Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Public Health, Department of   [ Total entries: 103 ]


0405-03-023 | ADAP Data Quarterly Report

Description:  The quarterly report is sent to HRSA electronically. The ADAP (AIDS Drug Assistance Program) data report includes client demographics, information on medication clients received, information on funding received, information on utilization, and expenditures.

Retention:  Retain for useful life


0405-03-015 | ADAP/HICP Application Records

Description:  Records documenting ADAP and HICP application records. The AIDS Drug Assistance Program (ADAP) provide HIV/AIDS medications to low-income individuals living with HIV who have little or no coverage from private or third party insurance. The Health Insurance Continuation Program (HICP) assists eligible HIV patients pay their health insurance premiums.

Retention:  10 years


0405-04-012 | Adult Client Health Records

Description:  Records pertaining to clients older than 18 years of age.

Retention:  10 years


0405-01-012 | Amended Certificate Files

Description:  Changes in birth, death, or marriage certificates.

Retention:  Permanent


0405-04-005 | Breast and Cervical Cancer Screening Program Files

Description:  Documents relating to records of results for breast and cervical cancer screening programs.

Retention:  5 years


0405-04-006 | Cancer Patient Applications for State Aid Files

Description:  Documents relating to the evaluation of applications of cancer patients in Georgia to determine eligibility for receiving state aid to pay for medical treatments.

Retention:  5 years


0405-04-007 | Cancer Patient State-Aid Financial Record Files

Description:  Documents relating to paying for medical treatment of cancer patients who are eligible for state aid.

Retention:  6 years


0405-03-056 | CDC Data Systems, Rules of Behavior for the Use of CDC Data Systems (Employee Signed Agreements)

Description:  NHM&E ROB for CDC data systems. These records include employee signed agreements to abide by the policies and practices related to National HIV Prevention Program Monitoring and Evaluation data and web-based reporting.

Retention:  1 calendar year after separation of employee from the agency


0405-01-001 | Certificate of Death Files

Description:  Death Certificates of individuals who die in Georgia.

Retention:  Permanent


0405-01-002 | Certificate of Live Birth Files

Description:  Birth Certificates of individuals who are born in Georgia.

Retention:  Permanent


0405-01-003 | Changes Due to Adoption, Legitimation, Delegitimation, and Change of Name Files

Description:  Name changes of persons who are born in Georgia.

Retention:  Permanent


0405-04-013 | Child Client Health Records

Description:  Records pertaining to clients younger than 18 years of age.

Retention:  28 years (age of majority plus ten years)


0405-02-014 | Childcare Center Immunization Assessment Inventory

Description:  Documents relating to surveying licensed childcare centers for immunizations certificates for each child. Included are immunization inventory of Childcare Centers (DPH/DCS(3)-50) identifying county, name and address of center, number of children enrolled, breakdown of childcare facility enrollment, facility compliance rate, child compliance rate, date of assessment, and assessment conducted by.

Retention:  2 years


0405-04-014 | Children’s High Risk Screening and Case Management Records (Babies Can’t Wait, Children’s First)

Description:  Documents relating to health services provided to Babies Can't Wait and Children's First clients.

Retention:  5 years


0405-05-001 | Children’s Medical Services Health Records

Description:  All health records pertaining to clients seen by Children's Medical Services. These records are composed of a patients health record, including but not limited to: evaluations, diagnoses, prognoses, laboratory reports, x-rays, prescriptions, and other technical information used in assessing the patient's conditions.

Retention:  28 years (age of majority plus ten years)


0405-03-043 | Community Environmental Health Assessments

Description:  Documents relating to the assessment of communities as to the potential impact of environmental factors and practices that may affect the public health. These records may include documents covering community surveys; geologic information; air, water, soil, and other environmental sampling and testing documents; meeting notes; needs assessments; technical assistance reports; education materials; policy and planning recommendations; project management documents; vendor contracts; and individual correspondence documents.

Retention:  20 years


0405-03-006 | Council on Maternal and Infant Health Director’s Subject Files

Description:  All documents relating to all areas of responsibility of the director of health protection and his/her staff.

Retention:  Permanent


0405-02-001 | County Board of Health Minutes of Meetings

Description:  Minutes of meetings of county boards of health.

Retention:  Permanent


0405-02-002 | County Health Client Immunization Files

Description:  Immunization files for each county.

Retention:  100 years after creation or after death of individual


0405-02-003 | County Health Department Annual Reports

Description:  Annual reports for each county health department.

Retention:  Permanent


0405-02-004 | County Health Department Audit Reports

Description:  Audits are conducted by independent auditors hired by the county every year and are reviewed.

Retention:  5 years


0405-02-005 | County Health Department Client Service Record Reference Files

Description:  All files related to clients served by the County Health Department.

Retention:  10 years


0405-02-006 | County Health Department Financial and Fiscal Files

Description:  All files related to financial services during the fiscal year.

Retention:  4 years after audit


0405-02-007 | County Health Department Lab Test Reports

Description:  All reports related to lab tests.

Retention:  10 years


0405-02-008 | County Health Department Master Index Clinic Record

Description:  Master index of all clinical records.

Retention:  20 years


0405-02-009 | County Health Department Pregnancy Related Services Files

Description:  All files related to pregnancy services.

Retention:  6 years after closure


0405-01-004 | Delayed Birth Certificate Files

Description:  Births in Georgia prior to 1919 and of unregistered individuals.

Retention:  Permanent


0405-01-005 | Director’s Office Subject Files

Description:  Documents relating to all areas of responsibility of the Vital Records Director and his/her staff.

Retention:  Permanent


0405-03-025 | Disease Vector Control Reports

Description:  Documents relating to surveying and control efforts for controlling disease vector animals and arthropods. These include documentation of public education, pest control contracts, applied pesticide labels and application logs, and surveillance performed by or under the direction of a public health authority.

Retention:  10 years


0405-03-021 | Disease Vector Surveillance and Control Reports

Description:  Documents relating to surveying disease vector species population and any control efforts. These records include any information about surveillance or control activities for disease vectors; including, but not limited to: rodents, mosquitoes, ticks, fleas, flies, and other arthropods performed by or under the direction of public health authority.

Retention:  5 years


0405-01-006 | Divorce or Annulment Files

Description:  Divorces and annulments granted in Georgia.

Retention:  Permanent


0405-06-002 | Drug Abuse Patient Test Report Files—Toxicology Analysis Reports

Description:  Reports relating to drug tests.

Retention:  6 years


0405-06-001 | Drug Abuse Patient Test Report Files (Except Toxicology Analysis Reports)

Description:  Reports relating to drug tests.

Retention:  14 months


0405-03-047 | Emergency Medical Services Complaints

Description:  All material and supporting documentation relating to complaints on EMS Services and personnel. Includes complaints, statements, court documents, and letters dealing with complaints.

Retention:  6 years after settlement


0405-03-046 | Emergency Medical Services Personnel Licenses

Description:  All license applications and supporting documentation for initial licenses and renewals. Includes license applications, school files, EREMT files, background issues, complaints, revisions, and updates.

Retention:  6 years after license has become inactive


0405-03-045 | Emergency Medical Services Service Licenses

Description:  All license applications and supporting documentation for initial licenses and renewals of EMS Services. Includes license applications, complaints, revisions, and updates.

Retention:  6 years after license has become inactive


0405-03-044 | Environmental Health Activity Report

Description:  Documents listing the counts of county health department staff and their activities related to Environmental Health. These are typically compiled monthly summations of the operations required under the state and local environmental health rules, regulations, and policies. These records have no personal data.

Retention:  5 years


0405-03-042 | Environmental Health Complaint Investigation Reports

Description:  Documents relating to the receipt and investigation of public health complaints related to the impact of the environment and factors that are detrimental to human health. These records may include documents covering court actions, criminal citations, official notices, documented education efforts, written communications, investigation notes, photos, and personal data.

Retention:  10 years


0405-03-041 | Environmental Health Specialist Training Records

Description:  Documents relating to training of public health personnel in the laws, rules, policies, and procedures of environmental public health operations and practices. These records may include training material, testing results, lesson plans, training contracts, and attendance records. They may also contain personal identification information and must be kept secure.

Retention:  10 years


0405-03-001 | Environmental Surveillance Around Nuclear Facilities Files

Description:  Documents relating to environmental monitoring around nuclear facilities for contamination and documentation of radiation levels and laboratory work in support of the radioactive materials licensing inspection program.

Retention:  Permanent


0405-03-011 | Environmentally Induced Blood Lead Investigations

Description:  Documents relating to the receipt, investigation, and case management of lead (Pb) exposure to humans. These documents may include childhood and adult blood test results, case management, home assessments, interviews, and other investigation documents related to human exposure to lead in paint, food, soil, and other environmental sources.

Retention:  Useful life


0405-03-002 | Epidemiological Activity Report for Venereal Diseases Files

Description:  Quarterly statistical EDP printout, listing the morbidity rates of venereal disease for designated counties.

Retention:  7 years


0405-04-001 | Family Health Director’s Subject File

Description:  Documents relating to all areas of responsibility of the director of family health and his/her staff.

Retention:  Permanent


0405-04-008 | Family Planning Program Patient Consent for Sterilization Files

Description:  Documents relating to patient permission for sterilization.

Retention:  10 years


0405-03-005 | Food Service Establishments Plans and Specifications Files

Description:  Pre-construction approval plans and specifications of food establishments in Georgia.

Retention:  2 years


0405-03-014 | Food Service Facility Plan Review Records

Description:  Documents relating to the review of plans for construction or renovation of food service establishments, including temporary, mobile and fixed operations. These records may include blueprints, engineering reports, equipment and finishing schedules, construction inspection documentation, and individual communication records.

Retention:  3 years after closure


0405-03-012 | Food Service Permits

Description:  Documents relating to the permitting of food service establishments, including temporary, mobile, and fixed operations. These records may include permit certificates, photos, sampling and testing results, and individual communication records.

Retention:  10 years after closure


0405-03-013 | Food Service Sanitation Inspection Records

Description:  Documents relating to the inspection of food service establishments, including temporary, mobile and fixed operations. These records may include training materials, photos, sampling and testing results and individual communication records.

Retention:  10 years


0405-04-011 | Georgia Report of Induced Termination of Pregnancy (Abortion) Files

Description:  Reporting induced terminations of pregnancy (abortions) which occur in Georgia.

Retention:  Reports required by Women's Right to Know Act retain permanently; Reports sent by doctors retain for 10 years.


0405-04-009 | Georgia Report of Spontaneous Abortion or Stillbirth (Fetal Death) Files

Description:  Spontaneous abortions or stillbirth (fetal deaths) which occur in Georgia. Includes both the monthly microfilm file and the report form #3985.

Retention:  Permanent


0405-04-010 | Georgia Report of Spontaneous Abortion or Stillbirth (Fetal Death) Files (Reference Copy)

Description:  Spontaneous abortions or stillbirth (fetal deaths) which occur in Georgia.

Retention:  Reports required by Women's Right to Know Act retain permanently; Reports sent by doctors retain for 10 years.


0405-03-007 | Gonorrhea Culture Test Report Files

Description:  Lab reports of test results for gonorrhea.

Retention:  2 years


0405-03-008 | Gonorrhea Screening Culture Test Results Files

Description:  Receiving reports (from counties state-wide) of results of gonorrhea culture tests, and reporting of these findings, quarterly, to the CDC.

Retention:  10 years


0405-04-016 | Health Promotion & Disease Prevention

Description:  Records documenting health promotion and disease prevention including: Contracts, Notice of Awards, Grant Applications, Budgets, and Human Resources

Retention:  7 years


0405-03-022 | HIV Prevention Contract Binders

Description:  Contract binders containing information related to funds disbursed from HIV Prevention Unit. Maintained for each contract/GIA 12 month grant cycle. Binders may contain confidential tax records and identification numbers.

Retention:  7 years after contract expiration


0405-03-055 | HIV Prevention Section Data Security and Confidentiality (Employee Signed Agreements)

Description:  HIV Prevention Data Security and Confidentiality Guidelines. The records included in these files are the employee signed documents agreeing to abide by the established policies and practices related to HIV counseling and testing data security and confidentiality.

Retention:  1 calendar year after separation of employee from the agency


0405-03-054 | HIV Prevention Section Policies and Procedures

Description:  HIV Prevention Standard Operating Procedures. The records included in these files are documents or schematics that outline the standard operating practice for business processes.

Retention:  3 years


0405-03-053 | HIV Prevention Section Reports and Publications

Description:  HIV prevention reports and publications. The records included within these files are recurring or ad hoc, annual or semi-annual, analytic and narrative reports that describe HIV testing, the epidemiology of HIV, or related content.

Retention:  Permanent


0405-03-052 | HIV Prevention Services Records

Description:  HIV prevention health education and risk reduction forms. The files referred to in this schedule are records which document the delivery of a public health supported behavioral intervention.

Retention:  7 years


0405-03-051 | HIV Testing Records

Description:  HIV counseling and testing forms. The files included in this schedule refer to records documenting the delivery of a public health supported test for HIV.

Retention:  7 years


0405-02-010 | Immunization Annual Summary Report Files (District and County Offices)

Description:  All reports related to all immunization records.

Retention:  5 years


0405-03-019 | Immunization ARRA-School Based Flu (SBF)

Description:  Database is comprised of data collected during the School Based Flu Immunization Project for ARRA. Included in the files are immunization records that contain the county file which includes the consent forms with patient demographic information.

Retention:  Retain for useful life


0405-02-011 | Inactive County Health Department Syphilis Case Files

Description:  All inactive files related to syphilis cases.

Retention:  21 years after creation


0405-02-012 | Inactive County Health Department TB Case Files

Description:  All inactive files related to TB cases.

Retention:  21 years after creation


0405-03-003 | Institutions/Colleges Food Establishment Files

Description:  Compliance of food establishments to state regulations.

Retention:  1 year


0405-02-015 | Kindergarten and Sixth Grade Immunization Assessment Inventory

Description:  Documents relating to inventory of immunizations certificates for each kindergarten and sixth grade student. Included are immunization inventory of school identifying county, name of school, type of school, number of children enrolled, breakdown of school enrollment, school compliance rate, student compliance rate, date of assessment, and assessment conducted by.

Retention:  2 years


0405-06-003 | Laboratory Licensure Fee Receipt Files

Description:  Maintaining records of fees received for licensing medical laboratories and the directors of those laboratories.

Retention:  1 year


0405-03-033 | Land Subdivision Construction Records for Structures to use Onsite Sewage Management Systems

Description:  Documents relating to the review of plans for, and the inspection of construction, addition, or modification of land subdivisions allowed under the rules of the Department of Public Health. These records may include blueprints, engineering reports, equipment and finishing schedules, soil analysis, waste stream analysis, elevation surveys, site plans, water use records, construction inspection documentation, photographs, and individual communication records.

Retention:  2 years after system is removed or destroyed


0405-01-007 | Marriage Application and License Files

Description:  Marriage applications and licenses issued in Georgia.

Retention:  Permanent


0405-03-024 | Notifiable Disease Case Reports

Description:  These case reports capture all demographic, clinical, exposure, and treatment information about the affected patient and any pertinent close contacts (if the disease is communicable). Notifiable disease case reports are most often collected electronically via a secure web-based application called the State Electronic Notifiable Disease Surveillance System (SendSS) and stored in this centralized database, but occasionally reports are collected via phone or fax, resulting in a paper record.

Retention:  Permanent


0405-02-013 | Office of Nursing Services Director’s Subject Files

Description:  All documents relating to all areas of responsibility of the clinical division director and his/her staff.

Retention:  Permanent


0405-03-036 | Onsite Sewage Maintenance System Maintenance Records

Description:  Documents relating to the maintenance of onsite sewage management systems. These records may include tank pumping reports, mechanical service records, parts documentation, and contractor contact information.

Retention:  2 years after system is removed or destroyed


0405-03-038 | Onsite Sewage Management System Contractor Company Registration Records

Description:  Documents relating to the training, testing, and payment activities required for a company to become or remain a registered contractor for onsite sewage management system installation, repair, or septage removal. These records may include training and testing records, contact information, payment records, and individual correspondence documents.

Retention:  5 years after company registration expires


0405-03-040 | Onsite Sewage Management System Failure Reports

Description:  Documents relating to the assessment of failing onsite sewage management systems to determine the factors contributing to system failure. These records may include blueprints, engineering reports, equipment and finishing schedules, soil analysis, waste stream analysis, elevation surveys, site plans, water use records, construction inspection documentation, photographs, and individual communication records.

Retention:  2 years


0405-03-037 | Onsite Sewage Management System Product Review Records

Description:  Documents relating to the assessment and/or approval of products used in the construction of onsite sewage management systems. These records may include sales, testing, production control, design, and review documentation. These records may contain proprietary information and must remain secured.

Retention:  10 years


0405-03-035 | Onsite Sewage Management System Soil Classifier Contractor Company Registration Records

Description:  Documents relating to the training, testing, and payment activities required for a company to become or remain a registered contractor to assess soil conditions for use of onsite sewage management systems. These records may include training and testing records, insurance documents, contact information, payment records, and individual correspondence documents.

Retention:  10 years after company registration expires


0405-03-034 | Onsite Sewage Management Systems Construction Records

Description:  Documents relating to the review of plans for, and the inspection of construction, addition or modification of land subdivisions allowed under the rules of the Department of Public Health. These records may include blueprints, engineering reports, equipment and finishing schedules, soil analysis, waste stream analysis, elevation surveys, site plans, water use records, construction inspection documentation, photographs, and individual communication records.

Retention:  2 years after system is removed or destroyed


0405-03-039 | Onsite Sewage Management Systems Contractor Certification Records

Description:  Documents relating to the training, testing, and payment activities required for an individual to become or remain a certified onsite sewage management system installer or septage pumper. These records may include training and testing records, contact information, payment records, and individual correspondence documents.

Retention:  5 years after company registration expires


0405-04-002 | Physical Health Education and Training Unit Subject Files

Description:  All files related to physical health education.

Retention:  5 years


0405-03-029 | Public Swimming Pool Equipment and Product Review Records

Description:  Documents relating to the assessment and/or approval of products used in the construction of public swimming pool facilities. These records may include sales, testing, production control, design, and review documentation. These records may contain proprietary information and must remain secured.

Retention:  10 years


0405-03-030 | Public Swimming Pool or Spa Facility Plan Review Records

Description:  Documents relating to the review of plans for construction or renovation of public swimming facilities, including water parks and spas. These records may include blueprints, engineering reports, equipment and finishing schedules, construction inspection documentation, and individual communication records.

Retention:  3 years after closure


0405-03-031 | Public Swimming Pool Permits

Description:  Documents relating to the permitting of public swimming pool and spa establishments. These records may include permit certificates, photos, sampling and testing results, and individual communication records.

Retention:  10 years after closure


0405-03-048 | Refugee Health Assurance Forms and Domestic Health Assessment

Description:  New Arrival Data Assurance Form and Health Information Data. New arrival sociodemographic data with overseas medical information. Health invoices based on domestic health assessment at specific county health departments. Information includes TB, HIV, STD, Hep B, and Chronic Health Information and referral(s).

Retention:  7 years


0405-01-008 | Request for Search of Records Files (Containing Legal Documents)

Description:  Records documenting requests for documents such as school records, army discharge, etc.

Retention:  5 years


0405-01-009 | Request for Search of Records Files (Non-Fee Legitimations)

Description:  Search files for names, deaths, and marriages with no fees involved.

Retention:  7 years


0405-01-010 | Request for Search of Records Files (Routine Requests, Correspondence, Certificates)

Description:  Regular requests for searches involving all certificates. Also includes correspondence when there are fees involved.

Retention:  1 year


0405-03-028 | Sanitation Surveys of Structures for Human Habitation

Description:  Documents relating to the assessment of structures as to the potential impact of environmental factors that may be detrimental to individual human health or public health. These records may include documents covering court actions, criminal citations, official notices, documented education efforts, written communications, investigation notes, photos, and personal data.

Retention:  10 years


0405-03-050 | School and Childcare Database (SCAD)

Description:  Database is comprised of data collected during the surveying of licensed childcare centers, including kindergarten and sixth grade immunizations certificates for each child. Included are immunization inventory identifying county, name and address of center, number of children enrolled, breakdown of childcare facility enrollment, facility compliance rate, child compliance rate, date of assessment, and assessment conducted by.

Retention:  5 years


0405-03-020 | School Based Flu (SBF)

Description:  Database is comprised of data collected during the School Based Flu Immunizations project. Included in the files are immunization records that contain the county file which includes the consent forms with patient demographic information.

Retention:  3 years


0405-03-009 | Sexually Transmitted Disease (STD) Activity and Case Report Files

Description:  Positive STD case reports of gonorrhea and chlamydia from patients that reside in Georgia reported to the state office. Field records and interview records are used to document STD case investigations. These documents may contain patient demographics, symptom/signs, diagnosis, treatment, and follow-up of an individual patient and their partner(s).

Retention:  20 years from date of last service


0405-03-004 | Solid Waste County Resources Case File

Description:  Records relating to actions based on local solid waste ordinances, such as health impact assessments and complaints.

Retention:  7 years


0405-06-004 | State Laboratory Licensure Survey Files

Description:  Records documenting the surveying of medical laboratories to determine compliance with the Georgia laboratory Licensure Law, 1970.

Retention:  5 years


0405-03-018 | Surface Water Impoundment Records

Description:  Documents relating to permanent man-made surface water impounding. These records may include water impounding permits, site evaluations, water sample test results, plans, and equipment descriptions. These records do not include temporary impounding of surface water for erosion prevention.

Retention:  2 years


0405-03-032 | Swimming Pool and Spa Sanitation Inspection Reports

Description:  Documents relating to the inspection of public swimming pools and spas. These records may include training materials, photos, sampling and testing results, and individual communication records.

Retention:  10 years


0405-03-010 | Syphilis Records

Description:  Positive STD case reports of syphilis from patients that reside in Georgia reported to the state office. Field records and interview records are used to document STD case investigations. These documents may contain patient demographics, symptom/signs, diagnosis, treatment, and follow-up of an individual patient and their partner(s).

Retention:  20 years from date of last service


0405-03-027 | Tattoo and Body Art Facility and Personnel Records

Description:  Documents relating to the assessment of tattoo and body art practice structures as to the potential impact of environmental factors and practices that may be detrimental to individual human health or public health. These records may include documents covering court actions, criminal citations, official notices, documented education efforts, written communications, investigation notes, photos, personal data, plan review documentation, inspection and permitting information, training records, and personal medical information.

Retention:  3 years after closure


0405-03-026 | Tourist Accommodation Facility Plan Review Records

Description:  Documents relating to the review of plans for construction or renovation of tourist accommodation establishments; including hotels, motels, cabins, bed and breakfast inns, recreational vehicle parks, and camping facilities. These records may include blueprints, engineering reports, equipment and finishing schedules, construction inspection documentation, and individual communication records.

Retention:  3 years after closure


0405-03-016 | Tourist Accommodation Permits

Description:  Documents relating to the permitting of tourist accommodation establishments, including hotels, motels, cabins, bed and breakfast inns, recreational vehicle parks, and camping areas. These records may include permit certificates, photos, sampling and testing results, plans, specifications, review documents, and individual communication records required for the application and permitting of tourist accommodation facilities.

Retention:  10 years after closure


0405-03-049 | VFC Provider Files

Description:  Documents consist of monthly provider reports, provider profiles, replacement letters, and invoices for the Georgia Immunization Program.

Retention:  3 years


0405-01-011 | Vital Statistics Annual Computer Output Microfilm (COM) Reports

Description:  Records documenting the recording of annual vital statistical totals, in various arrangements, for: live births, spontaneous and induced abortions, deaths, infant mortality, maternal mortality, marriages, divorces, and annulments from vital records certificates.

Retention:  Permanent


0405-04-015 | WIC Health Records

Description:  WIC associated health records; applies only to WIC health records kept separately from child health (if WIC records are kept as part of child health records, follow that schedule's retention.)

Retention:  5 years


0405-04-004 | Women Infants and Children (WIC) Nutrition Education Files (District Plans)

Description:  Documents relating to educating WIC recipients on necessary nutrition.

Retention:  5 years after the end of the calendar year in which the records were created


0405-04-003 | Women Infants and Children (WIC) Nutrition Education Files (Except For District Plans)

Description:  Documents relating to educating WIC recipients on necessary nutrition.

Retention:  1 year


Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260
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