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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

K71 Supplemental Grade Report Records

Explanation: This series documents grade changes submitted by instructors through the academic departments to the Registrar. Records may include but are not limited to: supplemental grade reports (SGR's); removal of I and E forms; and related documentation and correspondence

Record Copy: Registrar

Retention: 5 years after record creation

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

Background Information:


K72 Theses and Dissertations Records

Explanation: This series documents the completion and academic acceptance of graduate theses and dissertations presented to colleges in fulfillment of requirements for graduate degrees. This series includes final and accepted copies of theses and dissertations.

Record Copy: University Libraries

Retention: Permanent Institutional Archive

Citation or Reference:

Background Information:


K73 Transcript Hold or Encumbering Authorization Forms

Explanation: This series documents holds on transcripts and academic reporting information placed by the institution for a number of reasons. This series consists of forms authorizing the holding of academic records and information until the subject of the academic record takes a specific action.

Record Copy: Registrar

Retention: Until release of the hold authorization, Electronic Disposal

Citation or Reference:

Background Information:


K74 Transcript Request Forms

Explanation: This series provides a record of students' requests for transcripts to be sent to other institutions. Information on the individual form includes: student's present name and other name(s) under which the student attended; social security number; vault number (used in locating the transcript in the Student Record series); home address; phone number; student signature; number of copies of transcript requested; fee status; whether official or unofficial transcripts are desired; date of request; and destination(s) of transcript(s).

Record Copy: Registrar

Retention: 6 months for requests of official transcripts; 1 month for requests of unofficial transcripts

Citation or Reference:

Background Information:


K75 Undergraduate Degree Audit and Application for Graduation Records

Explanation: This series documents student completion of degree requirements. Records may include but are not limited to: work sheets; transcripts; and transfer course evaluations. The series may also include official graduation audit forms that list students' names; colleges; majors; degrees; minors; the course loads taken by the applicants for previous three terms; the breakdown of institutional undergraduate degree requirements (as opposed to school, major, or certificate program graduation requirements) and how the applicants have fulfilled them; grade point averages; and deans' recommendations/comments and signatures.

Record Copy: Registrar

Retention: 5 years after last enrollment

Citation or Reference:

Background Information:


K76 Veterans Records

Explanation: This series documents the entitlement status and enrollment of veterans in the institution. Records include but are not limited to: Oregon State Veterans Affairs form 1006M that certifies Oregon resident veterans educational benefits entitlements; individual veteran student records that certify to the U.S. Department of Veterans Affairs that the student is eligible for educational benefits, is currently enrolled at the institution in a qualifying curriculum, and is maintaining standards required to receive entitlements; veterans attendance reports; and related forms, documentation and correspondence.

Record Copy: Registrar

Retention: 3 years following termination of enrollment period

Citation or Reference:

Background Information:


K77 College Department Student Files

Explanation: This file contains the following documents related to the college's process of graduation certification. Included are; checklist for graduation, grade reports, student academic records, official change of grade forms, miscellaneous arts & sciences administrative notifications, official request forms for permission to change colleges within the university system, letters of reference. etc.

Record Copy: College

Retention: 5years after graduation or date of last enrollment

Citation or Reference:

Background Information:


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