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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

J11 Chemical Hazardous Material Survey Forms

Explanation: This series is used to document student and employee exposure to hazardous chemicals as per federal regulation. This series includes but is not limited to: chemical hazardous material survey forms which contain dates, employee or student names, chemical name, and comments; and related documentation and information.

Record Copy: Environmental Health & Safety and Risk Management

Retention: 30 years after student or employee separation

Citation or Reference: 29 CFR 1910.1020(d)

Background Information:


J12 Chemical Incident Records

Explanation: This series documents the investigation of hazardous chemical material accidents or incidents including releases. This series may include but is not limited to: incident reports noting locations, names, dates, times, description of incident, personnel involved, remarks, and name of contact; and related documentation and correspondence.

Record Copy: Environmental Health & Safety and Risk Management

Retention: 30 years after student or employee separation

Citation or Reference: 29 CFR 1910.1020(d)

Background Information:


J13 Chemical and Hazardous Waste Disposal Records

Explanation: This series documents the receipt, shipment, and disposal of chemical material or hazardous wastes on campus. This series includes but is not limited to: chemical and waste inspection forms; drum packing sheets; Uniform Hazardous Waste Manifest forms (EPA 8700); Certificates of Disposal from vendors; land disposal notification forms; waste disposal records; and related documentation and correspondence.

Record Copy: Environmental Health & Safety and Risk Management

Retention: 30 years

Citation or Reference:

Background Information:


J14 Emergency Response Plans and Procedures

Explanation: Series documents procedures to be followed in the event of emergency. Records may include: step-by-step procedures; unit and institutional emergency response plans; and related correspondence.

Record Copy: Institutional Archives; Environmental Health & Safety, Security Services, Safety and Risk Management, Units

Retention: Until superseded

Citation or Reference:

Background Information:


J15 Environmental Regulations Records

Explanation: This series documents institutional compliance with environmental laws and guidelines of federal, state, or local governments. These records include communications with the Regional Air Pollution Authority (RAPA) which is under the jurisdiction of the Environmental Protection Agency (EPA) of the federal government and also the state Department of Environmental Quality (DEQ). This series may include but is not limited to: Title V Air Discharge Permits; Air Quality Reports; Waste Water Discharge Permit Applications; Waste Water Discharge Permits; Water Quality Reports; Waste Water Discharge Records; Notices of Violation; Notices of Non-compliance; and related documentation and correspondence.

Record Copy: Facilities Services

Retention: 10 years

Citation or Reference:

Background Information:


J16 Fire Alarm and Drill Records

Explanation: This series documents response to any alarm that is activated on campus. This series may include but is not limited to the following information: when and where the incident occurred; specific response; reset time; and rewind time, if appropriate.

Record Copy: Security Services

Retention: 3 years

Citation or Reference:

Background Information:


J17 Human Materials Authorizations Records

Explanation: This series documents faculty proposals to use human materials in classroom instruction. This series includes but is not limited to: written proposals from classroom instructors; departmental and committee approvals or disapprovals; reports; and related documentation and correspondence.

Record Copy: Environmental Health & Safety

Retention: 10 years

Citation or Reference:

Background Information:


J18 Inspections Records

Explanation: This series documents inspections done by various agencies such as the city building department, health department, or fire department in the course of routine business and is used by the institution to correct and analyze safety problems and to document compliance with regulations. This series may include but is not limited to: inspection sheets which show date of inspection, notation of violations, and suggested corrective measures; reports acknowledging compliance with regulations; authorizing signatures; and related information, documentation and correspondence.

Record Copy: Environmental Health & Safety and Risk Management

Retention: 10 years

Citation or Reference:

Background Information:


J19 Material Safety Data Sheets Records

Explanation: This series documents the institution's inventory of hazardous chemicals; record keeping is mandated by the Hazardous Communications Program of the Occupational Safety and Health Administration (OSHA). This series contains but is not limited to: Material Safety Data Sheets which list chemical name, description, composition, intended use, flash point, transportation, hazards, safe handling, and extinguishing methods; and related documentation.

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

Retention: 30 years

Citation or Reference: 29 CFR 1910.1020(d); 29 CFR 1910.1200(g)

Background Information:


J20 Medical Surveillance Records

Explanation: This series documents the medical history of employees working in positions with exposure to high risk hazardous conditions such as Class B and C carcinogenic compounds, asbestos, lead, or excessive noise. Medical examinations of workers are made at the beginning and termination of institution employment and periodically throughout the career course as well as immediately following an accident or potential exposure incident. This series may include but is not limited to: medical examinations; laboratory test records and results; and related documentation and correspondence.

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

Retention: 30 years after employee separation

Citation or Reference: 29 CFR 1910.1020(d)

Background Information: