Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Public Health, Department of

Total entries: 103   (Listed alphabetically by title)

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

0405-04-012 | Adult Client Health Records

Description:  Records pertaining to clients older than 18 years of age.

Retention:  10 years

0405-01-012 | Amended Certificate Files

Description:  Changes in birth, death, or marriage certificates.

Retention:  Permanent

0405-04-005 | Breast and Cervical Cancer Screening Program Files

Description:  Documents relating to records of results for breast and cervical cancer screening programs.

Retention:  5 years

0405-04-006 | Cancer Patient Applications for State Aid Files

Description:  Documents relating to the evaluation of applications of cancer patients in Georgia to determine eligibility for receiving state aid to pay for medical treatments.

Retention:  5 years

0405-04-007 | Cancer Patient State-Aid Financial Record Files

Description:  Documents relating to paying for medical treatment of cancer patients who are eligible for state aid.

Retention:  6 years

0405-03-056 | CDC Data Systems, Rules of Behavior for the Use of CDC Data Systems (Employee Signed Agreements)

Description:  NHM&E ROB for CDC data systems. These records include employee signed agreements to abide by the policies and practices related to National HIV Prevention Program Monitoring and Evaluation data and web-based reporting.

Retention:  1 calendar year after separation of employee from the agency

0405-01-001 | Certificate of Death Files

Description:  Death Certificates of individuals who die in Georgia.

Retention:  Permanent

0405-01-002 | Certificate of Live Birth Files

Description:  Birth Certificates of individuals who are born in Georgia.

Retention:  Permanent

0405-01-003 | Changes Due to Adoption, Legitimation, Delegitimation, and Change of Name Files

Description:  Name changes of persons who are born in Georgia.

Retention:  Permanent

0405-04-013 | Child Client Health Records

Description:  Records pertaining to clients younger than 18 years of age.

Retention:  28 years (age of majority plus ten years)

0405-02-014 | Childcare Center Immunization Assessment Inventory

Description:  Documents relating to surveying licensed childcare centers for immunizations certificates for each child. Included are immunization inventory of Childcare Centers (DPH/DCS(3)-50) identifying county, name and address of center, number of children enrolled, breakdown of childcare facility enrollment, facility compliance rate, child compliance rate, date of assessment, and assessment conducted by.

Retention:  2 years

0405-04-014 | Children’s High Risk Screening and Case Management Records (Babies Can’t Wait, Children’s First)

Description:  Documents relating to health services provided to Babies Can't Wait and Children's First clients.

Retention:  5 years

0405-05-001 | Children’s Medical Services Health Records

Description:  All health records pertaining to clients seen by Children's Medical Services. These records are composed of a patients health record, including but not limited to: evaluations, diagnoses, prognoses, laboratory reports, x-rays, prescriptions, and other technical information used in assessing the patient's conditions.

Retention:  28 years (age of majority plus ten years)

0405-03-043 | Community Environmental Health Assessments

Description:  Documents relating to the assessment of communities as to the potential impact of environmental factors and practices that may affect the public health. These records may include documents covering community surveys; geologic information; air, water, soil, and other environmental sampling and testing documents; meeting notes; needs assessments; technical assistance reports; education materials; policy and planning recommendations; project management documents; vendor contracts; and individual correspondence documents.

Retention:  20 years

0405-03-006 | Council on Maternal and Infant Health Director’s Subject Files

Description:  All documents relating to all areas of responsibility of the director of health protection and his/her staff.

Retention:  Permanent

0405-02-001 | County Board of Health Minutes of Meetings

Description:  Minutes of meetings of county boards of health.

Retention:  Permanent

0405-02-002 | County Health Client Immunization Files

Description:  Immunization files for each county.

Retention:  100 years after creation or after death of individual

0405-02-003 | County Health Department Annual Reports

Description:  Annual reports for each county health department.

Retention:  Permanent

0405-02-004 | County Health Department Audit Reports

Description:  Audits are conducted by independent auditors hired by the county every year and are reviewed.

Retention:  5 years

0405-02-005 | County Health Department Client Service Record Reference Files

Description:  All files related to clients served by the County Health Department.

Retention:  10 years

0405-02-006 | County Health Department Financial and Fiscal Files

Description:  All files related to financial services during the fiscal year.

Retention:  4 years after audit

0405-02-007 | County Health Department Lab Test Reports

Description:  All reports related to lab tests.

Retention:  10 years

0405-02-008 | County Health Department Master Index Clinic Record

Description:  Master index of all clinical records.

Retention:  20 years

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