Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Juvenile Justice, Department of

Total entries: 31   (Listed alphabetically by title)

0461-0008 | Central Office Youth Commitment Case Files - Case Closed

Description:  Central file of all youth who have been committed to the custody of the department.

Retention:  Retain until youth reaches age 23

0461-0019 | Class Rolls

Description:  Lists of students in each class.

Retention:  5 years

0461-0007 | Court Service Worker & Community-based Program Youth Case Files

Description:  Documents relating to the care and supervision of juveniles by court service workers in community-based programs in lieu of institutionalization.

Retention:  Retain until youth reaches age 23.

0461-0020 | Criterion Reference Test Results

Description:  Records documenting staterequired standardized student testing programs.

Retention:  Summaries: 10 years; Results: 4 years

0461-0021 | Curriculum Course Guides

Description:  Handbook documenting the content, objectives, and evaluation criteria for all school courses.

Retention:  Permanent. Retain 1 copy.

0461-0033 | Detex (on CD)


Retention:  1 year

0461-0004 | Facility Log Books


Retention:  3 years after date of last entry

0461-0014 | Grade Reports

Description:  Reports of individual test scores and average course grades.

Retention:  5 years

0461-0022 | Graduate Lists

Description:  Lists of graduates.

Retention:  Permanent

0461-0010 | Interstate Compact Youth Case File - Case Closed (Inactive)


Retention:  Retain until youth reaches age 23

0461-0009 | Legal Services Youth Case Files - Case Closed (early termination, legal diversion, early release, ex

Description:  Case files of youth who are being evaluated for early termination, release, or extension of sentence.

Retention:  Retain until youth reaches age 23

0461-0002 | Monthly Population Reports

Description:  Reports from regional youth development councils (RYDCs), youth development councils (YDCs), and community based programs.

Retention:  1 month

0461-0005 | Regional Youth Development Council (RYDC) Youth Case Files - Closed Cases

Description:  Records documenting an individual's stay with an RYDC facility. Includes juvenile complaint forms, certificates of discharge, court petitions, orders for detention and related records.

Retention:  Retain until youth reaches age 23.

0461-0023 | Requests for Transcripts

Description:  Records documenting requests from former students for copies of their records.

Retention:  1 year

0461-0011 | RYDC & YDC Client Medical Records - Case Closed

Description:  Medical records for youth under the care of the department.

Retention:  Retain until youth reaches age 27

0461-0012 | RYDC & YDC Youth Regular Education Files - Case Closed

Description:  Individual student admissions and related records (does not include the academic transcript).

Retention:  Retain until youth reaches age 23

Legal Citation:  O.C.G.A. 20-2-720

0461-0013 | RYDC & YDC Youth Special Education Files - Case Closed

Description:  Individual student records for the special ed program.

Retention:  Permanent.

Legal Citation:  34 CFR 300.573

0461-0024 | Safe and Drug Free School Records

Description:  Records documenting the activities and initiatives sponsored.

Retention:  3 years

0461-0018 | School Attendance Reports

Description:  Records documenting attendance of required hours of study for students.

Retention:  5 years

Legal Citation:  O.C.G.A. 20-2-697

0461-0017 | School Board Appointment Records

Description:  Appointments to the school board which has oversight of the school system.

Retention:  Permanent (as of 1/1/2001)

0461-0015 | School Psychologist/Psychometrist Files

Description:  Records, such as student evaluations, created by the school system psychologist or psychometrist.

Retention:  5 years

0461-0016 | Special Education Program Selection and Placement Requirements Documentation

Description:  Core documentation of admission criteria and program requirements.

Retention:  Permanent (as of 1/1/2001)

0461-0003 | Special Incident Records - Closed Investigations

Description:  Includes special incident reports, databases, and records of field and central office investigations including video and photographic documentation.

Retention:  10 years after completion of investigation

0461-0025 | Standardized Examination Reports

Description:  Records documenting state required standardized student testing programs.

Retention:  4 years

0461-0026 | Student Support Team Files

Description:  Records supporting the identification and recommended modifications in student behavior.

Retention:  2 years

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