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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

H11 Ordering Records

Explanation: This series documents continuing requests for publications produced by an office. This series may include but is not limited to: standing order cards or lists indicating the name and address of the requestor; book titles; transaction date; invoice number; and related documentation and correspondence.

Record Copy: Units

Retention: Until request becomes inactive

Citation or Reference:

Background Information:


H12 Photographs

Explanation: This series provides photographic documentation of institution activities, events, students, faculty, and staff with significant relevance to either the institution's or individual unit's function and/or mission. It may be used for student recruitment and orientation, fund-raising, publicity, publications, research, or teaching. This series includes fully identified photographs imprint, negative, slide formats, and digital photographs. Refer to H-6 and H-7

Record Copy: Institutional Archives; Creating Units

Retention: Permanent

Citation or Reference:

Background Information:


H13 Publications Inventory Records

Explanation: This series is used as a reference for publications in stock in an office. This series may include but is not limited to cards and lists. The information may include but is not limited to: publication title; date of publication; and retail cost.

Record Copy: Units

Retention: 4 years after superseded.

Citation or Reference:

Background Information:


H14 Publications Records

Explanation: This series includes publications produced by individual institution offices. It may be used to document the activities of the office, for educational purposes and/or for informational purposes. Series also includes records of specifications used in setting up publications for printing by the institution_s publications office. Types of publications may include but are not limited to: catalogs; books; magazines; newsletters; handbooks; yearbooks; directories; brochures; pamphlets; media guides; guidebooks; proceedings; programs; and flyers. Series may include but is not limited to: specifications, costs of productions, art work, samples, working papers; mock-ups; drafts, final publications, and related documentation and correspondence.

Record Copy: Institutional Archives; Creating units; University Publications

Retention: Permanent for final publications; 5 years for all other records

Citation or Reference:

Background Information:


H15 Sample Publications and Job Specification Records

Explanation: Sample Publications and Job Specification Records (Removed or Merged)

Record Copy:

Retention:

Citation or Reference:

Background Information:


H16 Scholarship Reports

Explanation: This series is used as a historical reference on the recipients of scholarships in colleges or departments. These records may include: information regarding the names of recipients; when they received the scholarships; names of scholarships; dollar value of scholarships; years recipients entered and graduated; criteria for selection of recipients; and related correspondence and documentation.

Record Copy: Institutional Archives; Colleges, Units

Retention: Permanent.

Citation or Reference:

Background Information:


H17 Unit/Institution/Organization History Records

Explanation: This series provides a record of the historical development of the institution; units within the institution; and organizations associated with the institution, such as honor societies, fraternities and sororities, and student/faculty/staff clubs. This series may include but is not limited to: newspaper clippings; photographs; published and unpublished historical sketches; publications; statistics; ephemera; and related documentation and correspondence.

Record Copy: Institutional Archives; Colleges, Units

Retention: Permanent

Citation or Reference:

Background Information: