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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

M41 Bank Statements

Explanation: This series provides a periodic statement of bank balances and dates that checks cleared through an account.

Record Copy: Business Office

Retention: 5 years after the fiscal year

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

Background Information: Previously Located in Series: A119, Category: Administration


M42 Bid and Competitive Non-Selection Records

Explanation: This series documents the procurement process for equipment and service valued in excess of $5,000 that was not selected. This series may include but is not limited to: acquisition specifications; acquisition justification studies and explanations; requests for proposal (RFP) forms; affidavit of publication for RFP forms; requests for invitations to bid (RFI's); requests for quotes (RFQ's); vendors proposals and bids; bid tabulation sheets and records for all bids received; departmental requisition forms; competitive quotes; and related documentation and correspondence.

Record Copy: Business Office

Retention: 3 months after selected contract has been signed

Citation or Reference: O.C.G.A. 9-3-51, O.C.G.A. 9-3-24

Background Information: Previously Located in Series: A122, Category: Administration


M43 Audit Report

Explanation: This series documents the unit's response to internal and independent management, operations, and fiscal audits. This series may include but is not limited to: audit reports; written responses showing how recommended changes will be implemented; and related documentation and correspondence.

Record Copy: Units

Retention: 5 years or two successive audits, whichever is longer

Citation or Reference: O.C.G.A. 50-6-24; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations

Background Information: Previously located in Series: A9, Category: Administration


M44 Forecast and Actual Pay Reports

Explanation: This series documents monthly gross and actual pay by month and account number, along with other database information. It is used to view gross pay/budget records for a previous fiscal year. This series includes: employee name and social security number; major account; salary code; FTE; rank; leave status; position title and class number; starting date; appointment; terms of service; tenure; and forecast and actual pay broken down by months of the fiscal year.

Record Copy: Payroll

Retention: 4 years

Citation or Reference:

Background Information: Previously located in Series: G51, Category: Human Resources


M45 Faculty and Staff Reports

Explanation: This series documents the number of full time equivalent (FTE) positions in instruction, research, administration, public service, fellowships, and classified staff. This series consists of forms from departments showing FTE positions (including social security numbers) and office space required. The summaries include department total FTE for each of the principal activity categories listed above.

Record Copy: Institutional Archives; Budgets and Planning

Retention: Permanent, if preferred, for summaries; 5 years for all other records

Citation or Reference:

Background Information: Previously located in Series: G73, Category: Human Resources


M46 Bid and Competitive Selection Records

Explanation: This series documents the procurement process for equipment and service valued in excess of $5,000. This series may include but is not limited to: acquisition specifications; acquisition justification studies and explanations; requests for proposal (RFP) forms; affidavit of publication for RFP forms; requests for invitations to bid (RFI's); requests for quotes (RFQ's); vendors proposals and bids; bid tabulation sheets and records for all bids received; departmental requisition forms; competitive quotes; and related documentation and correspondence.

Record Copy: Business Office

Retention: 11 years after substantial completion of project for records of the accepted bid or proposal for records of accepted agency improvement bids including those for capital and other construction, repair, remodeling and maintenance projects on buildings and grounds; 7 years after bid awarded for all other accepted bids

Citation or Reference: O.C.G.A. 9-3-51, O.C.G.A. 9-3-24

Background Information: Previously Located in Series: A42, Category: Administration