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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

N11 Contracts and Agreements Records

Explanation: Series documents the negotiation, execution, completion, and termination of legal agreements between an agency and other parties, and for personal/professional services. Series does not include contracts and agreements for Real Property See Schedule A116). Records include a copy of the official contract or agreement, memoranda of understanding, amendments, exhibits, and addenda. (Also reference A110 and O1)

Record Copy: Contract Administration; Legal Affairs; Facilities

Retention: Contracts or agreements documenting building construction, alterations, or repair, 10 years after expiration; other contracts and agreements, 7 years after expiration.

Citation or Reference: O.C.G.A. 9-3-24; O.C.G.A. 9-3-26; O.C.G.A. 11-2-725

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

N12 Real Property Records

Explanation: This series documents the real property acquired and sold by the institution. This series does not include leases. This series may include but is not limited to: contracts and agreements; title abstracts; easement details; public hearing notices and minutes; county recorder's plat descriptions; memoranda of understanding; earnest money receipts; sales agreements; property deeds; working papers; and related documentation and correspondence. (Also reference A116 and O2)

Record Copy: Contract Administration; Legal Affairs; Facilities

Retention: 11 years after property is sold

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

Background Information:

N13 Building Construction and Renovation Contracts

Explanation: T.B.A. (Refer to A116) (Also reference A127 and O7)

Record Copy: Contract Administration; Legal Affairs; Facilities

Retention: 11 years

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

Background Information:

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