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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

J21 Non-Staff Accident and Injuries Records

Explanation: This series documents the reporting and investigation of campus related accidents that result in injury to non-staff and/or their property. 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; complaints; investigation reports; insurance appraisals and estimates; photographs; and related documentation and correspondence.

Record Copy: Contract Administration

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-31, O.C.G.A. 9-3-32

Background Information:


J22 Protective Wear and Device Request Records

Explanation: This series documents the authorization and acquisition of specialized safety devices and clothing for employees working in hazardous situations. This series may include but is not limited to: Safety Shoe Request and Authorization Forms; Prescription Safety Glasses Request and Authorization Forms; and related forms, documentation, and correspondence.

Record Copy: Facilities Services, Safety and Risk Management

Retention: 3 years after disposal of items

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

Background Information:


J23 Radiation Licensing Records

Explanation: This series is used to document the licensing of the institution by federal, state, and local agencies to receive, use, store, dispose of, and ship radioactive materials. These records include federal and state applications and certificates including: State Health Division Radiation Material License forms and amendments; validation certificates showing fees paid for licenses; and related correspondence.

Record Copy: Institutional Archives; Radiation Safety

Retention: Permanent

Citation or Reference:

Background Information:


J24 Radiation Material Handling and Disposal Records

Explanation: This series is used to provide a record of the reception, handling, shipment and/disposal of radioactive material or radioactive hazardous wastes at the institution to comply with federal and state record keeping and reporting requirements. The series also provides the office with a record of past activity. Records may include: waste material pick up requests and tags; Radioactive Waste Drum Inventory forms (RS 102); Uniform Hazardous Waste Manifest forms (EPA 8700-22); Radiation Waste Shipment and Disposal Manifest forms (vendor form); Radiation Material Inventory sheets; Radiation Material Shipment Receipt Record forms (RS-400); Waste Disposal Record cards; disposal site letters of arrival acknowledgment; Sewered Radioactive Material log sheets; and related correspondence.

Record Copy: Institutional Archives, Radiation Safety

Retention: Permanent

Citation or Reference:

Background Information:


J25 Radiation Monitoring and Exposure Records

Explanation: This series provides a record of radiation testing and monitoring of employees, visitors, facilities, and the surrounding environment and is used to comply with federal and state reporting and licensing requirements and insurance carrier reporting requirements. This series includes: dosimeter reports (vendor form); Exposure History forms; Statement of Occupational Radiation Dosage forms; Daily Routine Survey Record forms (in-house form FHRCHPP.24A); Neutron Generator Smear Test Survey forms; Floor Survey forms; Special Survey forms (RCHPP.24D); Radioactive Material Shipment Receipt Survey forms (RCHPP.5A); Procurement for Material forms (form 101); Hood Flow Survey forms; Rotation Rack Filter Survey forms; Solid Waste Discharge and Analysis Sheets; Liquid Discharge Summary Report forms; Gaseous Waste Summary Report forms; and Soil/Water/Vegetation Record Survey forms.

Record Copy: Radiation Safety

Retention: 30 years after employee separation

Citation or Reference: 29 CFR 1910.1020(d)

Background Information:


J26 Radiation Safety Committee Records

Explanation: This series documents the establishment of policy and procedure by the committee. Records include: agendas; minutes; reports; notes; working papers and related correspondence.

Record Copy: Institutional Archives; Radiation Safety and Risk Management

Retention: Permanent

Citation or Reference:

Background Information:


J27 Safety Training Records

Explanation: This series documents employee training and certification such as for equipment operation, hazardous material handling and emergency procedures, driver training, CPR and first aid training, and asbestos awareness training for removal, abatement, or transportation. This series may include but is not limited to: sign off sheets indicating that employees have received training; instruction sheets; informational materials; and related documentation and correspondence.

Record Copy: Units

Retention: 30 years after employee separation

Citation or Reference:

Background Information:


J28 Security Records (Non-School)

Explanation: Series documents reporting of suspicious and criminal incidents at the institution. Records may include: incident reports containing names, dates, case numbers, dollar values, locations, descriptions of incident, and personnel taking report; identification cards created when reports of suspicious behavior are made to the office; warnings records; copies of reports filed by the State Police or other law enforcement agencies; notes; and related documentation. Information may be exempt from public disclosure..

Record Copy: Security Services

Retention: 3 years for copies of reports filed by law enforcement agencies; 5 years for all other records

Citation or Reference: 20 U.S.C. 1092(f)

Background Information:


J29 Student Housing Incident Records

Explanation: This series documents incidents of injury to residence hall occupants, vandalism, and other infractions of housing rules. The series also documents the disposition of such incidents. This series may include but is not limited to: incident report forms usually filed by resident advisors; housing director's written decisions; student appeals of decisions; and related documentation and correspondence. Refer to J-12

Record Copy: Housing & Dining Services; Safety & Security

Retention: 3 years if no claim results;

Citation or Reference:

Background Information:


J30 Vehicle Accident Records

Explanation: This series documents accidents involving vehicles owned by the institution. This series may include but is not limited to: vehicle accident reports; vehicle accident claims; damage or loss of state property reports and related documentation and correspondence. Information may include: vehicle type and identification number; name of party using the vehicle; notation of condition before and after use; and authorizing signatures.

Record Copy: Transportation Services

Retention: 3 years

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

Background Information:


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