Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Human Services, Department of

Total entries: 329   (Listed alphabetically by title)


1978-0087 | Crisis Intervention Application Files

Description:  Paying utility bills for eligible clients.

Retention:  3 years

Vital Record:  FALSE


1973-0490 | Cuban Refugee Assistance Files

Description:  The administration of monthly Assistance Payments to Cuban Refugees.

Retention:  Social History file: Permanent. Financial Files: 5 years.

Vital Record:  FALSE


1977-0169A | Data Questionnaire - Joint Hospital Statistics Files

Description:  Collecting statistical information for use in hospital care health planning and resource development in Georgia.

Retention:  Permanent

Vital Record:  FALSE


0000-0206 | Deceased and Old Age Assistance Files

Description:  Dead and Old Age Assistance Cases.

Retention:  1 year

Vital Record:  FALSE


1980-0214 | DFACS Public Assistance Correspondence Files

Description:  Receiving and answering requests for information concerning the Public Assistance Program in Georgia.

Retention:  1 year

Vital Record:  FALSE


1982-0221 | DFCS Zero Base Budget Projection, Analysis, and Estimates Files

Description:  Projecting, analyzing, and estimating the annual budget for the Department of Family and Children Services (DFCS).

Retention:  5 years

Vital Record:  FALSE


1983-0855 | DFSC Self Assessment Document (Total County Review)

Description:  Recording and analyzing county DFCS offices performance and effectiveness.

Retention:  Every fourth year (beginning FY80): Permanent. All others: 5 years

Vital Record:  FALSE


1986-0073M | DHR Complaint Procedure File

Description:  Documents relating to recording complaints filed by employees under the DHR Employee Complaint Procedure.

Retention:  Central Office: 5 years after final decision is received and no appeal is pending. Other offices: 1 year after final decision and no appeal is pending

Vital Record:  FALSE


1976-0173 | DHR Proposed Legislation Reference Files

Description: 

Retention:  Permanent

Vital Record:  FALSE


1973-0495 | Disability and Supplemental Security Income Determination Files

Description:  The determination of degree of disability and/or eligibility for supplemental security income payments under Titles II and XVI of the Social Security Act.

Retention:  18 months after case is closed.

Vital Record:  FALSE


0427-0027 | Division of Family and Children Services Foster Care Child Records

Description:  Records of children placed in DFCS foster care

Retention:  Retain until child reaches 23 years of age

Legal Citation:  DFCS Social Service Policy Manual, Chapter 70.5, Foster Care Records Management and Retention Section

Vital Record:  FALSE


1978-0309 | Duplicating and Photo-reproduction Job Control Files

Description:  Control of jobs performed by commercial State contractors, commercial printing plants or photo shops.

Retention:  2 years

Vital Record:  FALSE


1977-0216 | Emergency Medical Technician-Ambulance Case Files

Description:  Maintaining case files for individuals certified as Emergency Medical Technicians-ambulance.

Retention:  1 year after termination of EMT-A Certification

Vital Record:  FALSE


1975-0255 | Emergency Planning Files

Description:  Maintaining emergency plans in DHR Institutions containing provisions for emergency relief and continuity of operations in cases of major disasters, i.e. fire; storms (tornados, hurricanes, severe wind storms, earthquakes); explosion (electrical, steam, fuel or natural gas, nuclear); bomb threats.

Retention:  Retain for useful life

Vital Record:  TRUE


1975-0254 | Emergency Planning Test and Exercise Report Files

Description:  Maintaining various reports of tests and exercises performed to evaluate Emergency Plans developed for emergency situations at DHR Institutions.

Retention:  3 years

Vital Record:  FALSE


1982-0065M | Employee Salary Garnishment Record File

Description:  Documents relating to maintaining a record of employee wage garnishment.

Retention:  4 years

Vital Record:  FALSE


1982-0003 | Energy Assistance Application Files

Description:  Processing applications (from residents of Georgia) for financial help with home energy costs through Federal grants.

Retention:  Energy Assistance Office/County Offices: 3 years

Vital Record:  FALSE


1973-0294 | Environmental Impact Statement File (Copies submitted to Human Services for review)

Description: 

Retention:  2 years

Vital Record:  FALSE


1973-0345 | Epidemiology Data Study File

Description:  The collection of raw data to be compiled and analyzed over a period of time.

Retention:  Retain until completion of raw data

Vital Record:  FALSE


1977-0101 | EPSDT (Early Periodic Screening Diagnosis and Treatment) Client Appointment Files

Description:  Scheduling appointments at County Health Departments for children eligible for Early Periodic Screening Diagnosis and Treatment (ESPDT).

Retention:  See original retention documentation

Vital Record:  FALSE


1976-0239A | Equal Employment Opportunity Commission (EEOC), Office of Fair Employment Practices (OFEP), DHR Equa

Description:  Investigating employee/applicant grievances concerning employment.

Retention:  5 years after final disposition of charge or action.

Vital Record:  FALSE


1990-0010 | Equipment Status Change File

Description:  Request for an equipment status change, i.e. : surplus, destruction, theft or loss.

Retention:  Consult Archives

Vital Record:  FALSE


0000-0229 | Expenditure Voucher Files

Description:  Documenting agency expenditures for goods, equipment and services.

Retention:  5 years or until audit/unresolved claims resolved, whichever is longer

Vital Record:  FALSE


1985-0056 | Facilities Criminal Records Check Application Files

Description:  Researching and recording the criminal history of directors and employees of all types of Child Care Facilities and Personal Care Homes.

Retention:  7 years

Vital Record:  FALSE


1973-0344 | Fair Hearing Case Record Files

Description:  Documents relating to processing, conducting, and decision making on all programmatic and administrative areas of the Department where hearings are required.

Retention:  3 years

Vital Record:  FALSE


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