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)


0405-03-035 | Onsite Sewage Management System Soil Classifier 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 to assess soil conditions for use of onsite sewage management systems. These records may include training and testing records, insurance documents, contact information, payment records, and individual correspondence documents.

Retention:  10 years after company registration expires


0405-03-034 | Onsite Sewage Management Systems Construction Records

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


0405-03-039 | Onsite Sewage Management Systems Contractor Certification Records

Description:  Documents relating to the training, testing, and payment activities required for an individual to become or remain a certified onsite sewage management system installer or septage pumper. These records may include training and testing records, contact information, payment records, and individual correspondence documents.

Retention:  5 years after company registration expires


0405-04-002 | Physical Health Education and Training Unit Subject Files

Description:  All files related to physical health education.

Retention:  5 years


0405-03-029 | Public Swimming Pool Equipment and Product Review Records

Description:  Documents relating to the assessment and/or approval of products used in the construction of public swimming pool facilities. 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


0405-03-030 | Public Swimming Pool or Spa Facility Plan Review Records

Description:  Documents relating to the review of plans for construction or renovation of public swimming facilities, including water parks and spas. These records may include blueprints, engineering reports, equipment and finishing schedules, construction inspection documentation, and individual communication records.

Retention:  3 years after closure


0405-03-031 | Public Swimming Pool Permits

Description:  Documents relating to the permitting of public swimming pool and spa establishments. These records may include permit certificates, photos, sampling and testing results, and individual communication records.

Retention:  10 years after closure


0405-03-048 | Refugee Health Assurance Forms and Domestic Health Assessment

Description:  New Arrival Data Assurance Form and Health Information Data. New arrival sociodemographic data with overseas medical information. Health invoices based on domestic health assessment at specific county health departments. Information includes TB, HIV, STD, Hep B, and Chronic Health Information and referral(s).

Retention:  7 years


0405-01-008 | Request for Search of Records Files (Containing Legal Documents)

Description:  Records documenting requests for documents such as school records, army discharge, etc.

Retention:  5 years


0405-01-009 | Request for Search of Records Files (Non-Fee Legitimations)

Description:  Search files for names, deaths, and marriages with no fees involved.

Retention:  7 years


0405-01-010 | Request for Search of Records Files (Routine Requests, Correspondence, Certificates)

Description:  Regular requests for searches involving all certificates. Also includes correspondence when there are fees involved.

Retention:  1 year


0405-03-028 | Sanitation Surveys of Structures for Human Habitation

Description:  Documents relating to the assessment of structures as to the potential impact of environmental factors that may be detrimental to individual human health or public health. These records may include documents covering court actions, criminal citations, official notices, documented education efforts, written communications, investigation notes, photos, and personal data.

Retention:  10 years


0405-03-050 | School and Childcare Database (SCAD)

Description:  Database is comprised of data collected during the surveying of licensed childcare centers, including kindergarten and sixth grade immunizations certificates for each child. Included are immunization inventory 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:  5 years


0405-03-020 | School Based Flu (SBF)

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

Retention:  3 years


0405-03-009 | Sexually Transmitted Disease (STD) Activity and Case Report Files

Description:  Positive STD case reports of gonorrhea and chlamydia from patients that reside in Georgia reported to the state office. Field records and interview records are used to document STD case investigations. These documents may contain patient demographics, symptom/signs, diagnosis, treatment, and follow-up of an individual patient and their partner(s).

Retention:  20 years from date of last service


0405-03-004 | Solid Waste County Resources Case File

Description:  Records relating to actions based on local solid waste ordinances, such as health impact assessments and complaints.

Retention:  7 years


0405-06-004 | State Laboratory Licensure Survey Files

Description:  Records documenting the surveying of medical laboratories to determine compliance with the Georgia laboratory Licensure Law, 1970.

Retention:  5 years


0405-03-018 | Surface Water Impoundment Records

Description:  Documents relating to permanent man-made surface water impounding. These records may include water impounding permits, site evaluations, water sample test results, plans, and equipment descriptions. These records do not include temporary impounding of surface water for erosion prevention.

Retention:  2 years


0405-03-032 | Swimming Pool and Spa Sanitation Inspection Reports

Description:  Documents relating to the inspection of public swimming pools and spas. These records may include training materials, photos, sampling and testing results, and individual communication records.

Retention:  10 years


0405-03-010 | Syphilis Records

Description:  Positive STD case reports of syphilis from patients that reside in Georgia reported to the state office. Field records and interview records are used to document STD case investigations. These documents may contain patient demographics, symptom/signs, diagnosis, treatment, and follow-up of an individual patient and their partner(s).

Retention:  20 years from date of last service


0405-03-027 | Tattoo and Body Art Facility and Personnel Records

Description:  Documents relating to the assessment of tattoo and body art practice structures as to the potential impact of environmental factors and practices that may be detrimental to individual human health or public health. These records may include documents covering court actions, criminal citations, official notices, documented education efforts, written communications, investigation notes, photos, personal data, plan review documentation, inspection and permitting information, training records, and personal medical information.

Retention:  3 years after closure


0405-03-026 | Tourist Accommodation Facility Plan Review Records

Description:  Documents relating to the review of plans for construction or renovation of tourist accommodation establishments; including hotels, motels, cabins, bed and breakfast inns, recreational vehicle parks, and camping facilities. These records may include blueprints, engineering reports, equipment and finishing schedules, construction inspection documentation, and individual communication records.

Retention:  3 years after closure


0405-03-016 | Tourist Accommodation Permits

Description:  Documents relating to the permitting of tourist accommodation establishments, including hotels, motels, cabins, bed and breakfast inns, recreational vehicle parks, and camping areas. These records may include permit certificates, photos, sampling and testing results, plans, specifications, review documents, and individual communication records required for the application and permitting of tourist accommodation facilities.

Retention:  10 years after closure


0405-03-049 | VFC Provider Files

Description:  Documents consist of monthly provider reports, provider profiles, replacement letters, and invoices for the Georgia Immunization Program.

Retention:  3 years


0405-01-011 | Vital Statistics Annual Computer Output Microfilm (COM) Reports

Description:  Records documenting the recording of annual vital statistical totals, in various arrangements, for: live births, spontaneous and induced abortions, deaths, infant mortality, maternal mortality, marriages, divorces, and annulments from vital records certificates.

Retention:  Permanent


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