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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

N1 Equipment Inventory Records

Explanation: This series documents the acquisition, location, transfer, and disposition of state-owned property and equipment. This series may include but is not limited to: equipment inventory lists; physical inventory information cards; equipment inventory forms; lost/stolen property reports; damage or loss of state property claim; equipment transfer forms and memos; property disposition requests; and related documentation and correspondence. The series may also include periodic equipment lists; returned departmental equipment inventory lists with annotations concerning resolution of problems associated with the accountability, physical condition, and physical location of specified pieces of equipment; and accountability and responsibility statements.

Record Copy: Property Management

Retention: 5 years after disposition of equipment

Citation or Reference:

Background Information: Previously Located in Series A43: Category: Administration


N2 Equipment Loan Agreements Records

Explanation: This series documents the institution's lending of equipment to borrowers conducting research, educational programs, and or other activities consistent with institution goals and missions. This series may include but is not limited to: signed equipment loan agreements which outline the conditions under which the loan is made and the responsibility assumed by the borrower; and related documentation and correspondence.

Record Copy: Property Management

Retention: 7 years after termination of agreement

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

Background Information: Previously Located in Series A44: Category: Administration


N3 Federal Property Records

Explanation: This series provides documentation for and monitoring of "agency-owned" (usually federal) properties loaned to the institution or agency-owned property purchased with (usually federal) non-institutional state funds for research contract use at the institution. Such property is carried on the state equipment inventory records for insurance and management purposes. This series may include but is not limited to: annual equipment inventory lists; federal physical equipment inventory reports; copies of federal form DD 1419; institutional acquisition, transfer, and disposition forms; memoranda of understanding or agreements; and related documentation and correspondence.

Record Copy: Property Management

Retention: 7 years after termination of agreement, grant contract, or disposal of equipment

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

Background Information:


N4 Personal Property Loan Agreements Records

Explanation: This series documents the institution's acceptance of responsibility for and conditions under which it borrows equipment from other entities. The series also documents conditions under which the institution will operate equipment borrowed from others. The series may include but is not limited to: personal property loan agreement forms; letters of understanding; equipment conditions forms; and related documentation and correspondence.

Record Copy: Property Management, Contract Office, and Administering units

Retention: 7 years after termination of agreement.

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

Background Information: Previously Located in Series: A51, Category: Administration


N5 Surplus Property Records

Explanation: This series documents changes in state owned property; requests to declare items surplus, salvage, or scrap; removal and sale or disposal of excess equipment and other surplus items including proceeds from sales. Records may include but may not be limited to surplus property declaration and pick-up requests; pick-up request worksheets; state property disposition requests; quarterly and other computer generated reports of sales to other departments, agencies, or private parties; journal vouchers; descriptive information; property sale flyers; surplus property sales inventory lists; bills of sale; cash receipts; vehicle odometer statements; and related documentation and correspondence

Record Copy: Property Management

Retention: 5 years after disposition of property

Citation or Reference:

Background Information: Previously Located in Series: A57, Category: Administration


N6 Buildings/Grounds Repair, Maintenance, Remodeling, and Construction Records

Explanation: This series documents the condition, upkeep, and routine maintenance of the institution's buildings and grounds. It also documents remodeling and construction projects with a total expenditure of less than $100,000 over six years. This series may include but is not limited to: floor plans; specifications; layouts; sketches; maintenance agreements; work logs; sign-in sheets; and related documentation and correspondence.

Record Copy: Institutional Archives; Facilities Services

Retention: Permanent for executed floor plans, layouts, sketches, and specifications; 7 years for all other records destroy when reference

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

Background Information: Previously Located in Series: A62, Category: Administration


N7 Capital Construction Project Records

Explanation: This series is used to provide a record of the planning, administration, and implementation of current and potential capital construction projects on campus (projects with a total expenditure of at least $100,000 over six years); to project needs for projects; and as a reference to projects once they have been completed. The series also provides a record of the funding of current capital construction projects on campus and to prepare budgets and allocations for capital construction projects. This series may include but is not limited to: project descriptions and requirements; plans; plan reviews; project schedules; contract change orders; bid documentation; contracts and agreements with architects, artists, engineers, consultants, vendors, and contractors; materials and soils reports; progress reports; insurance reports; payment schedules; summary reports; memos; final acceptance statements; architectural blueprints; sketches; aerial photographs; preliminary planning drawings; as built drawings; drawings reflecting changes to the original plans; soil testing maps; any other type of graphic representation produced relating to buildings, systems, and land. The series also includes project descriptions; budget projection and allocation records; budget authorization forms; budget change orders; final acceptance statements; and related documentation and correspondence.

Record Copy: Institutional Archives; Facilities Services

Retention: Permanent

Citation or Reference:

Background Information: Previously Located in Series: A63, Category: Administration


N8 Chemical Application Records

Explanation: This series documents the application of chemicals such as pesticides, herbicides, and fertilizers to institutional property. Information usually includes: date used; weather conditions; application area; chemical applied; mix ratio; and coverage rate.

Record Copy: Facilities Services, Branch Experiment Stations, and Research Forests

Retention: 30 years

Citation or Reference: 29 CFR 1910.1020(d)

Background Information: Previously Located in Series: A64, Category: Administration


N9 Land Inventory Records

Explanation: This series documents real property owned and leased by the various institutions within the University System and lists each parcel that has been acquired through ownership or under some form of lease agreement. Records include but are not limited to land inventory reports, records pertaining to permanent land and deed filings with the state, and related documentation and correspondence. Information in the land inventory reports includes from who the land was acquired, date of acquisition, use of the land, source of revenue used to acquire, acreage, capitalized value, and where the transaction is recorded in the Board minutes. The Board of Regents holds system-wide record copy and annual reports are provided to the institutions.

Record Copy: Institutional Archives; Facilities Services; Legal Affairs

Retention: Permanent

Citation or Reference:

Background Information: Previously Located in Series: A66, Category: Administration


N10 Utilities Systems Operating and Maintenance Records

Explanation: This series documents the operations and maintenance of institutional utilities. This series may include but is not limited to: equipment operations logs; mechanical reading charts; equipment maintenance histories; and related documentation and correspondence.

Record Copy: Facilities Services

Retention: 5 years after equipment is no longer in service for equipment maintenance histories

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

Background Information: Previously Located in Series: A68, Category: Administration


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