Georgia Archives

University System of Georgia

Local Government Record Retention Schedules

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CATEGORY:  PROPERTY (18)   [ Total entries: 35 (showing 20 per page) ]


LG-18-001 | Acquisition Records

Description:  Records documenting the purchase of real property by an agency; does not include deeds or titles.

Retention:  5 years after project completion

Updated:  October 20, 2016


LG-18-002 | Architectural Project Monitoring Files

Description:  Monitoring of the construction of local government facilities.

Retention:  7 years after project completion

Updated:  October 20, 2016


LG-18-003 | Blueprints and Specifications, As-Built

Description:  Plans and specifications of government-owned facilities

Retention:  Retain for life of building.

Archival Instructions:  Vital Record - duplicate and store offsite

Updated:  October 20, 2016


LG-18-005 | Capital Construction Project Records

Description:  Provides a record of the planning, administration, and implementation of capital construction projects; includes project descriptions and requirements, bid records, plan reviews, project schedules, contract changes, consultant contracts, and budgets.

Retention:  11 years after completion of project

Updated:  October 20, 2016


LG-08-011 | Depreciation Schedules

Description:  Records documenting useful life and depreciation of agency-owned equipment and property, usually for insurance purposes.

Retention:  4 years

Updated:  October 20, 2016


LG-18-006 | Equipment and Vehicle Purchases

Description:  Records documenting the purchase of agency-owned vehicles.

Retention:  5 years after disposition of equipment

Updated:  October 20, 2016


LG-18-008A and LG-18-008B | Facility Inspection Files and Reports

Description:  Records documenting inspection of facilities to comply with standards, rules, and codes affecting health and safety of the occupants; includes security and safety inspections.

Retention:  (LG-18-0088A) Building Age 0-8 years: 11 years; (LG-18-008B) Building Age 9-up year: 3 years

Updated:  October 20, 2016


LG-18-009 | Facility/Building Security Records

Description:  Records documenting security measures and procedures.

Retention:  5 years

Updated:  October 20, 2016


LG-18-010 | Federal Property Records

Description:  Records documenting the loan or lease of federal government equipment.

Retention:  7 years after expiration of contract or disposal of equipment

Updated:  October 20, 2016


LG-18-011 | Fuel and Oil Usage Reports

Description:  Periodic reports of the consumption of diesel, gas, and oil in government-owned vehicles.

Retention:  3 years

Updated:  October 20, 2016


LG-18-012 | Fuel Tax Reports

Description:  Periodic reports of taxable and nontaxable diesel fuel usage by government-owned vehicles.

Retention:  3 years

Updated:  October 20, 2016


LG-18-013 | Government Equipment Lease Records

Description:  Records documenting the lease of government equipment (federal or state) by local governments.

Retention:  7 years after expiration of lease

Updated:  October 20, 2016


LG-18-014 | Insurance Fund Claims

Description:  Records documenting requests for payment of insurance claims.

Retention:  5 years after claim is paid or denied

Updated:  October 20, 2016


LG-18-015 | Insurance Policies

Description:  Records documenting insurance purchase for agency facilities or of membership in risk management cooperatives.

Retention:  7 years after expiration of policy or membership

Updated:  October 20, 2016


LG-18-016 | Leasing and Rental Records

Description:  Records documenting the leasing or renting of land, buildings, or facilities.

Retention:  7 years after expiration (or termination) of contract

Updated:  October 20, 2016


LG-18-007 | Maintenance Records, Capital Equipment and Technology

Description:  Includes purchase orders, warranties, operating manuals, service contracts, and service logs for maintenance of agency-owned equipment and vehicles.

Retention:  5 years after disposition of equipment

Updated:  October 20, 2016


LG-18-004 | Maintenance Records, Remodeling and Repair

Description:  Documents the condition, upkeep, and routine maintenance on agency facilities and grounds.

Retention:  6 years

Updated:  October 20, 2016


LG-18-017 | Maintenance Schedules

Description:  Schedules for maintenance of agency-owned equipment and vehicles

Retention:  5 years

Updated:  October 20, 2016


LG-18-018 | Maintenance Work Orders

Description:  Records documenting routine maintenance on facilities and property.

Retention:  5 years

Updated:  October 20, 2016


LG-18-019 | Motor Pool Vehicle Records

Description:  Records documenting reservation and use of motor pool vehicles by agency personnel and gasoline usage by motor pool vehicles.

Retention:  5 years

Updated:  October 20, 2016


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