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)


1973-0209 | Phenylketonuria (PKU) Test Report File

Description: 

Retention:  2 years

Vital Record:  FALSE


1989-0061 | Policy and Procedure Development Files

Description:  Documents relating to maintaining, creating, revising or updating and issuing the Departments individual Administrative, Grants-to_Counties and DHR Board Policies and Procedures and related manuals which compile the policies and procedures.

Retention:  Development documents: 7 years. Published policies/procedures: official copies: Permanent; reference copies: retain for useful life

Vital Record:  FALSE


1975-0116 | Position Number Files

Description: 

Retention:  Retain for useful life

Vital Record:  FALSE


0427-0024 | Pregnancy-Related Services/Perinatal Case Management (PRS/PCM) Health Records

Description:  All documents relating to health services provided to PRS/PCM clients

Retention:  6 years from date of last service

Vital Record:  FALSE


1978-0308 | Printing Unit Job Jacket Files

Description:  Documents relating to processing data; and sample of each, printing job.

Retention:  2 years

Vital Record:  FALSE


1973-0499 | Procedural Instruction Files

Description:  Preparing, coordinating, issuing, and interpreting directives, policies, procedures, and comparable instructional material. These files accumulate from preparation and interpretation of instructions.

Retention:  7 years

Vital Record:  FALSE


1984-0099 | Project Construction File

Description:  Documents relating to constructing and renovating State owned and operated Department of Human Resources facilities.

Retention:  Permanent

Vital Record:  FALSE


1973-0173 | Proposed Legislation Reference Files

Description: 

Retention:  Permanent

Vital Record:  FALSE


1973-0358A | Public Assistance and Food Stamp Suspected Fraud Closed Case Files (State Office of Fraud and Abuse)

Description: 

Retention:  3 years after determination that case is closed, uncollectible, or paid in full

Vital Record:  FALSE


1973-0476 | Public Assistance Authorization Files

Description:  Authorization of monetary assistance (Public Assistance) to eligible recipients in the State.

Retention:  3 years or until resolution of audit, whichever is longer

Vital Record:  FALSE


1975-0269A | Public Assistance Bank Credit Files

Description:  The recovery of public assistance funds from banks who have made unauthorized payment of public assistance checks.

Retention:  5 years

Vital Record:  FALSE


1973-0477A | Public Assistance Canceled Check Disposition Files

Description:  Maintaining record of disposition of cancelled PA check.

Retention:  5 years

Vital Record:  FALSE


1973-0477 | Public Assistance Canceled Check Files

Description: 

Retention:  3 years or until resolution of audit, whichever is longer

Vital Record:  FALSE


1975-0270A | Public Assistance Check Magnetic Ink Character-Read (MICR) Number Listing Files

Description:  Maintaining reference listing of public assistance check numbers assigned by DOAS and corresponding preprinted MICR number.

Retention:  5 years

Vital Record:  FALSE


1973-0478A | Public Assistance Check Payee Change File

Description:  Official correspondence between county Department of Family and Children Services and the State Department.

Retention:  3 years

Vital Record:  FALSE


1973-0480 | Public Assistance Check Registers File

Description: 

Retention:  3 years or until resolution of audit, whichever is longer

Vital Record:  FALSE


1973-0479A | Public Assistance Check Stop Payment File

Description:  Stopping payment on a Public Assistance check.

Retention:  3 years

Vital Record:  FALSE


1982-0547 | Public Assistance Client Medical Eligibility Closed Case Files

Description:  Determining client medical eligibility for medical assistance only and incapacity.

Retention:  Central Medical Eligibility Office: 3 years after client is no longer eligible for assistance. County Offices: Follow the disposition guidelines in the FCS Procedures Manual.

Vital Record:  FALSE


1983-0832 | Public Assistance Client Medical Eligibility Open Case Files

Description:  Determining client medical eligibility for medical assistance only and incapacity.

Retention:  Central Medical Eligibility Office: 35 years (see original schedule for further instructions). County Offices: Follow disposition guidelines in FCS Procedures Manual.

Vital Record:  FALSE


1973-0347 | Public Assistance Correspondence Files (In-State)

Description:  Request, by recipients of the various Public Assistance Programs in the State, for information on these programs.

Retention:  1 year

Vital Record:  FALSE


1974-0342A | Public Assistance Eligibility Review Files

Description:  Validation by State authorities of County action in determining recipient eligibility for public assistance as required by Federal Regulation.

Retention:  Files covering fiscal years ending in 3 or 8 (one cubic foot selected at random): Permanent. All other files: 3 years.

Vital Record:  FALSE


1975-0271A | Public Assistance Outstanding Check Files

Description:  Maintaining a listing of public assistance checks received from DOAS identifying checks that have not cleared the bank and have not been paid to Welfare clients during a monthly issuing period.

Retention:  5 years

Vital Record:  FALSE


1975-0272 | Public Assistance Paid Check Cross-Reference Listing Files

Description:  Maintaining a listing of public assistance checks issued with corresponding batch control number.

Retention:  Six-month report: 5 years. Monthly/Periodic reports: Retain for useful life.

Vital Record:  FALSE


1975-0273A | Public Assistance Paid Check Listing Files

Description:  Maintaining a listing of public assistance checks received from Bank identifying the checks that have cleared the bank and have been paid to Welfare clients during monthly issuing period.

Retention:  5 years

Vital Record:  FALSE


1984-0101 | Public Assistance System (PAS) C.O.M. Reports

Description:  Maintaining a record of Public Assistance System client eligibility and financial data.

Retention:  Security original: 5 years (at State Records Center). Duplicates: Retain for useful life.

Vital Record:  FALSE


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