Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Ports Authority, Georgia   [ Total entries: 81 ]


1978-0247 | Accounts Receivable Computer Printout Files

Description:  Application to daily cash receipts and customer accounts.

Retention:  1.5 years after audits are completed.

Vital Record:  FALSE


0000-0110 | Annual Wage Summary Files

Description:  Employee wage summary of the Georgia Ports Authority.

Retention:  2 years after audit.

Vital Record:  FALSE


1983-0833 | Associations and Conferences (Reference File)

Description:  Non-active port-related associations and conferences.

Retention:  9 years.

Vital Record:  FALSE


1979-0138 | Backup of Operations’ Reports Files

Description:  Collecting backup information for formation of various reports in Operations.

Retention:  1 year.

Vital Record:  FALSE


1979-0013 | Batch Reports File

Description:  Deleting containers and related information from computer files

Retention:  3 years.

Vital Record:  FALSE


1979-0004 | Benefits Hours Register File

Description:  Accrued benefits for all employees of G.P.A.

Retention:  2 years.

Vital Record:  FALSE


1979-0148 | Bulk Facility Car Reports File

Description:  Reporting arrival of rail cars and disposition for unloading and releasing rail cars.

Retention:  2 years.

Vital Record:  FALSE


1978-0234A | Chief of Port Police Activity Report Files

Description:  General dock security and Port facilities security.

Retention:  1 year

Vital Record:  FALSE


1978-0235 | Chief of Port Police Gate Registers

Description:  Security control at Port facilities.

Retention:  2 years

Vital Record:  FALSE


1978-0236A | Chief of Port Police Official Reports of Damages or Accidents

Description:  Any reports of damages, accidents or incidents occurring on the Port facilities.

Retention:  4 years

Vital Record:  FALSE


1978-0237 | Chief of Port Police Radio Dispatcher’s Activity Sheets

Description:  General security of Port facilities at Garden City Terminal and Ocean Terminal.

Retention:  1 year

Vital Record:  FALSE


1978-0238 | Chief of Port Police Vehicle Pass File

Description:  Control of vehicle access to Port facilities.

Retention:  3 years.

Vital Record:  FALSE


1978-0241A | Closed and Inactive Claims

Description:  Damages to property, cargo and personal injuries.

Retention:  12 years.

Vital Record:  FALSE


1987-0009 | Closed Employee Suit File

Description:  Employee law suits against Georgia Ports Authority.

Retention:  50 years.

Vital Record:  FALSE


0000-0114 | Collection Files

Description:  All financial activities of the Georgia Ports Authority.

Retention:  Retain until payment of invoice.

Vital Record:  FALSE


1985-0049 | Commodity Rate Quotation Correspondence File (Commodity File)

Description:  Rates quoted for handling various commodities through the Port.

Retention:  5 years.

Vital Record:  FALSE


0000-0113 | Company Credit Files

Description:  Financial activities of the Georgia Ports Authority

Retention:  Retain until company no longer conducts business with Georgia Ports Authority (Retain Summary Card)

Vital Record:  FALSE


1980-0360A | Construction Project Files

Description:  Administering Construction Projects.

Retention:  30 years after completion of project. Evaluate before destruction for possible Permanent retention.

Vital Record:  FALSE


1983-0834 | Construction Projects (Reference File)

Description:  Construction projects completed by the Georgia Ports Authority.

Retention:  9 years.

Vital Record:  FALSE


1978-0243A | Credit Union Transaction Files

Description:  Maintaining a record of transactions of individual members of G.P.A. Credit Union and activities between Credit Union and banks.

Retention:  6 years.

Vital Record:  FALSE


1979-0014A | Custom Release Files

Description:  Maintaining a record of containers to be drayed to U. S. Customs by the G.P.A.

Retention:  7 years.

Vital Record:  FALSE


1980-0361 | Customer Account Files

Description:  Future growth and past record of trade for G.P.A.

Retention:  10 years.

Vital Record:  FALSE


1979-0139 | Customer Correspondence File

Description:  Correspondence with all customers relating to disputed charges, rates, claims, etc. Duplicates maintained in individual ship files or claim files (if claim is filed).

Retention:  3 years.

Vital Record:  FALSE


1985-0057 | Director of Administration’s Subject Files

Description:  The administration of alI departments listed above.

Retention:  3 years.

Vital Record:  FALSE


1978-0239 | Employee Injury File

Description:  Accidents involving employees of Georgia Ports Authority which are not filed with State Board of Workmen's Compensation.

Retention:  2 years.

Vital Record:  FALSE


1981-0369A | Employee Listing with Year-To-Date Earnings

Description:  Employees' earnings.

Retention:  4 years.

Vital Record:  FALSE


1979-0135 | Employees’ Fingerprint Cards

Description:  Fingerprints taken of all G.P.A. personnel.

Retention:  Retain until employee is terminated then place Copy 1 in employee's personnel file and destroy Copy 2.

Vital Record:  FALSE


1979-0023 | Fire Inspection Report File

Description:  Fire inspection of G.P.A. facilities.

Retention:  2 years.

Vital Record:  FALSE


1983-0803 | Foreign Trade Magazines and Newsletters

Description:  Foreign Trade and Trade Development.

Retention:  2 years.

Vital Record:  FALSE


1978-0244A | General Ledger Work Papers and Computer Printout Files

Description:  Information contained in the General Ledger.

Retention:  3 years after audits completed.

Vital Record:  FALSE


1978-0249A | Group Medical Insurance Claim File

Description:  Group Medical Insurance Claims which are a result of a personal illness or injury not job related.

Retention:  3 years or until audit is completed, whichever is later.

Vital Record:  FALSE


1979-0025 | In Bond Ships Files

Description:  Controlling the shipment of cargo received from other ports.

Retention:  7.5 years.

Vital Record:  FALSE


1979-0026A | Individual Ship Export Files

Description:  Documenting the outgoing of cargo on various ships.

Retention:  7 years.

Vital Record:  FALSE


1979-0027A | Individual Ship Import Files

Description:  Documenting the incoming cargo of various ships.

Retention:  7 years.

Vital Record:  FALSE


1978-0240A | Insurance Policies Files

Description:  Insurance policies for G.P.A.

Retention:  4 years after policy expires and all claims settled.

Vital Record:  FALSE


1979-0015 | Interchange File

Description:  History of when a container was received on GPA property or when the container was moved.

Retention:  4 years.

Vital Record:  FALSE


1979-0008A | Invoice Files

Description:  Collecting fees for services rendered.

Retention:  7 years.

Vital Record:  FALSE


1979-0003A | Lease Files

Description:  Leases with industrial and commercial agencies for use of space provided by Georgia Ports Authority.

Retention:  8 years after lease expires.

Vital Record:  FALSE


1979-0016 | Line Release File

Description:  Receiving release notices on containers from shipping lines.

Retention:  5 years.

Vital Record:  FALSE


1979-0136A | Loss and Pilferage Reports

Description:  Loss or pilferage of cargo at G.P.A. facilities by theft or shortage.

Retention:  1 year.

Vital Record:  FALSE


1987-0010 | Maintenance Work Orders

Description:  Requests for maintenance to be performed on structures end equipment.

Retention:  2 years.

Vital Record:  FALSE


1982-0046 | Management of Bulk Cargo Sales and Inland Port Development Files

Description:  SaIes and Port DeveIopment.

Retention:  5 years.

Vital Record:  FALSE


1985-0050 | Manifest Report File

Description:  Import loads from container vessels and Iimlted breakbulk cargo.

Retention:  Paper: 6 months. Microfiche: Retain for useful life.

Vital Record:  FALSE


1985-0007 | Manpower File

Description:  Manpower activity at Georgia Ports Authority.

Retention:  2 years.

Vital Record:  FALSE


1983-0817 | Master Employee Listing

Description:  Employees of Georgia Ports Authority.

Retention:  5 years.

Vital Record:  FALSE


1979-0009 | McBee Cards File

Description:  Computing the tonnage handled by commodity at the various import, export, or warehouse facilities.

Retention:  2 years.

Vital Record:  FALSE


1983-0801 | Monthly Budget Reports (Reference File)

Description:  The Georgia Ports Authority's Operating Budget.

Retention:  5 years.

Vital Record:  FALSE


1980-0404 | Operations Administrative Office Activity Files

Description:  Activities performed by the Operations Division.

Retention:  3 years.

Vital Record:  FALSE


1980-0211 | Operations Administrative Officer Customer Account Files

Description:  Business transactions between Georgia Ports Authority and customers, container lines, shipping companies, forwarders, brokers and agents.

Retention:  5 years.

Vital Record:  FALSE


1979-0005A | Overtime Listing File

Description:  A breakdown of hours worked; straight time, overtime, holiday, vacation, etc.

Retention:  4 years.

Vital Record:  FALSE


1978-0245A | Paid Invoice Register Files

Description:  Register listing application of payments, accounts outstanding and actual cash receipts slips.

Retention:  4 years.

Vital Record:  FALSE


1979-0017A | Pass Copies Files

Description:  Issuing passes in order to control containers entering and exiting the Georgia Ports Authority.

Retention:  4 years.

Vital Record:  FALSE


0000-0112 | Payroll Files

Description:  Financial (payroll) activities of the Georgia Ports Authority

Retention:  3 years after audit.

Vital Record:  FALSE


1979-0127A | Periodic Payroll Reports File

Description:  Payroll information.

Retention:  5 years or until audits are completed, whichever is longer.

Vital Record:  FALSE


1984-0024 | Personal Property Records

Description:  Personal property owned by Georgia Ports Authority incIuding equipment.

Retention:  25 years.

Vital Record:  FALSE


1978-0250 | Personnel Listing

Description:  Listing of G.P.A. employees.

Retention:  4 years.

Vital Record:  FALSE


1979-0022 | Personnel Listing File

Description:  Listing of employees currently on payroll.

Retention:  4 years.

Vital Record:  FALSE


1979-0018 | Physical Inventory File

Description:  Maintaining physical inventories of container field facilities.

Retention:  2 years and 2 months.

Vital Record:  FALSE


1983-0835 | Publications (produced by GPA)

Description:  Steamship line activity within the Port of Savannah, competitive port publications, Georgia Ports Authority publications.

Retention:  Record Copy: Permanent. Reference Copies: 9 years.

Vital Record:  FALSE


1983-0800A | Railroad Activity Files

Description:  Documenting activities performed by the Railroad Administrative Office for the railroad field of Georgia Ports Authority.

Retention:  7 years.

Vital Record:  FALSE


1983-0838 | Railroad Documentation File

Description:  Documenting activities of the Railroad Field Office.

Retention:  7 years.

Vital Record:  FALSE


1983-0837 | Railroad Yard Office General Correspondence File

Description:  Activities of the Railroad Administrative Office for G.P.A. as well as activities throughout the Port.

Retention:  2 years.

Vital Record:  FALSE


1978-0251A | Rejected Applications for Employment

Description:  Rejected applications for employment with Georgia Ports Authority.

Retention:  2 years.

Vital Record:  FALSE


1980-0212 | Ship Schedule File

Description:  Name of ship, Iine, destination, cargo to be loaded and unloaded, date due, length of ship, agent & stevedore, berth assigned.

Retention:  7 years.

Vital Record:  FALSE


1979-0019 | Special and Misellaneous Order File

Description:  Requests by shipping lines for containers to be premounted, demounted, transferred from chassis to chassis, stripped or set out by rail.

Retention:  2 years.

Vital Record:  FALSE


1983-0836 | State and Federal Government Departmental Publications (Reference File)

Description:  State and Federal Government Departmental compiled data Reference file.

Retention:  12 years.

Vital Record:  FALSE


1978-0248A | Terminated Employee Personnel File (Eligible for Rehire)

Description:  An individual's employment with Georgia Ports Authority.

Retention:  5 years.

Vital Record:  FALSE


1987-0025 | Terminated Employee Personnel File (Ineligible for Rehire)

Description:  An individuaI's empIoyment with Georgi a Ports Authority.

Retention:  50 years.

Vital Record:  FALSE


1978-0246A | Time Card File

Description:  Payroll.

Retention:  8 years.

Vital Record:  FALSE


1979-0024 | Tonnage and Commodity Reports

Description:  Monthly reports of tonnages and commodities through the G.P.A.

Retention:  7 years.

Vital Record:  FALSE


1983-0802A | Tonnage and Value Statistical Printouts

Description:  Import and export cargo movements through the Port of Savannah and other competitive ports.

Retention:  10 years.

Vital Record:  FALSE


1980-0407 | Trade Development Administrative Activities Files

Description:  Activities performed by or involving the Trade Development Division for administration of this office.

Retention:  3 years.

Vital Record:  FALSE


1980-0406 | Trade Development Operational Files

Description:  Trade in coordination with operations and engineering activities.

Retention:  4 years.

Vital Record:  FALSE


1979-0128 | Truck Dispatch Logs

Description:  Scheduling containers to be picked up by individual truck lines.

Retention:  4 years.

Vital Record:  FALSE


1979-0010 | Truck Reports File

Description:  Loading and unloading cargo.

Retention:  5 years.

Vital Record:  FALSE


1979-0011 | TWX Messages File

Description:  Instructions to Georgia Ports Authority to perform various services.

Retention:  3 years.

Vital Record:  FALSE


1979-0137A | Visitor Code - 1024

Description:  Persons entering the Port facilities for the purpose of boarding and visiting a vessel in Port.

Retention:  1 year.

Vital Record:  FALSE


1979-0028 | Warehouse Receipt Files

Description:  Controlling cargo movement and maintenance in port warehouses.

Retention:  7 years.

Vital Record:  FALSE


1979-0029 | Warehouse Shipment Files

Description:  Controlling the movement of cargo from port facilities.

Retention:  7 years.

Vital Record:  FALSE


1979-0106 | Weather Report Files

Description:  Reports of weather conditions.

Retention:  6 years.

Vital Record:  FALSE


1978-0252A | Weekly and Semi-Monthly Benefits Hours Registers

Description:  Listing of employees' benefits.

Retention:  2 years.

Vital Record:  FALSE


Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260
www.georgiaarchives.org