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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

H1 Alumni Records

Explanation: This series documents the activities of an institution or department's alumni and may also provide alumni offices with information on alumni. Records may be used: to create a network of support from alumni, primarily through organized alumni groups; to track alumni; to monitor their achievements, activities, and recognitions; to create statistics; to reply to information requests; and to provide information on the accomplishments of previous students. This series may include but is not limited to: memberships lists with names, addresses, employer names and addresses, and positions; minutes, by-laws and directories of clubs in many communities and several major cities throughout the United States; promotional materials concerning annual gatherings; homecoming plans and programs; data cards and files for individual alumni; degree recipient lists; outstanding alumni lists; student leader lists; class officer lists; foreign student rosters; international alumni club records; and notes, memoranda, and related correspondence concerning general alumni affairs.

Record Copy: Institutional Archives; Alumni Relations

Retention: Permanent

Citation or Reference:

Background Information:


H2 Alumni Association Board Records

Explanation: This series documents the activities of the alumni association board of directors. The board is responsible for promoting the interests and ideals of the institution; stimulating and encouraging school pride in students, graduates, and former students; and developing a sense of responsibility for continued progress in educational programs for the institution. This series may include but is not limited to: agendas; minutes; reports; notes; working papers; and related documentation and correspondence.

Record Copy:

Retention: Permanent, for agendas, minutes, reports, and policy/historical correspondence; 5 years for all other records

Citation or Reference:

Background Information:


H3 Alumni Association Services Program Records

Explanation: This series documents the implementation of programs administered by the office such as those relating to marketing products, credit cards; insurance, and football tickets. This series may include but is not limited to: agreements; dues information; postal information; and related documentation and correspondence.

Record Copy: Alumni Relations

Retention: 7 years

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

Background Information:


H4 Alumni Mailing List Records

Explanation: This series provides a record of the whereabouts of alumni for information request and mailing purposes. This series includes mailing lists and related documentation and correspondence.

Record Copy:

Retention: Until superseded

Citation or Reference:

Background Information:


H5 Biographical Records

Explanation: This series contains biographical data for institutional faculty and staff. The records are used for public information releases and reference by the institutional staff to provide responses to inquiries. This series may include but is not limited to: biographical sketches developed by the office of employment, the individuals concerned, or other sources; vitae; photographs; personal history data sheets; newspaper clippings; retirement notices; funeral programs; and obituaries.

Record Copy: Institutional Archives; Creating units

Retention: 3 years after separation from institution. Special Instructions: Contact Institutional Archives before disposing of any records.

Citation or Reference:

Background Information:


H6 Class Gift Records

Explanation: This series provides a record of gifts given to the institution by senior classes. This series may include but is not limited to: gift lists; gift histories; a record of gift placement arrangements; and related documentation and correspondence.

Record Copy: Institutional Archives; Alumni Relations

Retention: Permanent

Citation or Reference:

Background Information:


H7 Films, Videotapes, and Sound Recordings

Explanation: This series provides visual and/or aural documentation of institutional activities and events including intercollegiate athletics, students, faculty, and staff with significant relevance to both the institution_s or individual unit_s function and mission. These productions may have been created for recruitment and orientation, fund-raising, publicity, research, or teaching. This series may include but is not limited to: digital audio-video recordings; identified and labeled videotapes; motion picture films; phonographic recordings (16, 33, 45, and 78 RPM formats); audio tapes (all formats); compact audio discs; and transcriptions when available. NOTE: Contingencies should be made for transferring information to a more stable medium.

Record Copy: Institutional Archives; Creating units

Retention: Permanent

Citation or Reference:

Background Information:


H8 Fund-Raising Records

Explanation: This series documents institutional efforts to raise funds to support program functions and facilities. This series may include but is not limited to: requests for fund-raising; individual benefactors and prospective donors files; public relations records; event planning and arrangement records; gift history reports; background on previous donations; pledges; and related documentation and correspondence.

Record Copy: Development Office, Units

Retention: 7 years

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

Background Information:


H9 Hometown Information Records

Explanation: Hometown Information Records (Removed or Merged)

Record Copy:

Retention:

Citation or Reference:

Background Information:


H10 News Release Records

Explanation: This series documents newsworthy events of the institution. This series may include but is not limited to news releases issued by institution news and communications units arranged by topic and/or date of issue; and brief descriptions of scholarship award offered by institution. The news releases may contain but are not limited to: the source of the information; title; byline; activity location and dates; and specified time of release.

Record Copy: Institutional Archives; Creating Units

Retention: Permanent for releases pertaining to significant events and policy matters; 10 years for routine releases

Citation or Reference:

Background Information:


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