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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

I11 Research Data (Human Subjects)

Explanation: This series documents the routine research activities of research projects. This series may include but is not limited to: detail of tests, client names, procedures performed, test results, evaluations, notebooks; binders; spreadsheets, or any other type of journal format.

Record Copy: Institutional Archives; Principal investigator, Laboratory

Retention: Projects are not of major significance but there are potential long-term affects to human subjects: Retain 70 years after completion of 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:

Background Information:


I12 Research Data (Agricultural)

Explanation: This series documents the results of laboratory testing performed on agricultural products. The reports may include but are not limited to: case numbers; details of tests, genetic trials, disease and pest management testing, test results; evaluations; and related data.

Record Copy: Institutional Archives; Principal investigator, Farm Laboratory

Retention: Projects are not of major significance but have potential long-term environmental effect: Retain 70 years after completion of 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:

Background Information:


I13 Animal Breeding and Management Records

Explanation: This series includes records relating to the care, management and breeding of animals for research and teaching purposes.

Record Copy: Farms

Retention: 3 years

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)

Background Information:


I14 Pay Administration Records

Explanation: Moved to Series: G76, Category: Human Resources

Record Copy:

Retention:

Citation or Reference:

Background Information:


I15 Personnel Activity Report Forms

Explanation: Moved to Series: G77, Category: Human Resources

Record Copy:

Retention:

Citation or Reference:

Background Information:


I16 Scientific Misconduct Records

Explanation: This series is used to provide a record of accusations of misconduct brought forward by or against faculty or students and relating to research projects. These records include: accusation statements; inquiry committee findings; and related correspondence.

Record Copy: Research Office

Retention: 7 years after the expiration of the grant or 1 year after litigation, whichever is longer.

Citation or Reference: O.C.G.A. 9-3-33

Background Information:


I17 Grants and Contracts Accounting Records

Explanation: This series provides a record of the establishment and administration of individually sponsored grant and contract restricted funds accounts, documents compliance with fiscal reporting requirements, and includes billing information for accounts receivable from sponsoring agencies and from departments for gift account fees. Grants may be federal, state, corporate, or private. This series may include but is not limited to: project summaries; grant authorizations; contract documents; project budget change and adjustment forms; invoices; receipts; cashier's receipts; equipment purchase orders; prior approval request forms; account request forms; vendor telephone contact logs; subcontracts; grants and contracts monthly budget summary statements; institution billings balance sheets; reports for grants and contracts that are operating on direct payments; final financial reports; property reports; patent/invention reports; contractor's release report; assignment of refunds and rebates documents; equipment disposition reports; and related documentation and correspondence.

Record Copy: Institutional Archives; Research Accounting; Legal Affairs

Retention: Contracts, patents, and agreements for use of research outcomes: Permanent. All other accounting records: 7 years after final financial report is submitted and the account is closed, unless otherwise specified as longer by the terms of the contract

Citation or Reference: OMB Circular A: 110-.53

Background Information:


I18 Patent and Invention Records

Explanation: Moved to Series: O8, Category: Legal

Record Copy:

Retention:

Citation or Reference:

Background Information:


I19 Bio-Safety/Hazard

Explanation: T.B.A.

Record Copy:

Retention:

Citation or Reference:

Background Information:


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