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)


1974-0174A | Licensed Medical Facilities Files (All Files Except For Years Ending in 0)

Description: 

Retention:  4 years

Vital Record:  FALSE


1974-0174A | Licensed Medical Facilities Files (All Files For Years Ending in 0)

Description: 

Retention:  Permanent

Vital Record:  FALSE


1973-0587 | Live Birth Medical Data Files

Description: 

Retention:  1.5 years

Vital Record:  FALSE


1973-0500 | Management Administrative Files

Description: 

Retention:  Permanent

Vital Record:  FALSE


1977-0186 | Maternal Health Service Report Files

Description:  Reporting (to the Maternal Health Section by each county of the State) health services to women during the child-bearing years.

Retention:  Permanent

Vital Record:  FALSE


1977-0466 | Maternity Home Licensing Files (Facility License Terminated)

Description: 

Retention:  See original retention documentation for instructions

Vital Record:  FALSE


1977-0466 | Maternity Home Licensing Files (Active Files)

Description: 

Retention:  Years ending in 3: Permanent. All other years: 3 years.

Vital Record:  FALSE


1973-0217 | Media and Reagent Requisition File

Description: 

Retention:  Cut off annually and destroy

Vital Record:  FALSE


1975-0079 | Medicaid Cash Payment Journal Files

Description: 

Retention:  Magnetic disk: Retain until superseded. Monthly/Quarterly Reports COM: Retain until verification of Annual Updated Report. Annual Updated Report: 5 years or until audit questions resolved, whichever is longer.

Vital Record:  FALSE


1975-0079 | Medicaid Cash Payment Journal Files (Security Copy)

Description: 

Retention:  Monthly/Quarterly Reports COM: 21 months. Annual Updated Report: 5 years or until audit questions resolved, whichever is longer.

Vital Record:  FALSE


1975-0080 | Medicaid Eligibility Report Files

Description:  Maintaining a list of Georgia residents eligible for Medicaid assistance payments.

Retention:  Monthly Reports COM: Retain until verification of following month's report. Annual Report COM: 5 years or after audit questions resolved, whichever is longer.

Vital Record:  FALSE


1974-0173A | Medicaid Medical Facilities Files

Description:  The licensing of hospitals and nursing homes in Georgia which participate in the Medical Assistance Program.

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

Vital Record:  FALSE


0000-0310A | Medicaid Nursing Home Financial Report Files

Description:  Maintaining annual financial statements of payments made to Medicaid nursing homes and to clarifying cost adjustments (supplementary or refunded payments) to the financial statements.

Retention:  4 years or after audit resolved, whichever is longer

Vital Record:  FALSE


1976-0242 | Medicaid Provider Invoice Submission Files

Description:  Paying Medicaid providers for services rendered to Medicaid clients.

Retention:  Security copy microfilm: 7 years. Office copies microfilm: 3 years. Provider Invoice Form: Retain until microfilm verified.

Vital Record:  FALSE


1974-0115 | Medicaid Refund Payment Files

Description:  The overpayments of Medicaid Assistance Funds to Medicaid Vendors (Physicians, hospitals, nursing homes and other health facilities) and the subsequent refunding of these overpayments to the Department of Human Resources.

Retention:  4 years

Vital Record:  FALSE


1975-0081 | Medicaid Supplementary Medical Insurance Report File

Description:  Determining eligibility of Medicare (federally-funded and operated programs) recipients for supplemental Medicaid assistance (state-operated programs).

Retention:  Monthly Reports COM: Retain until verification of Annual Updated Report. Annual Report COM: 5 years or after audit questions resolved, whichever is longer.

Vital Record:  FALSE


1980-0314 | Medical First Responder Service License Files

Description:  Authorizing qualified Emergency Medical Technicians to render patient care which has been legally approved for their level of training.

Retention:  1 year after termination of Medical First Responder License

Vital Record:  FALSE


1974-0175A | Medicare Medical Care Facilities (Title XVIII) Files

Description:  The licensing of hospitals and nursing homes in Georgia which participate in the Medical Assistance Program - Title XVIII.

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

Vital Record:  FALSE


1974-0461 | Mental Retardation (Develomental Disability) Medical Records Files

Description:  Requests for all services and treatment for individuals who apply for services for retardation disabilities in the State.

Retention:  Central Registry and Institutions: 35 years after individual is ineligible for service

Vital Record:  FALSE


1975-0120 | Merit System Certificate of Eligibles Reference File

Description: 

Retention:  Retain until superseded

Vital Record:  FALSE


1976-0050 | Monthly General Ledger Files

Description: 

Retention:  5 years

Vital Record:  FALSE


1982-0066 | Monthly Retirement Detail Reports

Description:  Listing each employee's retirement salary and contribution amount on a monthly basis.

Retention:  4 years

Vital Record:  FALSE


0000-0377 | Motor Transport Service Files (Equipment Historical Record Files)

Description: 

Retention:  Retain until equipment salvaged or transferred from the inventory.

Vital Record:  FALSE


0000-0377 | Motor Transport Service Files (Motor Transport Servicec Activity Reporting Files)

Description: 

Retention:  See instructions

Vital Record:  FALSE


0000-0377 | Motor Transport Service Files (MTS Logistical Files)

Description: 

Retention:  1 year

Vital Record:  FALSE


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