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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

I1 Trademarks Licensing Records

Explanation: Moved to Series: 10, Category: Legal

Record Copy:

Retention:

Citation or Reference:

Background Information:


I2 Research Grant Proposal Development Records

Explanation: This series includes the administrative activities involved in the formulation and deliberations leading to application for funding and approval or commencement of research. Examples of records include: correspondence and working papers.

Record Copy: Research Office

Retention: Retain until no longer required for reference or administrative use.

Citation or Reference:

Background Information:


I3 Research Grant Records

Explanation: These records relate to funded research grant proposals, and research activity associated with grant-funded projects. Examples of records include: supporting statistics, demographic data, draft proposals, suggested revisions, final proposals, forms, protocols, applications, research/activity reports, progress reports, summary reports, and related documentation and correspondence.

Record Copy: Institutional Archives, Research Office

Retention: Permanent for final research report; all other records 7 years after closing of the grant.

Citation or Reference: 9 CFR 2.35; 45 CFR 46.115(b); NIH Guidelines; OMB Circular A: 110-.53

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I4 Unfunded Research Grant Proposal Applications Records

Explanation: This series documents grant proposals developed by institutional units which have not been funded. This series may include but is not limited to: supporting statistics; demographic data; draft proposals; suggested revisions; final proposals; and related documentation and correspondence.

Record Copy: Research Office

Retention: Retain 2 year after submission

Citation or Reference:

Background Information:


I5 Institutional Review Board (IRB) Records-Human Subjects

Explanation: This series documents the review of research proposals that involve any type of use of human subjects. Records may include: applications for approval by the review board; Protection of Human Subjects forms (OMB-0531-0009); Protection of Human Subject C Assurance/ Certification/Declaration forms (OMB-0925-0637); descriptions of protocol; signed consent forms; sample questionnaires or surveys; copies of grant proposals; review summaries; and minutes of IRB meetings. Cross Reference: I-11

Record Copy: Institutional Archives; IRB Secretary/Research Office

Retention: Minutes: 5 years. Records relating to research: Retain 3 years after completion of research. All other records: Retain 3 years

Citation or Reference: 45 CFR 46.115(b)

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I6 Institutional Biosafety Committee Records (RDNA Research)

Explanation: This series includes copies of all research proposals reviewed by the Biosafety Committee, scientific evaluations that accompany the proposals, correspondence, approved sample consent documents, statements of findings, progress reports, reports of injuries to subjects, and meeting minutes.

Record Copy: Biosafety Committee Secretary/Research Office

Retention: Minutes: 5 years. Records relating to research: Retain 3 years after completion of research. All other records: Retain 3 years..

Citation or Reference: NIH Guidelines for Research Involving DNA Molecules

Background Information:


I7 Institutional Animal Care and Use Committee (IACUC) Records

Explanation: This series includes meeting minutes, records of attendance, actions of the committee, requests for approval to use animals in research project made by the principal investigators, subsequent actions on the requests, and semiannual reports.

Record Copy: Committee Secretary/Research Office

Retention: Minutes: 5 years. All other records: Retain 3 years after completion of research.

Citation or Reference: 9 CFR 2.35

Background Information:


I8 Institutionally Funded Research Project Review Records

Explanation: This series documents the activities of the institutional councils and boards, which review proposals and make recommendations for awards to faculty (especially new faculty) for research that is not otherwise supported by organized or directed programs but is designed to lead to other funding sources. Examples of projects funded are pilot research, emergency funding, emerging research opportunities, new research field or new research field for investigator, developing research laboratories, and centrally shared research resources. This series may include but is not limited to: applicant case files; agendas; minutes; reports; notes; working papers; funding summaries; award letters; applications for research support; and, final research reports.

Record Copy: Research Office

Retention: Permanent for minutes and final research reports; 5 years for funding summaries and funded applications; 1 year for all other records

Citation or Reference:

Background Information:


I9 Grant Projects Research Reports

Explanation: Grant Projects Research Reports (Removed or Merged)

Record Copy:

Retention:

Citation or Reference:

Background Information:


I10 Research Data (Animal Care and Use)

Explanation: This series documents the care and proposed use of animals by the university for research purposes. Records include: institutional animal care and use forms; research proposal check-off forms; and related correspondence.

Record Copy: Institutional Archives; Principal investigator, Laboratory Animal Resources

Retention: Projects which are not of major significance and where the research does not have potential long term affects: 3 years after completion of research project. Projects of major national or international significance, interest or controversy or where the principal investigator has a widely acknowledged influence on the area of scholarship: Permanent

Citation or Reference: 7 USC 2131 B 2157; 9 CFR 2.35; PHS Policy on Humane Care and Use of Laboratory Animals (D.L. 99-158)

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