Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Total entries: 500   (Listed alphabetically by title)


0474-07-009 | “Backed Out” Insurance Records

Description:  Insurance records that have been "backed out." A "backed-out" record is one that is submitted then removed by the insurance company. The record could be a new policy or a termination.

Retention:  3 years

Updated:  October 20, 2016


0469-01-005 | A-133 Audits Submitted by Grant Recipients

Description:  Records documenting the conduct of the A-133 Audits submitted by grantees-Nutrition Division, Georgia Pre-K Division, and Child Care Development Funds

Retention:  3 years after the end of the calendar year


1975-0148 | Abattoir, Rendering Plant, and Meat/Poultry Processing Plant License Files

Description:  Documents relating to licensing a rendering plant, abattoir, meat processing plant and/or poultry processing plant

Retention:  1 year

Vital Record:  FALSE


0000-0418 | Abattoir/Meat Plant Blueprint Files

Description:  The file consists of blueprints of abattoirs and meat processing plants licensed and inspected by the Department

Retention:  1 year

Vital Record:  FALSE


1973-0214 | Abnormal Hemoglobin Test Report File

Description: 

Retention:  2 years

Vital Record:  FALSE


1975-0126 | Abolished Board, Bureau and Committee Appointment Files

Description:  Documents relating to appointments, commissions and Senate Confirmations of persons to abolished boards, bureaus and committees

Retention:  25 years

Vital Record:  FALSE


1973-0496A | Absent Parent Locator/Recovery Files

Description:  Locating absent parents of children receiving Public Assistance and to collecting child support monies from such parents.

Retention:  Unlocated parent: Retain until determination that parent cannot be located. Located parent: 1 year after child's eligibility for public assistance is terminated.

Vital Record:  FALSE


0415-0004 | Academic Action Authorizations

Description:  This series documents actions taken by the college against a student, including dismissal, suspension, and demotion.

Retention:  5 years after graducation or date of last attendance

Legal Citation:  AACRAO 2000 ed. Retention Schedule C, page 16

Vital Record:  FALSE


0413-0003 | Academic Auditing Data Audit and Assessment Audit Reports

Description:  Records and reports relating to assessment and data audit evaluations of a school or Local Education Agency (LEA).

Retention:  5 years after the end of the calendar year.

Updated:  October 20, 2016


0415-0010 | Academic Standing Reports

Description:  This series documents student academic standing, including academic deficiency and the status changes of academically deficient students.

Retention:  3 years from date of creation of report

Vital Record:  FALSE


1973-0514 | Accident Case Files

Description: 

Retention:  3 years

Vital Record:  FALSE


1973-0513 | Accident Experience Files

Description: 

Retention:  5 years

Vital Record:  FALSE


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


1979-0166A | Accounting Records for Child Support Enforcement

Description:  Collecting payments from deserting parents for support of their child(ren), who receive public assistance; and distributing those funds to the proper authorities.

Retention:  See original documentation

Vital Record:  FALSE


1978-0247 | Accounts Receivable Computer Printout Files

Description:  Application to daily cash receipts and customer accounts.

Retention:  1.5 years after audits are completed.

Vital Record:  FALSE


0462-0034 | Acryl Amide and Epichlorohydrin Certifications

Description: 

Retention:  12 years

Vital Record:  FALSE


0462-034 | Acrylamide & Epichlorohydrin Certifications

Description:  Records documenting water quality testing.

Retention:  12 years

Vital Record:  FALSE


1974-0088 | Active Member Files

Description: 

Retention:  Retain until member is retired, disabled, refunded, or ineligible and then transfer to the appropriate file for further retention.

Vital Record:  FALSE


0409-0004 | ADA Self-Evaluations and Transitions Plans

Description:  A self-evaluation is a public entity's assessment of its current policies and practices. The self-evaluation identifies and corrects those policies and practices that are inconsistent with Title II's requirements. A transition plan addresses how an agency plans to deal with the physical barriers in its facilities that limit the accessibility of its programs, activities, or services to individuals with disabilities.

Retention:  3 years or superseded, whichever is longer.

Updated:  April 05, 2017


0405-03-023 | ADAP Data Quarterly Report

Description:  The quarterly report is sent to HRSA electronically. The ADAP (AIDS Drug Assistance Program) data report includes client demographics, information on medication clients received, information on funding received, information on utilization, and expenditures.

Retention:  Retain for useful life


0405-03-015 | ADAP/HICP Application Records

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:  10 years


1976-0329 | Adjutant General’s Correspondence Files

Description:  Routine correspondence only, including invitations, letters of recommendation, condolences, congratulations, and similar items.

Retention:  1 year

Vital Record:  FALSE


1978-0089 | Administration Division Director’s Subject Files

Description:  Documents formulating and administering the policies and procedures of the Administrative Division.

Retention:  Permanent

Vital Record:  FALSE


1994-0001 | Administrative Action Case Files

Description:  Case files in which the Office of Consumer Affairs took administrative action as provided for by the statute

Retention:  22 years

Vital Record:  FALSE


1985-0076 | Administrative Hearing Case Files

Description:  Documents relating to the conduct of administrative hearings and issuance of final decisions.

Retention:  Permanent

Vital Record:  FALSE


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