Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Revenue, Department of

Total entries: 179   (Listed alphabetically by title)


0474-07-022 | Monitored User Events

Description:  Records of key user or system activities that are tracked in the system. Examples include the following items: creation of derelict/scrap titles, expiration date changes, date of birth changes, etc.)

Retention:  3 years

Updated:  October 20, 2016


0474-10-012 | Monthly Reports of Dealers in Alcohol & Tobacco Products

Description:  Administer the Law of the state as they apply to the collections of delinquent taxes due by wholesalers.

Retention:  4 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-012 | Motor Carrier Application Files

Description:  Documents relating to registration of motor vehicles for road tax on motor carriers and unregistered trucks section of the registration and licensing of motor vehicles.

Retention:  3 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-013 | Motor Carriers and Highway Use Quarterly Report File

Description:  Documents relating to the collection of tax monies from registered motor carriers operating three-or-more-axle vehicles on the public highways of the State of Georgia.

Retention:  7 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-014 | Motor Carriers Citation and Late Filing File

Description:  Documents relating to penalizing taxpayers for citation assessments, late filing assessments, and all matters pertaining to permits under the Motor Carriers Fuel Tax Law and the Highway Use Section of the Motor Vehicle Tax Law.

Retention:  7 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-015 | Motor Fuel 2% Retailer’s Refund File

Description:  Documents relating to refunding of 2% of the first 5.5 cents tax per gallon on tax imposed by the State of Georgia by section 91A-5003(a)(1) for sale at retail.

Retention:  7 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-016 | Motor Fuel Agriculture Refund Files

Description:  Documents relating to refunding of all but 1 cent per gallon on motor fuel tax imposed by Georgia by section 91A-5003 (a) (1) for use in agricultural purposes.

Retention:  7 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-017 | Motor Fuel Distributor & Motor Carrier Requisition Lists, Bond Files, and Related Correspondence

Description:  Documents relating to refunding overpayment of motor fuel taxes, permit fees, or highway use fees to both bonded and non-bonded taxpayers.

Retention:  7 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-018 | Motor Fuel Distributor’s Activities Data Process File

Description:  Documents relating to sales and taxes paid to Georgia during a calendar month by licensed distributors.

Retention:  3 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-019 | Motor Fuel Distributor’s Activity Files

Description:  Documents relating to receipt and disposition of all motor fuels in Georgia.

Retention:  7 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-020 | Motor Fuel Distributor’s License Cancellation Files

Description:  Documents relating to cancellations of a license to distribute motor fuels.

Retention:  7 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-021 | Motor Fuel Report by Pipeline Companies and other State Reports

Description:  Documents relating to imposing of motor fuels, in gallon figures, into Georgia by pipeline companies showing to whom fuel was delivered and documents relating to imported fuel.

Retention:  Permanent

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-022 | Motor Fuel Watercraft Refund Files

Description:  Documents relating to refunding of all but 1 cent per gallon on motor fuel tax imposed by Georgia for use in watercraft on intercoastal waterways.

Retention:  7 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-07-004 | Motor Vehicle Registration Data

Description:  Motor Vehicle Registration Data is stored in the DRIVES System.

Retention:  5 years or the most recent registration whichever is longer.

Updated:  October 20, 2016


0474-07-002 | Motor Vehicle Title Application Files

Description:  Documents relating to the listing of all individuals who have an assigned license plate and title number. Included are 4 x 6 sheets of microfiche furnishing individuals name city of residence, year and make of car, lien number if applicable), license plate number, and title number. File is arranged alphabetically by name of individual who has been assigned the license plate and title number. GRATIS Images in DMS. Title Application Data will be retained in DRIVES for 10 years.

Retention:  10 years

Updated:  October 20, 2016


0474-07-003 | Motor Vehicle Title Surrender Files

Description:  Documents relating to Georgia Vehicle Tile surrendered to another state upon application for title in the State, notices, return, and remaining of certificate of Title (Form T-O); Rejection of Title applications due to improperly submitted documents; Cancellation of successor titles due to issuance of new title or vehicle; Titles that have been relinquished from other States when an individual becomes a resident of the State of Georgia; listing of all motor vehicle identification numbers assigned to residents of the state of Georgia; Miles traveled and monies received from registered motor carriers; Sales and taxes paid to Georgia during a calendar month by licensed distributors; Collection of tax monies from registered motor carriers operation three or more axle vehicles on the public highways of the State of Georgia (MFA-10), (MFA-30); (MF-7A);(MFA-24); (MFA-9); (MFA-03);(MFA-4); (MFA-25); (MFA-14); (MFA-19); (MFA-05); Penalizing taxpayers for citations assessments, late filing assessments, paid citation assessments, paid late filing, cancelled late filing, letters received from tax payers and copies of replies. GRATIS. Images are in DMS.

Retention:  10 years

Updated:  October 20, 2016


0474-01-026 | National Crime Information Center/Georgia Crime Information Center Record Book

Description:  Record of NCIC/GCIC usage.

Retention:  5 years

Updated:  October 20, 2016


0474-07-033 | Non Rebuilder Information

Description:  Records of customers who have received rebuilt titles but do not have a rebuilders license.

Retention:  2 years

Updated:  October 20, 2016


0474-02-011 | Offer in Compromise (OIC) Files and Reconsiderations

Description:  Offers in compromise submitted by taxpayers copies of returns, assessments, memos, and printouts, including database.

Retention:  6 years after settlement of the OIC

Updated:  October 20, 2016


0474-07-036 | One Time Address Information for Titles

Description:  One time address information used to mail titles.

Retention:  1 year after the title has been printed.

Updated:  October 20, 2016


0474-01-027 | Outside Employment Requests

Description:  Requests for outside Employment.

Retention:  Retain until Employee separates from Department.

Updated:  October 20, 2016


0474-07-018 | Parking Permits for Disabled Persons

Description:  Inactive parking permits and parking permit inventory.

Retention:  6 years

Updated:  October 20, 2016


0474-09-023 | Partnership Income Tax Return Files

Description:  Documents relating to reviewing and auditing partnership tax returns for companies with individual returns.

Retention:  5 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-07-024C | Pending Insurance Suspension & Insurance Suspension Letters Corr - Pending Suspension & Suspension

Description:  Pending Insurance Suspension and Insurance Suspension Letters - Correspondence related to registration suspension resulting from lapse or loss of insurance.

Full title: Pending Insurance Suspension and Insurance Suspension Letters Correspondence - Pending Suspension and Suspension Letters That Are Closed

Retention:  6 months

Updated:  October 20, 2016


0474-07-024B | Pending Insurance Suspension & Insurance Suspension Letters Corr - Pending Suspension Ltrs Not Close

Description:  Pending Insurance Suspension and Insurance Suspension Letters - Correspondence related to registration suspension resulting from lapse or loss of insurance.

Pending Insurance Suspension and Insurance Suspension Letters Correspondence - Pending Suspension Letters That Are Not Closed

Retention:  12 months

Updated:  October 20, 2016


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