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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

K11 Month-to-Date Transaction Reports

Explanation: This series documents student loan activity on a monthly basis by transaction type. This series consists of computer output microfiche, which lists students alphabetically by transaction type.

Record Copy: Student Loans

Retention: 2 years

Citation or Reference:

Background Information:


K12 Pell Grant Reports

Explanation: This series consists of copies of summary reports submitted to the Pell Grant Scholarship program on a routine basis. Reports are submitted on OMB 1840-0540 and summarize money awarded, received and disbursed, the balance remaining, and dates.

Record Copy: Financial Aid

Retention: 5 years after audit.

Citation or Reference:

Background Information:


K13 Perkins Loan Program Records

Explanation: Records relate to Perkins Student Loan, National Direct Student Loan, and Nursing Loan; and show each borrower's payment history (showing date and amount of each repayment) and amount of each repayment credited to principal, interest, collection costs, and penalty or late charges. Documentation of each contact with borrower or endorser in collection of overdue loan, including date, nature, result of the contact, and copies of all correspondence, collection agency reports, and litigation records.

Record Copy: Student Loans

Retention: 5 years after the end of the award year for which aid was awarded and disbursed for records relating to the administration of the loan; 5 years after the end of the award year in which the FISAP is submitted for Fiscal Operations Report, Application to Participate and supporting documentation; records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer.

Citation or Reference: 34 C.F.R. 674

Background Information:


K14 Student Loan Cash Input Transaction Lists

Explanation: This series documents the repayment of student loans on a daily basis and is used to apply the loan payments to the individual student accounts. This series includes daily listings of loan payments received.

Record Copy: Student Loans

Retention: 4 years

Citation or Reference:

Background Information:


K15 Student Financial Aid Records

Explanation: Records document student eligibility common to all Federal Title IV Aid Programs. May include, but not limited to: Student Aid Report (SAR) or Institutional Student Information Report (ISIR) used to determine eligibility; documentation of need and eligibility for Title IV funds; Cost of attendance information; documents used to verify applicant data; required student certification statements and supporting documentation; documentation of all professional judgments decisions; financial aid history information for transfer students; documentation of student's satisfactory academic progress; documentation of amount, date, and basis of all refund and repayment calculations for a student (last dates of attendance, grade rosters); and documentation of outside resources.

Record Copy: Financial Aid

Retention: 5 years after the end of the award year in which the student borrower last attended the institution for records relating to a student or parent borrower's eligibility; 5 years after the end of the award year in which the records are submitted for other records relating to the participation in FFEL or Direct Loan Program; 5 years after the end of the award year in which the FISAP is submitted for Fiscal Operations Report, Application to Participate and supporting documentation; records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer.

Citation or Reference: 34 C.F.R. 668, 674, 676, & 682

Background Information:


K16 Student Loan Check Request Lists

Explanation: This series documents loan disbursements made to students. This series consists of quarterly lists of loan checks issued from either the Controllers Division or the institution Business Manager's Revolving Fund.

Record Copy: Student Loans

Retention: 4 years

Citation or Reference:

Background Information:


K17 Student Loan Payment Coupons

Explanation: This series documents payments made by holders of student loans. This series consists of payment coupons which accompany each quarterly or monthly payment made to the student loan office.

Record Copy: Student Loans

Retention: 4 years

Citation or Reference:

Background Information:


K18 Student Promissory Notes

Explanation: This series consists of the promissory notes for student loans negotiated for the current academic year. The notes become part of the borrower_s loan records at the end of the academic year.

Record Copy: Student Loans

Retention: 5 years after repayment

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

Background Information:


K19 Work Study Program Administrative Records

Explanation: Series documents the administration of the Federal Work Study program at the institution. Records include: job descriptions; award letters; pay rate change notices and related correspondence.

Record Copy: Financial Aid

Retention: 5 years

Citation or Reference: 34 C.F.R. 678

Background Information:


K20 Admissions Records for Applicants Who Do Not Enroll (Accepted or Rejected)

Explanation: This series documents the application process for individuals seeking admission to the institution. Records may include but are not limited to: acceptance letters, advanced placement records, applications for admission, entrance exam reports, letters of recommendation, medical records, readmission forms, recruitment materials, test scores, transcripts from other colleges, transcripts from high school, and related correspondence.

Record Copy: Admissions Office

Retention: 1 year after application term

Citation or Reference: Professional Standard of the American Association of Collegiate Registrars and Admissions Officers

Background Information: