Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Corrections, Department of

Total entries: 64   (Listed alphabetically by title)


0467-0010 | Accountability Logs

Description:  Documentation of location or destination of an inmate when he or she leaves their assigned dormitory or housing unit.

Retention:  6 months.

Vital Record:  TRUE


0467-0001 | Adverse Actions

Description:  Records documenting disciplinary actions against employees in which the employee has exhausted the appeal process and the final determination has been made.

Retention:  5 years

Vital Record:  FALSE


0467-0011 | Audits of Compliance and Corrective Action

Description:  Documentation of review and evaluation of functions and operations of correctional facilities and probation offices.

Retention:  5 years

Vital Record:  FALSE


1978-0206 | Briefing Summaries

Description:  Documents relating to succinct information report in simple tables, statistics, and language narrative relating to areas of concern among policy-level staff of the agency.

Retention:  Permanent

Vital Record:  FALSE


0467-0012 | Corrections Master Food Reports

Description:  Monthly, Quarterly and Annual reports of Master menu files including food cost and food inventory reports.

Retention:  6 years.

Legal Citation:  Georgia Department of Corrections Board Rule #125-4-3-.03 Menu.

Vital Record:  TRUE


1981-0415 | Cumulative Academic or Vocational Student Record File

Description:  Documents relating to recording academic or vocational training of individual students in state correctional institutions.

Retention:  5 years

Vital Record:  FALSE


2000-0012 | Death Watch Daily Activity Log Books

Description:  Daily accounts of inmates and staff activities specifically for those inmates within the death sentence unit of the correctional facility.

Retention:  Permanent

Vital Record:  FALSE


0000-0186 | Deputy Director’s General Subject File

Description:  This series documents policy and procedure for the institutions and documents guidance and advisement to the Director. It is used as a record and reference for later correspondence.

Retention:  5 years

Vital Record:  FALSE


0000-0126A | Deputy Director’s Subject File

Description:  Documents relating to maintaining files concerning responsibilities, policy and budget procedures of the Deputy Director's Office.

Retention:  5 years

Vital Record:  FALSE


0467-0005 | Detainee Health Record (Medical Record)

Description:  Documents relating to medical care provided to detainees. Includes GA Dept. of Corrections medical information and forms.

Retention:  10 years

Vital Record:  FALSE


1982-0032 | Diversion Center Bank Statement File

Description:  Documents relating to accounting for residents' funds.

Retention:  4 years

Vital Record:  FALSE


1982-0034 | Diversion Center Receipt Book File

Description:  Documents relating to money (checks, cash, money orders) collected from residents for earnings or money from outside sources to be deposited in resident accounts.

Retention:  4 years

Vital Record:  FALSE


1982-0051-02 | Diversion Center Residents Case History Files

Description:  Records documenting a detainee's stay at a diversion center.

Retention:  4 years

Vital Record:  FALSE


1974-0131 | Escaped Inmate Personnel File

Description:  Documents relating to the individual chronological history of incarceration and reports of escape of the active escaped inmate.

Retention:  50 years

Vital Record:  FALSE


1975-0230 | Farm Inspection Reports

Description:  Documents relating to maintaining inspection reports and farming operations reports of the various correctional insitutions throughout the State.

Retention:  5 years

Vital Record:  FALSE


0467-0023 | Fire Safety and Inspection Files

Description:  Monthly, Quarterly, and Annual fire safety and inspection reports.

Retention:  5 years

Legal Citation:  NFPA Life Safety Codes, Georgia Code Title 8, Building and Housing, Title 25, Fire Protection and Safety.

Vital Record:  FALSE


2000-0010 | General Daily Activity Log Books

Description:  Daily accounts of inmates and staff activities specifically for those inmates within the correctional facility.

Retention:  4 years

Vital Record:  FALSE


1973-0464 | Georgia Probationers in Other States Files

Description:  Documents relating to case material on Georgia probationers supervised by other states.

Retention:  5 years

Vital Record:  FALSE


1983-0848 | Head Count Forms

Description:  Documents relating to accounting for inmates at various times during the day.

Retention:  30 days

Vital Record:  FALSE


2001-0002 | Incident Reports

Description:  Incident Reports relating to inmates and Departmental personnel containing sttements of those concerned reflecting circumstances of incident by inmate, personnel, and summary log.

Retention:  3 years

Vital Record:  FALSE


1978-0154 | Independent and Cooperative Research or Evaluation Reports

Description:  Documents relating to maintaining copies of reports prepared under contract or developed by individual scholars or students as private (but sanctioned) reviews of DOR programs or operations.

Retention:  Permanent

Vital Record:  FALSE


1979-0088 | Inmate Account Files (Division-wide Common)

Description:  Documents relating to recording funds deposited to and withdrawn from individual inmate accounts.

Retention:  3 years and completion of internal audit

Vital Record:  FALSE


1986-0017A | Inmate Claims Against the State Files

Description:  Documents relating to investigating claims filed by State inmates with the State Claims Advisory Board requesting monetary compensation for lost or stolen personal property, and preparing Statements of Findings and Recommendations relative to the claims for submission to the Board.

Retention:  5 years

Vital Record:  FALSE


0467-0015 | Inmate complaints, grievances and disciplinary appeal files.

Description:  Inmate grievances, complaints, disciplinary appeals, disciplinary hearing officer reports and letters of dispositions.

Retention:  3 years.

Vital Record:  FALSE


1977-0100 | Inmate Correspondence File

Description:  Documents relating to maintaining a file on correspondence to and from State inmates.

Retention:  3 years

Vital Record:  FALSE


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