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)


0474-09-09-009 | Income Tax Refund Check Files

Description:  Documents relating to refunding of overpayment of withholding income tax.

Retention:  5 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-010 | Individual Estimated Tax Files

Description:  Documents relating to taxpayers estimate and report of income for the next year and statement showing tax due on the amount of income that has been estimated; includes Form 500ES.

Retention:  10 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-09-011 | Individual Income Tax Returns; Corporate Sub-Chapter S Income Tax Returns; Partnership Income Tax Re

Description:  Process all Tax Types through one integrated tax system. Individual, Corporate, Withholding, Sales, GTC, Partnership, Composite, Fiduciary, COAM, Motor Fuel, Alcohol, Tobacco & IFTA.

Full title: Individual Income Tax Returns; Corporate Sub-Chapter S Income Tax Returns; Partnership Income Tax Returns; Sales Tax Refund Claims; Withholding Tax; Fiduciary Income Tax; Estate Tax; Motor Fuel

Retention:  10 years

Updated:  October 20, 2016


0474-07-008 | Insurance Errors

Description:  Insurance records that were submitted in error.

Retention:  1 year

Updated:  October 20, 2016


0474-02-018 | Intangible Recording Tax Claim for Refund

Description:  Documents relating to collection of intangible recording tax paid as a prerequisite to the filing for record with the Clerk of the Superior Court.

Retention:  6 year or until distribution received from county and balanced

Updated:  October 20, 2016


0474-02-019 | Intangible Recording Tax Protest

Description:  Documents relating to collection of intangible recording tax paid as a prerequisite to the filing for record with the Clerk of the Superior Court.

Retention:  1 year or until distribution received from county and balanced

Updated:  October 20, 2016


0474-04-006 | Intangible Recording Tax Reports (Form PTR 1), Protest and Claim for Refund (Form PTR 4)

Description:  Intangible Recording Tax Reports Documents relating to the collection of intangible recording tax paid as a prerequisite to the filing for record with the clerk of the Superior Court a real estate instrument securing a long term note. Georgia Form PTR1; Encumbrance on real estate located outside the State (PTR 4, PTR 3); correction letters PTR 1A, PTR 5.

Retention:  1 year or until distribution received from county and balanced

Updated:  October 20, 2016


0474-03-011 | Internal Inspections

Description:  Internal Inspections: record keeping, secure storage, disposal, limited access, computer systems security, POA&M.

Retention:  3 years

Updated:  October 20, 2016


0474-01-020 | Internal Investigations Files

Description:  Records used to investigate complaints/policy violations against employees.

Retention:  50 years after settlement of case

Updated:  October 20, 2016


0474-01-021 | Internal Investigations Files, Closed Unfounded

Description:  Records used to investigate complaints/policy violations against employees.

Retention:  1 year after investigation

Updated:  October 20, 2016


0474-07-007 | Invalid Insurance Records

Description:  Insurance records for vehicles that do not exist in the DRIVES System.

Retention:  6 months

Updated:  October 20, 2016


0474-07-001 | IRP Files

Description:  International registration of trucks and truck tractors based in Georgia and with a gross vehicle weight (GVW) in excess of 26,000 pounds. This registration and payment of the appropriate fees, licenses a vehicle to operate in any state, territory, or province of any foreign country that has entered into a reciprocal licensing and registration agreement with the Georgia Department of Revenue. Applications for registration (Schedules A,B, & C); validated U.S. IRS Form 2290. Georgia Ad Valorem Tax Receipts (MV-1), IRP Apportioned Cab Card (IRP-1001), IRP Temporary Vehicle Registration (TVR), and Department of Revenue Invoice. GRATIS

Retention:  6 years

Updated:  October 20, 2016


0474-01-022 | K-9 Records

Description:  Records relating to canines owned by DOR-OSI. Includes medical and training records.

Retention:  4 years after canine leaves service.

Updated:  October 20, 2016


0474-02-006 | Legal Reference (External), Research, Drafts, and Surveys

Description:  Legal Reference Materials - Opinions (both formal and informal), recommendations, and correspondence to the agency from an attorney.

Retention:  10 years

Updated:  October 20, 2016


0474-02-007 | Legislative Analysis

Description:  Analysis of bills filed in the General Assembly.

Retention:  10 years

Updated:  October 20, 2016


0474-01-023 | Legislative Updates

Description:  Annual report of Legislative Updates that affects DOR-OSI.

Retention:  Retain for useful life.

Updated:  October 20, 2016


0474-07-032 | Lender Query Statistics

Description:  Records of vehicle inquiries made by lenders and dealers.

Retention:  5 years

Updated:  October 20, 2016


0474-02-008 | Letter Ruling Redaction Acknowledgement

Description:  An optional acknowledgement by the party requesting a letter ruling stating that all private and/or sensitive information has been adequately redacted.

Retention:  10 years

Updated:  October 20, 2016


0474-02-009 | Letter Ruling Requests

Description:  A request for a written statement from the Department regarding a presented set of facts.

Retention:  10 years

Updated:  October 20, 2016


0474-02-010 | Letter Rulings

Description:  A written statement issued to a taxpayer that interprets and applies tax laws to the taxpayer's represented set of facts.

Retention:  10 years

Updated:  October 20, 2016


0474-10-011 | Liquor Stamp Serial Number Register

Description:  Documents relating to chronological listing of beginning and ending serial numbers by stamp denomination for each distillery's requisition (order).

Retention:  3 years

Vital Record:  FALSE

Updated:  October 20, 2016


0474-01-024 | Lost, Stolen, Damaged, or Destroyed Property

Description:  Notification of lost , stolen, destroyed, or damaged property owned by DOR through the chain of command. Property damaged or destroyed in the line of duty is replaced by the department, officers must replace items damaged or destroyed while not on duty. Includes a description of the property and how the damage occurred.

Retention:  7 years

Updated:  October 20, 2016


0474-01-025 | Miscellaneous Intelligence Investigation

Description:  Reference Files. Records gathered by request of third party. Does not substantiate an official case opening.

Retention:  3 years

Updated:  October 20, 2016


0474-07-023 | Monitored ETR Events

Description:  Records of ETR (Electronic Title and Registration) processing errors related to the following types of transactions: inquiries, temporary operating permits, finalized title transactions, etc.

Retention:  1 month

Updated:  October 20, 2016


0474-07-021 | Monitored Insurance Inquiries

Description:  Records of insurance inquiries. (These insurance inquiries are normally performed by law enforcement.)

Retention:  1 year

Updated:  October 20, 2016


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