retention: 10 years following approval of permanent resident status

Citation or Reference:

Background Information:


G28 J-1 Visa Scholars Records

Explanation: This series documents the short-term appointment of non-immigrant international scholars as visiting faculty, specialists, researchers and trainees. Records may include but are not limited to: United States Information Service Certificates of Eligibility for Exchange Visitors Forms (IAP-66); descriptions of work to be performed; methods of financial support; copies of passports; check-in forms with personal data such as addresses, telephone numbers, and information concerning dependents; related correspondence, most often concerning eligibility of spouses and children to accompany or join the scholar; log sheets noting the nature of telephone calls concerning each scholar's status; and related documentation.

Record Copy: International Education

Retention: 3 years after visa expiration

Citation or Reference: 22 C.F.R. 514

Background Information:


G29 Layoff Administration Records

Explanation: This series documents policies and procedures administered by institution personnel offices with regard to layoffs. Records may include but are not limited to: position eliminations information; employee assistance information; layoff lists; management service layoff policy; news publications; salary funding requests; vacancy lists; and related documentation and correspondence.

Record Copy: Human Resources

Retention: 7 years

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

Background Information:


G30 Merit Increase and Trial Service Performance Appraisal Lists

Explanation: This series documents classified employees who are expected to receive merit pay increases or successfully complete their six-month trial service period. The lists, organized by academic department or administrative office, include: employee's name; class; social security number; position number; employee status and type; FTE; pay rate qualifier; current step and pay rate; new pay rate and step (merit increase only); and trial service completion date (trial service only).

Record Copy: Human Resources

Retention: 6 months

Citation or Reference:

Background Information:


Return to Top