Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Corrections, Department of

Total entries: 55   (Listed alphabetically by title)

0467-0010 | Accountability Logs

Description:  Documentation of location or destination of an inmate when he or she leaves their assigned dormitory or housing unit.

Retention:  6 months.

0467-0001 | Adverse Actions

Description:  Records documenting disciplinary actions against employees in which the employee has exhausted the appeal process and the final determination has been made.

Retention:  5 years

0467-0011 | Audits of Compliance and Corrective Action

Description:  Documentation of review and evaluation of functions and operations of correctional facilities and probation offices.

Retention:  5 years

1978-0206 | Briefing Summaries

Description:  Documents relating to succinct information report in simple tables, statistics, and language narrative relating to areas of concern among policy-level staff of the agency.

Retention:  Permanent

0467-0012 | Corrections Master Food Reports

Description:  Monthly, Quarterly and Annual reports of Master menu files including food cost and food inventory reports.

Retention:  6 years.

Legal Citation:  Georgia Department of Corrections Board Rule #125-4-3-.03 Menu.

1981-0415 | Cumulative Academic or Vocational Student Record File

Description:  Documents relating to recording academic or vocational training of individual students in state correctional institutions.

Retention:  5 years

2000-0012 | Death Watch Daily Activity Log Books

Description:  Daily accounts of inmates and staff activities specifically for those inmates within the death sentence unit of the correctional facility.

Retention:  Permanent

0467-0005 | Detainee Health Record (Medical Record)

Description:  Documents relating to medical care provided to detainees. Includes GA Dept. of Corrections medical information and forms.

Retention:  10 years

1982-0051-02 | Diversion Center Residents Case History Files

Description:  Records documenting a detainee's stay at a diversion center.

Retention:  4 years

1974-0131 | Escaped Inmate Personnel File

Description:  Documents relating to the individual chronological history of incarceration and reports of escape of the active escaped inmate.

Retention:  50 years

1975-0230 | Farm Inspection Reports

Description:  Documents relating to maintaining inspection reports and farming operations reports of the various correctional insitutions throughout the State.

Retention:  5 years

0467-0023 | Fire Safety and Inspection Files

Description:  Monthly, Quarterly, and Annual fire safety and inspection reports.

Retention:  5 years

Legal Citation:  NFPA Life Safety Codes, Georgia Code Title 8, Building and Housing, Title 25, Fire Protection and Safety.

2000-0010 | General Daily Activity Log Books

Description:  Daily accounts of inmates and staff activities specifically for those inmates within the correctional facility.

Retention:  4 years

1973-0464 | Georgia Probationers in Other States Files

Description:  Documents relating to case material on Georgia probationers supervised by other states.

Retention:  5 years

1983-0848 | Head Count Forms

Description:  Documents relating to accounting for inmates at various times during the day.

Retention:  30 days

2001-0002 | Incident Reports

Description:  Incident Reports relating to inmates and Departmental personnel containing sttements of those concerned reflecting circumstances of incident by inmate, personnel, and summary log.

Retention:  3 years

1978-0154 | Independent and Cooperative Research or Evaluation Reports

Description:  Documents relating to maintaining copies of reports prepared under contract or developed by individual scholars or students as private (but sanctioned) reviews of DOR programs or operations.

Retention:  Permanent

1979-0088 | Inmate Account Files (Division-wide Common)

Description:  Documents relating to recording funds deposited to and withdrawn from individual inmate accounts.

Retention:  3 years and completion of internal audit

1986-0017A | Inmate Claims Against the State Files

Description:  Documents relating to investigating claims filed by State inmates with the State Claims Advisory Board requesting monetary compensation for lost or stolen personal property, and preparing Statements of Findings and Recommendations relative to the claims for submission to the Board.

Retention:  5 years

0467-0015 | Inmate complaints, grievances and disciplinary appeal files.

Description:  Inmate grievances, complaints, disciplinary appeals, disciplinary hearing officer reports and letters of dispositions.

Retention:  3 years.

1986-0004 | Inmate Correspondence Monthly Summary Report File

Description:  Documents relating to recording the number of complaints, grievances and correspondence generated by state inmates per month, listed by institution.

Retention:  4 years

1974-0112A | Inmate Personnel Files

Description:  Documents relating to the record copy of chronological documentation of an inmate's incarceration.

Retention:  Prior to 1943: Permanent; 1943-1969: 15 years; 1970-forward: 15 years

1974-0109 | Institutional Evaluation Report File

Description:  Documents relating to the routine periodical evaluation of state and county correctional institution and any requested evaluation of other departmental facilities.

Retention:  Permanent

1974-042A | Institutional Inmate Case History File

Description:  Documents relating to individual inmates chronological history of incarceration.

Retention:  3 years. Exception: for parolees from life sentences: 10 years from date of parole

1978-0155 | Inter-Agency Evaluation Reports

Description:  Documents issued by this and other agencies reporting jointly determined assessments of jointly operated programs.

Retention:  Permanent

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