Georgia Archives

University System of Georgia

Local Government Record Retention Schedules

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CATEGORY:  ADMINISTRATION (01)   [ Total entries: 44 (showing 20 per page) ]


LG-01-001 | Accident Reports

Description:  Reports of accidents involving government owned vehicles.

Retention:  7 years

Updated:  October 20, 2016


LG-01-005 | Ad Hoc Narrative Reports

Description:  Ad Hoc Narrative Reports that describe agency functions and activities.

Retention:  10 years

Updated:  October 20, 2016


LG-01-003 | Annexation Files

Description:  Records documenting the addition and/or incorporation of land into an existing city or county area.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-004 | Annual Reports

Description:  Annual reports that describe agency functions and activities.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-006 | Audio and Video Recording of Official Meetings

Description:  Audio and video of Council Meetings used for the preparation of written minutes.

Retention:  90 days after minutes are prepared and verified.

Updated:  October 20, 2016


LG-01-007 | Certificate of Proof of Insurance

Description:  Certificate of Liability Insurance for contractors

Retention:  7 years after contract expires

Updated:  October 20, 2016


LG-01-008 | City Charter

Description:  Includes the constitution and by-laws of an incorporated city.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-009 | Code Violations

Description:  Any violations of the Code of Ordinances pertaining to property.

Retention:  3 years

Updated:  October 20, 2016


LG-01-010 | Community Service Forms

Description:  Records documenting the terms of community service work or documenting the work provided.

Retention:  3 years after completion of service or project

Updated:  October 20, 2016


LG-01-011 | Correspondence, Administrative

Description:  This series includes communications that document formal decisions regarding significant matters.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-012 | Correspondence, General

Description:  This series includes correspondence that documents formal decisions regarding routine matters. If correspondence is related to records like contracts, bid selections, and the like where the retention is longer that five years but it would not be appropriate to keep permanent then the correspondence should be filed with the corresponding record.

Retention:  5 years

Updated:  October 20, 2016


LG-01-013 | Correspondence, Transitory

Description:  This series includes records and communications received or sent that do not document decisions regarding significant matters.

Retention:  Retain for useful life.

Updated:  October 20, 2016


LG-01-014 | Crisis or Disaster Records

Description:  Records documenting events and damages to agency property due to storms, riots, fires, drought, floods, and other acts affecting the citizens or agency facilities; may include photos, logs, reports, notes, and correspondence.

Retention:  5 years

Updated:  October 20, 2016


LG-01-015 | Daily Broadcast Logs

Description:  Records documenting agency daily broadcast activities via radio or television.

Retention:  2 years

Updated:  October 20, 2016


LG-01-016 | Daily/Monthly Activity Reports

Description:  Record of daily/monthly activities.

Retention:  2 years


LG-01-017 | DCA Mandated Surveys

Description:  Surveys required by the Department of Community Affairs; includes, but is not limited to, Solid Waste Management Survey and Full Cost Report, Report of Local Government Finances, Independent Authority Bonded Indebtedness Form, Wage and Salary Survey, and Government Management Indicators Survey.

Retention:  5 years

Updated:  October 20, 2016


LG-01-018 | e-Certified Mail and Return Receipts

Description:  Technology implemented to replace the "Green Card" certified mail receipts.

Retention:  1 year, retain with corresponding documentation.

Updated:  October 20, 2016


LG-01-019 | Easements

Description:  Records documenting the granting of access by a property owner to a local government to run wiring, water or sewage pipes, and other public works (or other reasons).

Retention:  Permanent

Updated:  October 20, 2016


LG-01-020 | Emergency Preparedness Plans

Description:  Business recovery plans for man-made and natural disasters.

Retention:  5 years after superseded

Updated:  October 20, 2016


LG-01-022A and LG-01-022B | Emergency Relief Grant Records

Description:  Records documenting eligibility for financial assistance following a natural or other type of disaster.

Retention:  (LG-01-022A) Records documenting federal grant: 5 years after final close out; (LG-01-022B) Other records: 3 years.

Updated:  October 20, 2016


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