Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Human Services, Department of

Total entries: 329   (Listed alphabetically by title)


0427-0021 | Immunization Records (Post-1996)

Description:  Includes, but is not limited to recording of date of immunizations and associated clinical information in electronic system (GRITS)

Retention:  6 years after client's death

Vital Record:  FALSE


0427-0021 | Immunization Records (Pre-1996)

Description:  Paper immunization records

Retention:  Retain until child reaches age 28; includes any paper record of immunizations not entered into electronic database; does not include informed consent form

Vital Record:  FALSE


1982-0079 | Income Tax Refund Setoff Collection Program Files

Description:  Identifying debtors who owe money to the State; and in cooperation with the Department of Revenue, collecting those debts by setting off a claim against (State Income Tax) refunds due the debtor.

Retention:  5 years or after audit requirements fulfilled, whichever is longer

Vital Record:  FALSE


1975-0264 | Institution Laboratory Test Report Files (Chart copy)

Description: 

Retention:  Transfer to Medical Personnel for inclusion in Patient Medical Record (Chart)

Vital Record:  FALSE


1975-0264 | Institution Laboratory Test Report Files (Computerized Service Billing Listing)

Description: 

Retention:  Retain for useful life

Vital Record:  FALSE


1975-0264 | Institution Laboratory Test Report Files (Information copy)

Description: 

Retention:  Transfer to physician or medical personnel as requested

Vital Record:  FALSE


1975-0264 | Institution Laboratory Test Report Files (Laboratory copy)

Description: 

Retention:  Surgial Pathology Reports: 5 years. All other lab test reports: 2 years.

Vital Record:  FALSE


1978-0016A | Institutional Health Project Review Files

Description:  Documents relating to review of plans and specifications of institutions constructed within the State.

Retention:  10 years after reviews completed and preliminary plans approved

Vital Record:  FALSE


1978-0014 | Institutions Blueprints and Specifications Files

Description: 

Retention:  Permanent

Vital Record:  FALSE


1974-0416A | Internal Audit Report Files

Description: 

Retention:  Record copy: 5 years after audit questions resolved. Non-record copies: 2 years after audit questions resolved.

Vital Record:  FALSE


1973-0487 | Interstate Juvenile Offender Files

Description:  The transfer of a juvenile, under the jurisdiction of the Youth Service Section of the State of Georgia, to or from another State.

Retention:  Years ending in 0 or 5 (one cubic foot selected at random): Permanent. All other files: 4 years after case become inactive.

Vital Record:  FALSE


1994-0020 | Inventory Management Report Files

Description:  Documents relating to supply inventory control, management, billing and accounting of consumable goods.

Retention:  Paper files: 5 years. Electronic file: Update as needed. Reference copies: Retain for useful life

Vital Record:  FALSE


1980-0304 | Investigations Client Case Record Files

Description:  Apprehending youth who escape from State custody; and investigating circumstances for determining proper handling of each case.

Retention:  Care terminated in the year youth reaches 18: 4 years after youth reaches age 18. Care terminated before youth reaches 18: 3 years after youth reaches age 18.

Vital Record:  FALSE


1975-0117 | Job Description Files

Description: 

Retention:  Retain until job description is superceded or position abolished

Vital Record:  FALSE


1975-0119 | Job Standards Development Files

Description: 

Retention:  Retain until completion of job standard or when project is discontinued

Vital Record:  FALSE


1973-0221 | Laboratory Proficiency Test Report File (State Approved)

Description: 

Retention:  1 year

Vital Record:  FALSE


1973-0220 | Laboratory Proficiency Test Report File (State Conducted)

Description: 

Retention:  1 year

Vital Record:  FALSE


1973-0209A | Laboratory Screening Test Results Report File (for Metabolic Disorders, Hypertension, and Lead Poiso

Description:  Testing and analyzing blood samples for metabolic disfunctions, hypertension, and lead poisoning.

Retention:  2 years

Vital Record:  FALSE


0000-0122 | Laboratory Supplies Requisition File

Description:  Requisition requests for supplies from a centralized office (Laboratory Services).

Retention:  3 years

Vital Record:  FALSE


1973-0222 | Laboratory Workshop Training File

Description: 

Retention:  3 years

Vital Record:  FALSE


1982-0378 | Lease/Rental Space Files

Description:  Documents relating to maintaining lease and rental agreements on all leased space for the department.

Retention:  Consult State Archives

Vital Record:  FALSE


1977-0082A | Legal Services Request/Report Files

Description:  Receiving requests from County Departments of Family & Children Services; arranging for legal services to clients through the State Department of Law; and approving payment for those services.

Retention:  Preventive, Supportive, and Adult Services Unit: 2 years. DHR Office of Budget Administration: See Schedule 1975-0240. DHR Office of Accounting Services: See Schedule 1978-0185.

Vital Record:  FALSE


1977-017 | License Application Pre-Visit Files

Description: 

Retention:  Evaluations, Standards and Planning Unit copy: 5 years. MHMR Cost Accounting Office copy: 3 years or until no longer needed for audit purposes. Consortium copy: 3 years or until no longer needed for reference.

Vital Record:  FALSE


1973-0219 | Licensed Laboratory Director Application File

Description: 

Retention:  2 years after license terminated

Vital Record:  FALSE


1974-0174A | Licensed Medical Facilities Files

Description: 

Retention:  Files for years ending in 0: Permanent. All other files: 4 years.

Vital Record:  FALSE


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