Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Corrections, Department of

Total entries: 64   (Listed alphabetically by title)


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

Vital Record:  FALSE


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

Vital Record:  FALSE


1977-0067 | Institution Correspondence Files

Description:  Documents relating to maintaining correspondence to and from instituions concerning escapes, accidents or incidents that need to be documented.

Retention:  5 years

Vital Record:  FALSE


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

Vital Record:  FALSE


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

Vital Record:  FALSE


1978-0155 | Inter-Agency Evaluation Reports

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

Retention:  Permanent

Vital Record:  FALSE


1977-0068 | Investigations Case Files

Description:  Documents relating to maintaining records of all investigations conducted by the Internal Affairs Division.

Retention:  Permanent

Vital Record:  FALSE


0467-0014 | Investigations/Case Files/Audio Tapes

Description:  Investigative reports, field investigation reports and correspondence, sworn statements, evidence and transcripts of taped interviews, summary sheets, detailed reports and other correspondence relating to the investigation of an incident or incidents.

Retention:  20 years.

Vital Record:  TRUE


0467-0002 | Investigations/Case Files/Cassette Tapes

Description:  The Internal Investigations Division is responsible for reviewing and, when necessary, conducting investigations of misfeasance, malfeasance, and criminal activity of state inmates, employees and those within the jurisdiction of the Georgia Department of Corrections. The series consists of investigative reports, field investigation reports, sworn statements, evidence, and transcripts of taped interviews, summary sheets, detailed reports and other related correspondence.

Retention:  20 years

Updated:  March 04, 2002


1973-0523 | Master Menu Files

Description:  Documents relating to the Food Service Program of the State penal institutions.

Retention:  Permanent

Vital Record:  FALSE


1982-0555 | Monthly Education Reports

Description:  Documents relating to the attendance of students enrolled in school.

Retention:  1 year and completion of federal audit

Vital Record:  FALSE


0467-0009 | Official Count Forms

Description:  Documentation of the official count of the number of inmates that are in all areas of an institution.

Retention:  6 months.

Vital Record:  TRUE


0000-0178 | Official Minutes of the Board of Corrections

Description:  Documents relating to the official minutes of the Board of Corrections.

Retention:  Permanent

Vital Record:  FALSE


1980-0225A | Orientation Training Program (OTP) Files

Description:  Documents relating to providing classroom instruction for correctional officers, security personnel, and other staff who work directly with inmates, including some food services and maintenance personnel, chaplains, etc.

Retention:  14 years

Vital Record:  FALSE


1980-0226 | Orientation Training Program Graduates/Incompletions Memoranda File

Description:  Documents relating to notifying the Departmental Personnel Officer that employees have passed or failed required orientation training programs.

Retention:  3 years

Vital Record:  FALSE


1980-0227A | Orientation Training Program Test Papers Files (Answer Sheets)

Description:  Documents relating to maintaining test answer sheets completed by trainees.

Retention:  14 years

Vital Record:  FALSE


1982-0029 | Out Client Probationers Payment Ledger Card Files

Description:  Documents relating to paying fines, court costs, lawyer fee, restitution and child support, when applicable

Retention:  4 years

Vital Record:  FALSE


0000-0179A | Plans and Specifications File

Description:  Documents relating to maintaining construction data on buildings and facilities owned or leased by the Department.

Retention:  Permanent

Vital Record:  FALSE


1980-0263A | Probation Compact Case Files

Description:  Documents relating to case material on Georgia and out of state probationers supervised by other states and by out of state probationers supervised by Georgia

Retention:  2 years

Vital Record:  FALSE


1984-0055 | Probation Office Bank Statement File

Description:  Documents relating to accounting for payments received by probation supervisors from probationers for fines, court costs, probation supervision fees, restitution, and child support, as ordered by sentencing courts as part of probation orders.

Retention:  6 years

Vital Record:  FALSE


1982-0223 | Probation/Parole Workload Monthly Summary Report

Description:  Documents relating to summarizing monthly workload activities of probation/parole supervisors throughout the State.

Retention:  1974-March 1981: 10 years; April 1981 - present: 1 year

Vital Record:  FALSE


0467-0007 | Probationer Case History Files

Description:  Documents relating to recording supervision and progress of probationers assigned to State Probation Offices.

Retention:  Retain 3 years following fulfillment of terms of probation or release by the court prior to termination of probation.

Vital Record:  FALSE


1978-0156 | Program Evaluation Reports

Description:  Bound and authored documents describing the effectiveness and efficiency of various rehabilitative sevices provided to correctional clients.

Retention:  4 years

Vital Record:  FALSE


0000-0083 | Public Information Subject Files

Description:  This series consists of institutional files which contain correspondence with wardens, phone contacts, and personnel information. It also contains special project files, short range project files, reports from research and development, investigations information, correspondence logs, speech bank, photographic files and a tape file.

Retention:  Permanent

Vital Record:  FALSE


1983-0850 | Regular Detail Assignment Lists

Description:  Documents relating to accounting for inmates who leave their cells/dorms to report to work details.

Retention:  30 days

Vital Record:  FALSE


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