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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

M21 Returned Checks Records

Explanation: This series documents attempts to collect monies for non-negotiable (usually non-sufficient funds) checks received for payment to university accounts. Records consist of master lists of checks returned to the University and contain: names; addresses; telephone numbers; banks upon which checks were drawn; reasons for return; and notations of any prior activity.

Record Copy: Business Office

Retention: 5 years

Citation or Reference: O.C.G.A. 11-7-25

Background Information: Previously Located in Series: A89, Category: Administration


M22 Revolving Charge Agreements Records

Explanation: This series documents a student's agreement with the provisions of the accounts receivable revolving account and his/her intent to attend the institution. Records include agreement forms signed by each student.

Record Copy: Business Office

Retention: 3 years after last enrollment

Citation or Reference:

Background Information: Previously Located in Series: A90, Category: Administration


M23 Travel Records

Explanation: This series may be used: to document requests for and approval of travel by employees of the institution or the agency; to monitor travel expenditures; for planning purposes; to document changes in dates of travel, changes in the name of the traveler, changes in itinerary, or changes in funding sources within an out-of-state travel authorization; and to document approval for vehicle rental. Records may include but are not limited to: out-of-state travel authorization forms; travel itineraries; travel advance forms; travel reimbursement requests (employee and non-employee); receipts; approval memos; memos in place of itemized receipt; affidavits of lost receipt memos; authorizing signatures; and related documentation and correspondence.

Record Copy: Business Office ; Units

Retention: 5 years

Citation or Reference:

Background Information: Previously Located in Series: A91, Category: Administration


M24 Annual Budget Records

Explanation: This series documents the annual institutional budget provided for inclusion in its Annual Adopted Operating Budget book. This series includes: operating budget expense by categories and functions report; estimated gifts, grants, contracts and clearing account summary report; student fee income and application of funds report; statewide public service source and application of funds; other reports specified in yearly instructions from the Chancellor's Office; institutional budget preparation instructions; and related documentation and correspondence.

Record Copy: Institutional Archives; Budgets & Planning

Retention: Permanent for Annual Operating Budget document: 7 years all other records

Citation or Reference: O.C.G.A. 45-8-9; O.C.G.A. 9-3-24

Background Information: Previously Located in Series: A92, Category: Administration


M25 Budget Activity Reports

Explanation: This series provides a record of departmental fiscal activity presented in summary form that may be used for budget planning. These records may be used to analyze budget cuts or restructuring of programs. Records may include: working papers; memoranda; final summary reports and spreadsheets; and related documentation and correspondence.

Record Copy: Units

Retention: 10 years for year-end reports; 1 year for all other records

Citation or Reference:

Background Information: Previously Located in Series: A93, Category: Administration


M26 Budget Maintenance Records

Explanation: This series documents the changes made in the initial unit budget as distributed by the institution's budget office at the beginning of the new fiscal year. This series may include but is not limited to: budget change request forms; budget change suspense records; budget change registers; authorization for budget change forms; copies of revised unit initial budgets; fund transfer notices; spread sheets; expenditure and obligation reports; allotment reports; and related documentation and correspondence.

Record Copy: Units

Retention: 6 years

Citation or Reference:

Background Information: Previously Located in Series: A94, Category: Administration


M27 Budget Planning, Projection, and Preparation Records

Explanation: This series is used to develop the initial institutional budget, plan budget requests for and document annual budget allocations to individual units, and record changes in operating budgets of the various financial accounts. Records may include but are not limited to: budget requests; budget status reports; budget change requests, registers and logs; budget detail reports; working papers including spread sheets, expenditure projections, salary and budget worksheets; allotment, capital outlay and equipment need reports; unit budget preparation instructions; and related documentation and correspondence.

Record Copy: Budgets & Planning

Retention: 5 years

Citation or Reference:

Background Information: Previously Located in Series: A95, Category: Administration


M28 Cooperative Federal Program Budget Preparation, Projection and Allocation Records

Explanation: This series is used to develop, estimate, propose, and plan preliminary budget requests for cooperative federal/state programs and reflects the process by which the annual budget allotment is to be distributed to the department and its programs. This series may include but is not limited to: budget expenditure statements; general ledger statements of accounts; salary work sheets; budget exhibits; project detail sheets; budget requests; budget change sheets; federal agency annual reports; federal agency status of fund reports; journal vouchers; reports to monitor FTE budgets; spread sheets; expenditure projection work papers; preliminary section budget proposals; budget development schedules; allotment reports; decision packages; spending plans; compensation plan proposals; contingency/deviation plans; various federal publications; reports; forms; and related documentation and correspondence.

Record Copy: Administering Units

Retention: 5 years

Citation or Reference: O.C.G.A. 9-3-25; OMB Circular A-102, Grants and Cooperative Agreements with State and Local Governments

Background Information: Previously Located in Series: A96, Category: Administration


M29 Self-Sustaining Program Budget Projection and Allocation Records

Explanation: This series is used to as a tool for projecting annual budgets for units, which operate on self-sustaining funds and to determine fees and fee-charging policies. This series may include but is not limited to: charts of accounts; reports of receipts and disbursements; fee schedules; financial statements; photocopies of vouchers; purchase orders; spread sheets; expenditure projection work papers; budget development schedules; decision packages; spending plans; compensation plan proposals; contingency/deviation plans; current expenditure reports; average expenditure reports; and related documentation and correspondence.

Record Copy: Budgets & Planning

Retention: 5 years

Citation or Reference:

Background Information: Previously Located in Series: A97, Category: Administration


M30 Bank Advice Statement Records

Explanation: This series documents discrepancies (over or short) on bank deposits made by institutional cashiers. It is also a record of discount charges and rental charges by the bank for bankcard use. Records consist of bank initiated advisories received by Business Office for adjustments to accounts because of bank or office clerical errors.

Record Copy: Business Office

Retention: 4 years

Citation or Reference:

Background Information: Previously Located in Series: A98, Category: Administration