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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

O1 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, N11 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: A110, Category: Administration


O2 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, N12 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: Previously Located in Series: A116, Category: Administration


O3 Attorney General Opinions

Explanation: This series documents responses of the State Attorney General's Office to legal questions posed by the institution's legal advisor and administrative officers which may have an impact on the institution's operations and policy. This series may include but is not limited to: opinions and related documentation and correspondence. The Georgia Department of Law holds statewide record copy.

Record Copy: Legal Affairs; Executive Office; BOR Legal Affairs

Retention: Permanent

Citation or Reference:

Background Information: Previously Located in Series: A120, Category: Administration


O4 Legal Case Records

Explanation: Series documents legal actions brought against the institution. Series contains case files pertaining to: affirmative action conflicts; salary disputes; differences in interpretation of contract language; risk management controversies; and tenure relinquishment disagreements.

Record Copy: Institutional Archives; Legal Affairs; BOR Legal Affairs

Retention: Permanent for records of cases resulting in major policy modification, non-confidential components (pleadings, final decisions, and copies of records of the courts) of cases considered historical and summary statements; 7 years after final decision for all other records

Citation or Reference:

Background Information: Previously Located in Series: A121, Category: Administration


O5 Legal Case Files, School of Law

Explanation: Documents the work of the faculty of the School of Law in providing legal aid.

Record Copy: School of Law, Faculty

Retention: 6 years after settlement of case

Citation or Reference:

Background Information: Previously Located in Series: A123, Category: Administration


O6 Subpoenas, and/or Production of Documents Requests

Explanation: This series documents subpoenas and/or production of documents requests from third parties. This series does not include Open Records Act Requests.

Record Copy: Units; Legal Affairs

Retention: 5 years

Citation or Reference:

Background Information: Previously Located in Series: A124, Category: Administration


O7 Building Construction and Renovation Contracts

Explanation: T.B.A. (Refer to A116)

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: Previously Located in Series: A121, Category: Administration


O8 Patent and Invention Records

Explanation: This series documents the transfer of technology from this institution to outside agencies as the result of research projects and grants carried out at the institution. This series may include but is not limited to: original patents; patent applications; international licensing agreements; agreements giving permission for institutional researchers to use other patented inventions in their research; and related documentation and correspondence. The series may also include: invention disclosure forms that list the names of the inventors; descriptions and titles of inventions; sources of funding to create the inventions; details of the provenance of the inventions and their documentation; to whom the inventions have been disclosed; suggested manufacturers; reports issued concerning the inventions; and signatures of inventors and technically qualified witnesses.

Record Copy: Institutional Archives; Legal Affairs; Research Office

Retention: Permanent for original patents, formal invention assignment forms, license agreements, patent legal transactions, and invention disclosure forms; 7 years for all other records

Citation or Reference:

Background Information: Previously Located in Series I 18: Category: Research


O9 Georgia Open Records Act (GORA) and Freedom of Information Act

Explanation: This series documents public requests for information under the Freedom of Information Act received by the Registrar. Records include: written correspondence inquiries from the public received by the office; written and dated responses issued by the office; notes and memoranda made in drafting responses to these inquiries; and initials of officials approving release of the information.

Record Copy: Custodian of Records

Retention: Life of affected record.

Citation or Reference:

Background Information: Previously Located in Series K 41: Category: Student Records


O10 Trademarks Licensing Records

Explanation: This series documents the legal authority for non-system agencies to use the logos and other symbols constituting the registered trademarks of the institution. The records consist of folders for each vendor or individual seeking legal use of institutional trademarks for any reason. This series may include but is not limited to: names and addresses of approved licensees; their annual gross dollar sales of institutionally trademarked items; invoices showing royalties paid to the institution for use of the trademarks; licensing agreements; samples of the requesting licensees' art work; and related documentation and correspondence.

Record Copy: Legal Affairs; Research Office

Retention: 7 years after expiration of licensing agreement.

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

Background Information: Previously Located in Series I 1: Category: Research