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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

M11 Accounts Receivable Records

Explanation: This series is used by departments and offices to provide a record of billings and collections for the office and units/programs, which report to the office. It is also used to provide a record of customers owing monies and to reconcile the account. Records may include but are not limited to: Account Edit sheets; classified advertisement forms; VISA/MasterCard payment forms; invoices; journal vouchers; receipts; and related documentation and correspondence.

Record Copy: Business Office

Retention: 5 years

Citation or Reference: O.C.G.A. 11-2-725

Background Information: Previously Located in Series: A78, Category: Administration


M12 Accounts Receivable Subsidiary Records

Explanation: This series provides a history of charges and payments recorded for each customer on the Banner Student Information System or other student information systems. Records consist of customer lists sorted by account number with charges and payments recorded for each customer in chronological sequence.

Record Copy: Business Office

Retention: 7 years

Citation or Reference: O.C.G.A. 9-3-24

Background Information: Previously Located in Series: A79, Category: Administration


M13 Accounts Receivable Write-off Records

Explanation: This series documents debts of Accounts Receivables written off with the approval of the Secretary of State. Records include: accounts receivable invoices; write-off worksheets; and Assignment of Uncollectible Debt letters.

Record Copy: Business Office

Retention: 5 years

Citation or Reference:

Background Information: Previously Located in Series: A80, Category: Administration


M14 Canceled Checks

Explanation: This series documents redeemed checks written on university accounts. Information on each check may include check number, date, amount, endorsement, account number, validation data, and related documentation.

Record Copy: Business Office

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-25

Background Information: Previously Located in Series: A81, Category: Administration


M15 Check Stubs

Explanation: Series documents the issuance of checks for payment in exchange for goods and services including payroll. Records include check stubs.

Record Copy: Business Office

Retention: 7 years

Citation or Reference: O.C.G.A. 9-3-24

Background Information: Previously Located in Series: A83, Category: Administration


M16 Collection Records

Explanation: This series documents the office's efforts to collect unpaid accounts. Records include: collection letters; notices; letters of transmittal; and bankruptcy records.

Record Copy: Business Office

Retention: 5 years after account is paid in full or deemed uncollectible

Citation or Reference: O.C.G.A. 9-3-25

Background Information: Previously Located in Series: A84, Category: Administration


M17 Credit Card Administration Records

Explanation: Series documents administration of credit cards and P-Cards issued to institutional staff and units. Records may include: applications; master monthly billing statements; individual card holders' statements; billing summaries; printouts including vendor analysis by code; number of charges and stores; use summaries; related correspondence.

Record Copy: Units

Retention: 7 years

Citation or Reference: O.C.G.A. 9-3-24

Background Information: Previously Located in Series: A85, Category: Administration


M18 Moving Expenses Records

Explanation: This series documents new employees' moving and travel expenses paid by the institution. Records may include but are not limited to: requests for approval-travel and moving reimbursement of new employee forms; purchase orders; travel reimbursement requests; vendor invoices; and receipts.

Record Copy: Business Office - Travel

Retention: 5 years

Citation or Reference:

Background Information: Previously Located in Series: A86, Category: Administration


M19 Refund/Disbursements Request Records

Explanation: This series documents requests and disbursements made for overpayment and refunds. Records include: accounting data for refunds from parking violation fines paid and successfully appealed; tuition and fee refunds when courses are dropped; refunds for event tickets, loan overpayments, change-of-residence, and canceled courses; a log of refunds and requests to the state treasurer for checks to be issued.

Record Copy: Business Office

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-25; 11-2-725

Background Information: Previously Located in Series: A87, Category: Administration


M20 Registration Fee Records

Explanation: This series documents the payment of registration fees, which are considered travel expenses. Records may include but are not limited to: completed registration forms; journal vouchers; invoices; purchase orders; and wire transfer forms.

Record Copy: Business Office _ Travel

Retention: 4 years

Citation or Reference:

Background Information: Previously Located in Series: A88, Category: Administration


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