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)


0405-04-010 | Georgia Report of Spontaneous Abortion or Stillbirth (Fetal Death) Files (Reference Copy)

Description:  Spontaneous abortions or stillbirth (fetal deaths) which occur in Georgia.

Retention:  Reports required by Women's Right to Know Act retain permanently; Reports sent by doctors retain for 10 years.


0405-03-007 | Gonorrhea Culture Test Report Files

Description:  Lab reports of test results for gonorrhea.

Retention:  2 years


0405-03-008 | Gonorrhea Screening Culture Test Results Files

Description:  Receiving reports (from counties state-wide) of results of gonorrhea culture tests, and reporting of these findings, quarterly, to the CDC.

Retention:  10 years


0405-04-016 | Health Promotion & Disease Prevention

Description:  Records documenting health promotion and disease prevention including: Contracts, Notice of Awards, Grant Applications, Budgets, and Human Resources

Retention:  7 years


0405-03-022 | HIV Prevention Contract Binders

Description:  Contract binders containing information related to funds disbursed from HIV Prevention Unit. Maintained for each contract/GIA 12 month grant cycle. Binders may contain confidential tax records and identification numbers.

Retention:  7 years after contract expiration


0405-03-055 | HIV Prevention Section Data Security and Confidentiality (Employee Signed Agreements)

Description:  HIV Prevention Data Security and Confidentiality Guidelines. The records included in these files are the employee signed documents agreeing to abide by the established policies and practices related to HIV counseling and testing data security and confidentiality.

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


0405-03-054 | HIV Prevention Section Policies and Procedures

Description:  HIV Prevention Standard Operating Procedures. The records included in these files are documents or schematics that outline the standard operating practice for business processes.

Retention:  3 years


0405-03-053 | HIV Prevention Section Reports and Publications

Description:  HIV prevention reports and publications. The records included within these files are recurring or ad hoc, annual or semi-annual, analytic and narrative reports that describe HIV testing, the epidemiology of HIV, or related content.

Retention:  Permanent


0405-03-052 | HIV Prevention Services Records

Description:  HIV prevention health education and risk reduction forms. The files referred to in this schedule are records which document the delivery of a public health supported behavioral intervention.

Retention:  7 years


0405-03-051 | HIV Testing Records

Description:  HIV counseling and testing forms. The files included in this schedule refer to records documenting the delivery of a public health supported test for HIV.

Retention:  7 years


0405-02-010 | Immunization Annual Summary Report Files (District and County Offices)

Description:  All reports related to all immunization records.

Retention:  5 years


0405-03-019 | Immunization ARRA-School Based Flu (SBF)

Description:  Database is comprised of data collected during the School Based Flu Immunization Project for ARRA. Included in the files are immunization records that contain the county file which includes the consent forms with patient demographic information.

Retention:  Retain for useful life


0405-02-011 | Inactive County Health Department Syphilis Case Files

Description:  All inactive files related to syphilis cases.

Retention:  21 years after creation


0405-02-012 | Inactive County Health Department TB Case Files

Description:  All inactive files related to TB cases.

Retention:  21 years after creation


0405-03-003 | Institutions/Colleges Food Establishment Files

Description:  Compliance of food establishments to state regulations.

Retention:  1 year


0405-02-015 | Kindergarten and Sixth Grade Immunization Assessment Inventory

Description:  Documents relating to inventory of immunizations certificates for each kindergarten and sixth grade student. Included are immunization inventory of school identifying county, name of school, type of school, number of children enrolled, breakdown of school enrollment, school compliance rate, student compliance rate, date of assessment, and assessment conducted by.

Retention:  2 years


0405-06-003 | Laboratory Licensure Fee Receipt Files

Description:  Maintaining records of fees received for licensing medical laboratories and the directors of those laboratories.

Retention:  1 year


0405-03-033 | Land Subdivision Construction Records for Structures to use Onsite Sewage Management Systems

Description:  Documents relating to the review of plans for, and the inspection of construction, addition, or modification of land subdivisions allowed under the rules of the Department of Public Health. These records may include blueprints, engineering reports, equipment and finishing schedules, soil analysis, waste stream analysis, elevation surveys, site plans, water use records, construction inspection documentation, photographs, and individual communication records.

Retention:  2 years after system is removed or destroyed


0405-01-007 | Marriage Application and License Files

Description:  Marriage applications and licenses issued in Georgia.

Retention:  Permanent


0405-03-024 | Notifiable Disease Case Reports

Description:  These case reports capture all demographic, clinical, exposure, and treatment information about the affected patient and any pertinent close contacts (if the disease is communicable). Notifiable disease case reports are most often collected electronically via a secure web-based application called the State Electronic Notifiable Disease Surveillance System (SendSS) and stored in this centralized database, but occasionally reports are collected via phone or fax, resulting in a paper record.

Retention:  Permanent


0405-02-013 | Office of Nursing Services Director’s Subject Files

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

Retention:  Permanent


0405-03-036 | Onsite Sewage Maintenance System Maintenance Records

Description:  Documents relating to the maintenance of onsite sewage management systems. These records may include tank pumping reports, mechanical service records, parts documentation, and contractor contact information.

Retention:  2 years after system is removed or destroyed


0405-03-038 | Onsite Sewage Management System Contractor Company Registration Records

Description:  Documents relating to the training, testing, and payment activities required for a company to become or remain a registered contractor for onsite sewage management system installation, repair, or septage removal. These records may include training and testing records, contact information, payment records, and individual correspondence documents.

Retention:  5 years after company registration expires


0405-03-040 | Onsite Sewage Management System Failure Reports

Description:  Documents relating to the assessment of failing onsite sewage management systems to determine the factors contributing to system failure. These records may include blueprints, engineering reports, equipment and finishing schedules, soil analysis, waste stream analysis, elevation surveys, site plans, water use records, construction inspection documentation, photographs, and individual communication records.

Retention:  2 years


0405-03-037 | Onsite Sewage Management System Product Review Records

Description:  Documents relating to the assessment and/or approval of products used in the construction of onsite sewage management systems. These records may include sales, testing, production control, design, and review documentation. These records may contain proprietary information and must remain secured.

Retention:  10 years


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