Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Ports Authority, Georgia

Total entries: 81   (Listed alphabetically by title)


1981-0369A | Employee Listing with Year-To-Date Earnings

Description:  Employees' earnings.

Retention:  4 years.

Vital Record:  FALSE


1979-0135 | Employees’ Fingerprint Cards

Description:  Fingerprints taken of all G.P.A. personnel.

Retention:  Retain until employee is terminated then place Copy 1 in employee's personnel file and destroy Copy 2.

Vital Record:  FALSE


1979-0023 | Fire Inspection Report File

Description:  Fire inspection of G.P.A. facilities.

Retention:  2 years.

Vital Record:  FALSE


1983-0803 | Foreign Trade Magazines and Newsletters

Description:  Foreign Trade and Trade Development.

Retention:  2 years.

Vital Record:  FALSE


1978-0244A | General Ledger Work Papers and Computer Printout Files

Description:  Information contained in the General Ledger.

Retention:  3 years after audits completed.

Vital Record:  FALSE


1978-0249A | Group Medical Insurance Claim File

Description:  Group Medical Insurance Claims which are a result of a personal illness or injury not job related.

Retention:  3 years or until audit is completed, whichever is later.

Vital Record:  FALSE


1979-0025 | In Bond Ships Files

Description:  Controlling the shipment of cargo received from other ports.

Retention:  7.5 years.

Vital Record:  FALSE


1979-0026A | Individual Ship Export Files

Description:  Documenting the outgoing of cargo on various ships.

Retention:  7 years.

Vital Record:  FALSE


1979-0027A | Individual Ship Import Files

Description:  Documenting the incoming cargo of various ships.

Retention:  7 years.

Vital Record:  FALSE


1978-0240A | Insurance Policies Files

Description:  Insurance policies for G.P.A.

Retention:  4 years after policy expires and all claims settled.

Vital Record:  FALSE


1979-0015 | Interchange File

Description:  History of when a container was received on GPA property or when the container was moved.

Retention:  4 years.

Vital Record:  FALSE


1979-0008A | Invoice Files

Description:  Collecting fees for services rendered.

Retention:  7 years.

Vital Record:  FALSE


1979-0003A | Lease Files

Description:  Leases with industrial and commercial agencies for use of space provided by Georgia Ports Authority.

Retention:  8 years after lease expires.

Vital Record:  FALSE


1979-0016 | Line Release File

Description:  Receiving release notices on containers from shipping lines.

Retention:  5 years.

Vital Record:  FALSE


1979-0136A | Loss and Pilferage Reports

Description:  Loss or pilferage of cargo at G.P.A. facilities by theft or shortage.

Retention:  1 year.

Vital Record:  FALSE


1987-0010 | Maintenance Work Orders

Description:  Requests for maintenance to be performed on structures end equipment.

Retention:  2 years.

Vital Record:  FALSE


1982-0046 | Management of Bulk Cargo Sales and Inland Port Development Files

Description:  SaIes and Port DeveIopment.

Retention:  5 years.

Vital Record:  FALSE


1985-0050 | Manifest Report File

Description:  Import loads from container vessels and Iimlted breakbulk cargo.

Retention:  Paper: 6 months. Microfiche: Retain for useful life.

Vital Record:  FALSE


1985-0007 | Manpower File

Description:  Manpower activity at Georgia Ports Authority.

Retention:  2 years.

Vital Record:  FALSE


1983-0817 | Master Employee Listing

Description:  Employees of Georgia Ports Authority.

Retention:  5 years.

Vital Record:  FALSE


1979-0009 | McBee Cards File

Description:  Computing the tonnage handled by commodity at the various import, export, or warehouse facilities.

Retention:  2 years.

Vital Record:  FALSE


1983-0801 | Monthly Budget Reports (Reference File)

Description:  The Georgia Ports Authority's Operating Budget.

Retention:  5 years.

Vital Record:  FALSE


1980-0404 | Operations Administrative Office Activity Files

Description:  Activities performed by the Operations Division.

Retention:  3 years.

Vital Record:  FALSE


1980-0211 | Operations Administrative Officer Customer Account Files

Description:  Business transactions between Georgia Ports Authority and customers, container lines, shipping companies, forwarders, brokers and agents.

Retention:  5 years.

Vital Record:  FALSE


1979-0005A | Overtime Listing File

Description:  A breakdown of hours worked; straight time, overtime, holiday, vacation, etc.

Retention:  4 years.

Vital Record:  FALSE


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