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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

J1 Accident and Injuries Records

Explanation: This series documents claims made by institution employees to the SAIF (State Accident Insurance Fund) Corporation for occupational injuries, accidents, or illnesses; insurance coverage and related reimbursement issues; and safety analysis and compliance inspections. This record series does not include accidents or incidents, which involve hazardous substance or radiation exposure. This series may include but is not limited to: report of accident forms; SAIF Worker's and Employer's Report of Occupational Injury or Disease form (463.801); Occupational Safety and Health Administration (OSHA) Form 200; OSHA Form 101; incident logs; employer payroll reports; hearing transcripts; notices of claim disposition; determination orders; opinions and orders; appeal letters; claim adjustment documentation; medical reports; cost statements; and related documentation and correspondence.

Record Copy: Human Resources; Safety and Risk Management

Retention: 3 years after final disposition of claim

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

Background Information:


J2 Arrest Records

Explanation: This series document the date and time of arrest, arrestees name, address and personal information, location of arrest, and for what they are arrested.

Record Copy: Safety and Risk Management, Security

Retention: 25 years or expiration of statute of limitations for capital or specific felony offenses

Citation or Reference:

Background Information:


J3 Incident/Offense Reports

Explanation: This series documents incidents/offenses that occur on the university campus and surrounding streets that violate university and/or local laws and regulations. These records contain the case number, type of report, date, time, complainant or victim, address and details of report.

Record Copy: Safety and Risk Management, Security, Facilities

Retention: 3 years

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

Background Information:


J4 Acknowledgment of Safety Rules Records

Explanation: This series documents that a new institutional employee has been provided copies of safety rules and has discussed applicable safety rules with the supervisor. This series includes but is not limited to acknowledgment forms.

Record Copy: Environmental Health & Safety; Safety and Risk Management

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-26

Background Information:


J5 Vehicle Emergency Assistance Records

Explanation: This series documents vehicle assistance and a waiver of responsibility in the event that a police officer is asked to render assistance to faculty, staff, and students with a broken down vehicle (flat tire, dead battery, and engine trouble) or who have locked their keys in a car.

Record Copy: Safety, Security

Retention: 3 years

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

Background Information:


J6 Annual Vehicle Inspection Records

Explanation: This series documents the safety of institutionally owned automobiles, vans, trucks, and other motorized vehicles. This series includes but is not limited to: annual motor vehicle inspection reports and related forms; documentation; and correspondence.

Record Copy: Transportation Services

Retention: 3 years after the vehicle is disposed.

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

Background Information:


J7 Dispatch Records

Explanation: This series documents the dispatch of a campus police officer to investigate a disturbance, or possible crime on the institutions campus.

Record Copy: Safety, Security

Retention: 3 years, or until case is adjudicated, whichever is longer.

Citation or Reference:

Background Information:


J8 Asbestos Records

Explanation: This series documents a building by building survey and plan to correct asbestos material hazards. This series may include but is not limited to: surveys; monitoring tests and reports; data forms; building plans; correction checklists; removal job records; and related documentation and correspondence.

Record Copy: Environmental Health & Safety and Risk Management

Retention: 30 years after separation for records documenting persons contacting or removing asbestos;

Citation or Reference: 29 CFR 1910.1001; 29 CFR 1910.1020(d)

Background Information:


J9 Carcinogenic Compound Inventory Records

Explanation: This series documents inventory and stock of Class B and C carcinogenic compounds. This series contains but is not limited to: project and departmental lists of chemical inventories; lists of persons involved in the research project; and related forms, documentation, and correspondence.

Record Copy: Units, Safety and Risk Management

Retention: 30 years after separation for records documenting persons using or contacting compounds;

Citation or Reference: 29 CFR 1910.1020(d)

Background Information:


J10 Carcinogenic Compounds Research Use Records

Explanation: This series documents the use of hazardous carcinogenic compounds by institutional researchers. This series may contain but is not limited to: research protocols; applications for use of Class B & C chemical carcinogens; chemical carcinogen animal care requirement forms; lists of personnel involved in laboratory contact with chemical carcinogens; list of carcinogenic compounds to be used in the specific research project; and related documentation and correspondence.

Record Copy: Environmental Health & Safety and Risk Management

Retention: 30 years after employee or researcher separation.

Citation or Reference: 29 CFR 1910.1020(d)

Background Information:


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