Records Retention Schedules
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
L1 Student Housing Contracts Appeals Records
Explanation: This series provides a record of the disposition of appeals made by residents who have been assessed the standard penalties for failing to follow the terms of their housing/food service contracts. These records consist of: students' appeals stating their reasons for seeking modification of contract terms; decisions from the director of housing, including instructions for further appeal if students have additional relevant information and desire to proceed; and related documentation and correspondence.
Record Copy: Housing & Dining Services, Resident Life, and Student Services
Retention: 7 years after expiration of contract.
Citation or Reference: O.C.G.A. 9-3-24
Background Information:
L2 Student Housing Contracts Records
Explanation: This series provides a record of occupancy in all institution-administered housing -- residence halls, family housing, and cooperative housing. This series may include but is not limited to: residence hall/cooperative house/student family housing applications and contracts; proof of admission records; and related documentation and correspondence.
Record Copy: Housing & Dining Services, Resident Life, and Student Services
Retention: 7 years after expiration of contract.
Citation or Reference: O.C.G.A. 9-3-24
Background Information:
L3 Resident Assistant Applications
Explanation:
Record Copy:
Retention:
Citation or Reference:
Background Information: Moved to Series: G78, Category: Human Resources
L4 Greek Life Records
Explanation: This series documents all authorized sororities and fraternities associated with a university. This series may include but is not limited to organization charters and by-laws, housing information, and Rush materials. Refer to Series H-17
Record Copy: Institutional Archives; Housing & Dining Services, Resident Life, Student Services
Retention: Organization charters and bylaws: Permanent; all other materials: 10 years
Citation or Reference:
Background Information:
Leases Leases and Rental Agreements
Explanation: This series documents agreements made by an agency for the transfer of the right to possession and use (but not sale) of goods or property for a specified term. Series includes copies of lease agreements and amendments or addenda. Leases are typically for office space, equipment, real estate, or facilities.
Record Copy: Contract Administration
Retention: 7 years after expiration
Citation or Reference: O.C.G.A. 9-3-24
Background Information: Previously Located in Series A114: Category: Administration. Also reference A114 and O11.