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Public Health, Department of [ Total entries: 102 ]
Description: Records documenting ADAP and HICP application records. The AIDS Drug Assistance Program (ADAP) provide HIV/AIDS medications to low-income individuals living with HIV who have little or no coverage from private or third party insurance. The Health Insurance Continuation Program (HICP) assists eligible HIV patients pay their health insurance premiums.
Retention: 3 years
Vital Record: TRUE
Description: Records pertaining to clients older than 18 years of age.
Retention: 10 years
Description: Changes in birth, death, or marriage certificates.
Retention: Permanent
Description: Documents relating to records of results for breast and cervical cancer screening programs.
Retention: 5 years
Description: Documents relating to the evaluation of applications of cancer patients in Georgia to determine eligibility for receiving state aid to pay for medical treatments.
Retention: 5 years
Description: Documents relating to paying for medical treatment of cancer patients who are eligible for state aid.
Retention: 6 years
Description: NHM&E ROB for CDC data systems. These records include employee signed agreements to abide by the policies and practices related to National HIV Prevention Program Monitoring and Evaluation data and web-based reporting.
Retention: 1 calendar year after separation of employee from the agency
Description: Death Certificates of individuals who die in Georgia.
Retention: Permanent
Description: Birth Certificates of individuals who are born in Georgia.
Retention: Permanent
Description: Name changes of persons who are born in Georgia.
Retention: Permanent
Description: Records pertaining to clients younger than 18 years of age.
Retention: 28 years (age of majority plus ten years)
Description: Documents relating to surveying licensed childcare centers for immunizations certificates for each child. Included are immunization inventory of Childcare Centers (DPH/DCS(3)-50) identifying county, name and address of center, number of children enrolled, breakdown of childcare facility enrollment, facility compliance rate, child compliance rate, date of assessment, and assessment conducted by.
Retention: 2 years
Description: Documents relating to inventory of immunizations certificates for each childcare, kindergarten, seventh, and eleventh grade student. Included are immunization inventory of school identifying county, name of school, type of school, number of children enrolled, breakdown of school enrollment, school compliance rate, student compliance rate, date of assessment, and assessment conducted by.
Retention: 1 year or information is entered into database, whichever is longer.
Vital Record: TRUE
Updated: October 11, 2023
Description: Documents relating to health services provided to Babies Can't Wait and Children's First clients.
Retention: 5 years
Description: All health records pertaining to clients seen by Children's Medical Services. These records are composed of a patients health record, including but not limited to: evaluations, diagnoses, prognoses, laboratory reports, x-rays, prescriptions, and other technical information used in assessing the patient's conditions.
Retention: 28 years (age of majority plus ten years)
Description: Documents relating to the assessment of communities as to the potential impact of environmental factors and practices that may affect the public health. These records may include documents covering community surveys; geologic information; air, water, soil, and other environmental sampling and testing documents; meeting notes; needs assessments; technical assistance reports; education materials; policy and planning recommendations; project management documents; vendor contracts; and individual correspondence documents.
Retention: 20 years
Description: All documents relating to all areas of responsibility of the director of health protection and his/her staff.
Retention: Permanent
Description: Minutes of meetings of county boards of health.
Retention: Permanent
Description: Immunization files for each county.
Retention: 100 years after creation or after death of individual
Description: Annual reports for each county health department.
Retention: Permanent
Description: Audits are conducted by independent auditors hired by the county every year and are reviewed.
Retention: 5 years
Description: All files related to clients served by the County Health Department.
Retention: 10 years
Description: All files related to financial services during the fiscal year.
Retention: 4 years after audit
Description: All reports related to lab tests.
Retention: 10 years
Description: Master index of all clinical records.
Retention: 20 years
Description: All files related to pregnancy services.
Retention: 6 years after closure
Description: Births in Georgia prior to 1919 and of unregistered individuals.
Retention: Permanent
Description: Documents relating to all areas of responsibility of the Vital Records Director and his/her staff.
Retention: Permanent
Description: Documents relating to surveying and control efforts for controlling disease vector animals and arthropods. These include documentation of public education, pest control contracts, applied pesticide labels and application logs, and surveillance performed by or under the direction of a public health authority.
Retention: 10 years
Description: Documents relating to surveying disease vector species population and any control efforts. These records include any information about surveillance or control activities for disease vectors; including, but not limited to: rodents, mosquitoes, ticks, fleas, flies, and other arthropods performed by or under the direction of public health authority.
Retention: 5 years
Description: Divorces and annulments granted in Georgia.
Retention: Permanent
Description: Reports relating to drug tests.
Retention: 6 years
Description: Reports relating to drug tests.
Retention: 14 months
Description: All material and supporting documentation relating to complaints on EMS Services and personnel. Includes complaints, statements, court documents, and letters dealing with complaints.
Retention: 6 years after settlement
Description: All license applications and supporting documentation for initial licenses and renewals. Includes license applications, school files, EREMT files, background issues, complaints, revisions, and updates.
Retention: 6 years after license has become inactive
Description: All license applications and supporting documentation for initial licenses and renewals of EMS Services. Includes license applications, complaints, revisions, and updates.
Retention: 6 years after license has become inactive
Description: Documents listing the counts of county health department staff and their activities related to Environmental Health. These are typically compiled monthly summations of the operations required under the state and local environmental health rules, regulations, and policies. These records have no personal data.
Retention: 5 years
Description: Documents relating to the receipt and investigation of public health complaints related to the impact of the environment and factors that are detrimental to human health. These records may include documents covering court actions, criminal citations, official notices, documented education efforts, written communications, investigation notes, photos, and personal data.
Retention: 10 years
Description: Documents relating to training of public health personnel in the laws, rules, policies, and procedures of environmental public health operations and practices. These records may include training material, testing results, lesson plans, training contracts, and attendance records. They may also contain personal identification information and must be kept secure.
Retention: 10 years
Description: Documents relating to environmental monitoring around nuclear facilities for contamination and documentation of radiation levels and laboratory work in support of the radioactive materials licensing inspection program.
Retention: Permanent
Description: Documents relating to the receipt, investigation, and case management of lead (Pb) exposure to humans. These documents may include childhood and adult blood test results, case management, home assessments, interviews, and other investigation documents related to human exposure to lead in paint, food, soil, and other environmental sources.
Retention: Useful life
Description: Quarterly statistical EDP printout, listing the morbidity rates of venereal disease for designated counties.
Retention: 7 years
Description: Documents relating to all areas of responsibility of the director of family health and his/her staff.
Retention: Permanent
Description: Documents relating to patient permission for sterilization.
Retention: 10 years
Description: Pre-construction approval plans and specifications of food establishments in Georgia.
Retention: 2 years
Description: Documents relating to the review of plans for construction or renovation of food service establishments, including temporary, mobile and fixed operations. These records may include blueprints, engineering reports, equipment and finishing schedules, construction inspection documentation, and individual communication records.
Retention: 3 years after closure
Description: Documents relating to the permitting of food service establishments, including temporary, mobile, and fixed operations. These records may include permit certificates, photos, sampling and testing results, and individual communication records.
Retention: 10 years after closure
Description: Documents relating to the inspection of food service establishments, including temporary, mobile and fixed operations. These records may include training materials, photos, sampling and testing results and individual communication records.
Retention: 10 years
Description: Reporting induced terminations of pregnancy (abortions) which occur in Georgia.
Retention: Reports required by Women's Right to Know Act retain permanently; Reports sent by doctors retain for 10 years.
Description: Spontaneous abortions or stillbirth (fetal deaths) which occur in Georgia. Includes both the monthly microfilm file and the report form #3985.
Retention: Permanent
Description: Spontaneous abortions or stillbirth (fetal deaths) which occur in Georgia.
Retention: Reports required by Women's Right to Know Act retain permanently; Reports sent by doctors retain for 10 years.
Description: Lab reports of test results for gonorrhea.
Retention: 2 years
Description: Receiving reports (from counties state-wide) of results of gonorrhea culture tests, and reporting of these findings, quarterly, to the CDC.
Retention: 10 years
Description: Records documenting health promotion and disease prevention including: Contracts, Notice of Awards, Grant Applications, Budgets, and Human Resources
Retention: 7 years
Description: Contract binders containing information related to funds disbursed from HIV Prevention Unit. Maintained for each contract/GIA 12 month grant cycle. Binders may contain confidential tax records and identification numbers.
Retention: 7 years after contract expiration
Description: HIV Prevention Data Security and Confidentiality Guidelines. The records included in these files are the employee signed documents agreeing to abide by the established policies and practices related to HIV counseling and testing data security and confidentiality.
Retention: 1 calendar year after separation of employee from the agency
Description: HIV Prevention Standard Operating Procedures. The records included in these files are documents or schematics that outline the standard operating practice for business processes.
Retention: 3 years
Description: HIV prevention reports and publications. The records included within these files are recurring or ad hoc, annual or semi-annual, analytic and narrative reports that describe HIV testing, the epidemiology of HIV, or related content.
Retention: Permanent
Description: HIV prevention health education and risk reduction forms. The files referred to in this schedule are records which document the delivery of a public health supported behavioral intervention.
Retention: 7 years
Description: HIV counseling and testing forms. The files included in this schedule refer to records documenting the delivery of a public health supported test for HIV.
Retention: 7 years
Description: All reports related to all immunization records.
Retention: 5 years
Description: Database is comprised of data collected during the School Based Flu Immunization Project for ARRA. Included in the files are immunization records that contain the county file which includes the consent forms with patient demographic information.
Retention: Retain for useful life
Description: All inactive files related to syphilis cases.
Retention: 21 years after creation
Description: All inactive files related to TB cases.
Retention: 21 years after creation
Description: Compliance of food establishments to state regulations.
Retention: 1 year
Description: Maintaining records of fees received for licensing medical laboratories and the directors of those laboratories.
Retention: 1 year
Description: Documents relating to the review of plans for, and the inspection of construction, addition, or modification of land subdivisions allowed under the rules of the Department of Public Health. These records may include blueprints, engineering reports, equipment and finishing schedules, soil analysis, waste stream analysis, elevation surveys, site plans, water use records, construction inspection documentation, photographs, and individual communication records.
Retention: 2 years after system is removed or destroyed
Description: Marriage applications and licenses issued in Georgia.
Retention: Permanent
Description: These case reports capture all demographic, clinical, exposure, and treatment information about the affected patient and any pertinent close contacts (if the disease is communicable). Notifiable disease case reports are most often collected electronically via a secure web-based application called the State Electronic Notifiable Disease Surveillance System (SendSS) and stored in this centralized database, but occasionally reports are collected via phone or fax, resulting in a paper record.
Retention: Permanent
Description: All documents relating to all areas of responsibility of the clinical division director and his/her staff.
Retention: Permanent
Description: Documents relating to the maintenance of onsite sewage management systems. These records may include tank pumping reports, mechanical service records, parts documentation, and contractor contact information.
Retention: 2 years after system is removed or destroyed
Description: Documents relating to the training, testing, and payment activities required for a company to become or remain a registered contractor for onsite sewage management system installation, repair, or septage removal. These records may include training and testing records, contact information, payment records, and individual correspondence documents.
Retention: 5 years after company registration expires
Description: Documents relating to the assessment of failing onsite sewage management systems to determine the factors contributing to system failure. These records may include blueprints, engineering reports, equipment and finishing schedules, soil analysis, waste stream analysis, elevation surveys, site plans, water use records, construction inspection documentation, photographs, and individual communication records.
Retention: 2 years
Description: Documents relating to the assessment and/or approval of products used in the construction of onsite sewage management systems. These records may include sales, testing, production control, design, and review documentation. These records may contain proprietary information and must remain secured.
Retention: 10 years
Description: Documents relating to the training, testing, and payment activities required for a company to become or remain a registered contractor to assess soil conditions for use of onsite sewage management systems. These records may include training and testing records, insurance documents, contact information, payment records, and individual correspondence documents.
Retention: 10 years after company registration expires
Description: Documents relating to the review of plans for, and the inspection of construction, addition or modification of land subdivisions allowed under the rules of the Department of Public Health. These records may include blueprints, engineering reports, equipment and finishing schedules, soil analysis, waste stream analysis, elevation surveys, site plans, water use records, construction inspection documentation, photographs, and individual communication records.
Retention: 2 years after system is removed or destroyed
Description: Documents relating to the training, testing, and payment activities required for an individual to become or remain a certified onsite sewage management system installer or septage pumper. These records may include training and testing records, contact information, payment records, and individual correspondence documents.
Retention: 5 years after company registration expires
Description: All files related to physical health education.
Retention: 5 years
Description: Documents relating to the assessment and/or approval of products used in the construction of public swimming pool facilities. These records may include sales, testing, production control, design, and review documentation. These records may contain proprietary information and must remain secured.
Retention: 10 years
Description: Documents relating to the review of plans for construction or renovation of public swimming facilities, including water parks and spas. These records may include blueprints, engineering reports, equipment and finishing schedules, construction inspection documentation, and individual communication records.
Retention: 3 years after closure
Description: Documents relating to the permitting of public swimming pool and spa establishments. These records may include permit certificates, photos, sampling and testing results, and individual communication records.
Retention: 10 years after closure
Description: New Arrival Data Assurance Form and Health Information Data. New arrival sociodemographic data with overseas medical information. Health invoices based on domestic health assessment at specific county health departments. Information includes TB, HIV, STD, Hep B, and Chronic Health Information and referral(s).
Retention: 7 years
Description: Records documenting requests for documents such as school records, army discharge, etc.
Retention: 5 years
Description: Search files for names, deaths, and marriages with no fees involved.
Retention: 7 years
Description: Regular requests for searches involving all certificates. Also includes correspondence when there are fees involved.
Retention: 1 year
Description: Documents relating to the assessment of structures as to the potential impact of environmental factors that may be detrimental to individual human health or public health. These records may include documents covering court actions, criminal citations, official notices, documented education efforts, written communications, investigation notes, photos, and personal data.
Retention: 10 years
Description: Database is comprised of data collected during the surveying of licensed childcare centers, including kindergarten and sixth grade immunizations certificates for each child. Included are immunization inventory identifying county, name and address of center, number of children enrolled, breakdown of childcare facility enrollment, facility compliance rate, child compliance rate, date of assessment, and assessment conducted by.
Retention: 5 years
Description: Database is comprised of data collected during the School Based Flu Immunizations project. Included in the files are immunization records that contain the county file which includes the consent forms with patient demographic information.
Retention: 3 years
Description: Positive STD case reports of gonorrhea and chlamydia from patients that reside in Georgia reported to the state office. Field records and interview records are used to document STD case investigations. These documents may contain patient demographics, symptom/signs, diagnosis, treatment, and follow-up of an individual patient and their partner(s).
Retention: 20 years from date of last service
Description: Records relating to actions based on local solid waste ordinances, such as health impact assessments and complaints.
Retention: 7 years
Description: Records documenting the surveying of medical laboratories to determine compliance with the Georgia laboratory Licensure Law, 1970.
Retention: 5 years
Description: Documents relating to permanent man-made surface water impounding. These records may include water impounding permits, site evaluations, water sample test results, plans, and equipment descriptions. These records do not include temporary impounding of surface water for erosion prevention.
Retention: 2 years
Description: Documents relating to the inspection of public swimming pools and spas. These records may include training materials, photos, sampling and testing results, and individual communication records.
Retention: 10 years
Description: Positive STD case reports of syphilis from patients that reside in Georgia reported to the state office. Field records and interview records are used to document STD case investigations. These documents may contain patient demographics, symptom/signs, diagnosis, treatment, and follow-up of an individual patient and their partner(s).
Retention: 20 years from date of last service
Description: Documents relating to the assessment of tattoo and body art practice structures as to the potential impact of environmental factors and practices that may be detrimental to individual human health or public health. These records may include documents covering court actions, criminal citations, official notices, documented education efforts, written communications, investigation notes, photos, personal data, plan review documentation, inspection and permitting information, training records, and personal medical information.
Retention: 3 years after closure
Description: Documents relating to the review of plans for construction or renovation of tourist accommodation establishments; including hotels, motels, cabins, bed and breakfast inns, recreational vehicle parks, and camping facilities. These records may include blueprints, engineering reports, equipment and finishing schedules, construction inspection documentation, and individual communication records.
Retention: 3 years after closure
Description: Documents relating to the permitting of tourist accommodation establishments, including hotels, motels, cabins, bed and breakfast inns, recreational vehicle parks, and camping areas. These records may include permit certificates, photos, sampling and testing results, plans, specifications, review documents, and individual communication records required for the application and permitting of tourist accommodation facilities.
Retention: 10 years after closure
Description: Documents consist of monthly provider reports, provider profiles, replacement letters, and invoices for the Georgia Immunization Program.
Retention: 3 years
Description: Records documenting the recording of annual vital statistical totals, in various arrangements, for: live births, spontaneous and induced abortions, deaths, infant mortality, maternal mortality, marriages, divorces, and annulments from vital records certificates.
Retention: Permanent
Description: WIC associated health records; applies only to WIC health records kept separately from child health (if WIC records are kept as part of child health records, follow that schedule's retention.)
Retention: 5 years
Description: Documents relating to educating WIC recipients on necessary nutrition.
Retention: 5 years after the end of the calendar year in which the records were created
Description: Documents relating to educating WIC recipients on necessary nutrition.
Retention: 1 year
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
