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)


0000-0377 | Motor Transport Service Files (Preventive Maintenance Inspection Report Files)

Description: 

Retention:  Retain until posted to equipment historical record files

Vital Record:  FALSE


0000-0377 | Motor Transport Service Files (Supplies Inventory Card)

Description:  State Medical Institution vehicle fleet.

Retention:  Retain until posted to new card or card is full

Vital Record:  FALSE


1973-0402A | Occupational Health Field Survey Files

Description:  Investigating work place health hazards and recommending improvements for reduction of such hazards through education, training, and consultation.

Retention:  20 years, except for those determined by the Unit Chief to require long-term retention

Vital Record:  FALSE


1977-0168 | Office of Aging Titles III and VII Program Files

Description:  Administering the program, State-wide, to improve the quality life for older people.

Retention:  Permanent

Vital Record:  FALSE


1980-0315 | Office of Audit’s Director’s Subject Files

Description:  Maintaining records for all areas of interest to the Director of the Office of Audits.

Retention:  5 years

Vital Record:  FALSE


1982-0226 | Office of Management Information Systems (OMIS) Director’s Subject Files

Description:  Administering and coordinating the functions of the Office of Management Information Systems.

Retention:  4 years

Vital Record:  FALSE


1989-0060 | Office of Technology and Support (OTS) Director’s Subject Files

Description:  Documents relating to all areas of responsibility of the director of Support Services.

Retention:  Office director: 3 years. Section/Unit managers: 2 years

Vital Record:  FALSE


1977-0401A | Operational Audit Files

Description:  Conducting operational audits, other examinations of DHR units, special projects and investigations.

Retention:  Office of Audits (Record copy): 5 years after all audit questions resolved. Reference copies: 2 years after all audit questions resolved.

Vital Record:  FALSE


1974-0401A | Operational Audit Files

Description: 

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

Vital Record:  FALSE


1975-0118 | Organizational Job Description Files

Description: 

Retention:  Retain for useful life

Vital Record:  FALSE


1973-0501 | Orientation and Briefing Files

Description:  Documents used in orientations and briefings given to top management, visitors, or State officials about the mission, functions, and physical layout of the hospital/institution.

Retention:  Retain for useful life

Vital Record:  FALSE


1973-0208 | Parasitology Test Report File

Description: 

Retention:  2 years

Vital Record:  FALSE


1974-0463 | Patient Account Case Files

Description:  Payments made by patients, family and/or patient's health insurance for medical services provided to the patient within the State Hospital System.

Retention:  1 year after determination that no further repayment can reasonably be expected.

Vital Record:  FALSE


1976-0216 | Patient Accounts Hospital Deposit Listing Files

Description:  Identifying deposits made by state hospitals (usually daily) to patient payment accounts.

Retention:  5 years

Vital Record:  FALSE


1976-0218 | Patient Accounts Ledger Corrections File

Description:  Maintaining corrections of transactions to the Patient Ledger File.

Retention:  10 years

Vital Record:  FALSE


1976-0221 | Patient Accounts Medicaide Reimbursement Report Files

Description:  Documents relating to recording the receipt of Medicaid funds reimbursed to the State for services rendered to Medicaid clients residing in State Institutions.

Retention:  4 years

Vital Record:  FALSE


1976-0222 | Patient Accounts Medicare Reimbursement Report Files

Description:  Recording the receipt of Medicare funds reimbursed to the State for services rendered to Medicare patients residing in State Institutions.

Retention:  4 years

Vital Record:  FALSE


1976-0217 | Patient Accounts Out-Patient Charges Files

Description:  Maintaining out-patient charges incurred by patients.

Retention:  4 years

Vital Record:  FALSE


1976-0219 | Patient Accounts Patient Ledger File

Description:  The maintenance of listings identifying financial accounts of patients admitted to State Hospitals.

Retention:  Monthly ledger: Retain until next monthly summary verified. Annual ledger: 10 years.

Vital Record:  FALSE


1976-0220 | Patient Accounts Patient Payment Summary Files

Description:  Identifying payments made by patient income sources to DHR.

Retention:  Monthly summary: Retain until next monthly summary verified. Annual summary: 7 years.

Vital Record:  FALSE


1982-0546 | Payroll Deductions Listing Files (Close-Out File)

Description:  Changing, recording and verifying payroll deductions.

Retention:  5 years

Vital Record:  FALSE


1979-0122A | Personnel and Staff Teaching/Training Files

Description:  In-service training received by DHR employees; and to developing training materials and/or curriculum standards for contracted agencies funded by Federal and/or State resources, and providing in-service training to personnel for those agencies State-wide.

Retention:  Training Coordinator: 3 years. Contracted Agency Coordinators: 6 years. District Offices/Contracted Agencies: 3 years.

Vital Record:  FALSE


0000-0238 | Personnel Training Files

Description:  Correspondence regarding application for training.

Retention:  3 years

Vital Record:  FALSE


1975-0265 | Pharmacy Receipt and Distribution of Tax-Free Alcohol File

Description:  Relating to the use, receipt, and issuance of tax-free alcohol within the DHR institutions.

Retention:  3 years unless extended by federal authorities (see original documentation)

Legal Citation:  See original documentation

Vital Record:  FALSE


1975-0266 | Pharmacy Service, Receipt and Distribution of Controlled Substances File

Description:  Maintaining control records governing the administration and dispensing of drugs to patient-clients in Georgia Department of Human Resources Institutions for all non_controlled drugs and all drugs listed in the controlled substance schedules of the Comprehensive Drug Abuse Prevention Act of 1970, Public Law 91-513, dated October 27, 1970 and the Georgia Controlled Substances Act, Chapter 79A Amended, 1974, and any amendments to said schedules.

Retention:  Medical Prescription Files: 2 years. Pharmacy Inventory, Distribution and Receipt Files: 2 years. Pharmacy Drug Reference Files: Retain for useful life. Poison Disperal Log: 5 years.

Vital Record:  FALSE


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