Georgia Archives

University System of Georgia

Local Government Record Retention Schedules

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CATEGORY:  HEALTH SERVICES (09)   [ Total entries: 20 ]


Adult Client Health Records

Description:  Records pertaining to clients older than 18 years of age (0427-016)

Retention:  10 years from date of last service


Certificates of Need

Description:  Records documenting the issuance of certificates of need for local government-operated health care facilities

Retention:  3 years

Legal Citation:  O.C.G.A. 31-6-41

Archival Instructions:  Where financial expenditures and contracts are associated with the CON - apply the longer retention for the contracts


Child Client Health Records

Description:  Records pertaining to clients younger than 18 years of age (0427-017)

Retention:  10 years after the client reaches age of majority (18 in Georgia) or 28 years from date of last service


Children’s High-Risk Screening and Case Management Records (Babies Can’t Wait, Children First)

Description:  All documents relating to health services provided to Babies Can't Wait and Children First clients (0427-019)

Retention:  5 years from date of last service; for Children First: 5 years from program exit or 5th birthday


Children’s Medical Services Health Records

Description:  All health records pertaining to clients seen by Children's Medical Services (0427-018)

Retention:  6 years after client reaches age of majority (21 years per Medicaid)


Immunization Consent Records

Description:  Includes only consent forms for immunization (0427-022)

Retention:  5 years from date of last service


Immunization Records (Post-1996)

Description:  Includes, but is not limited to recording of date of immunizations and associated clinical information in electronic system (GRITS) (0427-021)

Retention:  6 years after client's death


Immunization Records (Pre-1996)

Description:  Paper immunization records (0427-021)

Retention:  Retain until child reaches age 28; includes any paper record no entered into electronic database


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

Description:  All documents relating to health services provided to PRS/PCM clients (0427-003)

Retention:  6 years from date of last service


562 | Rodent/Nuisance Control Notices

Description:  Legal notification of violation of sanitation regulations that resulted in rodent infestation in a community or neighborhood

Retention:  2 years

Legal Citation:  O.C.G.A. 9-2; 30-1-2; 30-3-8


563 | Sanitation Surveys

Description:  Surveys and inspections of communities and neighborhoods for potential sanitation problems

Retention:  1 year


Scoliosis School Screening Records

Description:  All health records pertaining to scoliosis screenings (0427-026)

Retention:  6 years from date of original screening


Single-Encounter Health Records

Description:  Health records pertaining to one-time service encounters; includes newborn metabolic screening forms, individual consent service slips, sports physical forms, forms for walk-in PPDs, and hearing, vision, dental, or nutrition screening forms (0427-025)

Retention:  5 years from date of last service


Syphilis Records

Description:  All documents relating to health services provided to clients diagnosed with syphilis (0427-013)

Retention:  20 years from date of last service


Tuberculosis Records (Cases/Treatment)

Description:  All documents relating to health services provided to tuberculosis patients; "cases" includes those clients with active TB infection and/or with latent TB infection (LTBI) and an abnormal chest X-ray (0427-020)

Retention:  21 years from date of last service


Tuberculosis Records (Negative X-rays)

Description:  (0427-020)

Retention:  10 years from end of calendar year in which X-ray was taken


Tuberculosis Records (Positive X-rays)

Description:  (0427-020)

Retention:  10 years from end of calendar year in which X-ray was taken


Tuberculosis Records (Prophylaxis/Prevention)

Description:  All documents relating to health services provided to tuberculosis clients; "prophylaxis" includes those clients with LTBI and a normal chest X-ray (0427-020)

Retention:  21 years from date of last service


Women, Infants, and Children (WIC) Health Records

Description:  WIC-associated health records; applies only to WIC health records kept separately from child health records (if WIC records are kept as part of child health records, follow schedule 0427-017) (0427-023)

Retention:  Retain for 3 years past the end of calendar year in which date of last service occurred


561 | Zoning Responses

Description:  Response from the county health department on the review of land development, and zoning variance requests

Retention:  5 years


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