Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Natural Resources, Department of, Environmental Protection Division   [ Total entries: 111 ]


0462-0034 | Acrylamide & Epichlorohydrin Certifications

Description:  Records documenting water quality testing.

Retention:  12 years

Vital Record:  FALSE


0462-0098A and 0462-0098B | Air Quality Control State Plan Files

Description:  Final Air Quality Control Plans that are mandated by the federal Clean Air Act and that are submitted by EPD to the U.S. EPA. Record types include final air quality control plans, emission inventories, modeling inputs and modeling outputs, assessments of transporation impact on air quality, and supporting compliance documentation, etc.

Retention:  (0462-0098A) Final Plans: Permanent; (0462-0098B) Other records: retain for useful life.

Vital Record:  FALSE

Updated:  October 20, 2021


0462-0103A and 0462-0103B | Air Quality Permit - Minor, Synthetic Minor, and Area Source Stationary Source Facilities

Description:  This records series documents the permitting of minor and synthetic minor stationary source facilities. Record types include permits, modeling related to the permitting, and permit revocation letters

Retention:  (0462-0103A) Final permits: Permanent; (0462-0103B) All other records: 10 years from the date of permanent facility shut down

Vital Record:  TRUE

Updated:  October 20, 2021


0462-0104 | Air Quality Permit - No Permit Required Determination Letters

Description:  This records series documents the determinations made by EPD regarding whether facilities do not require or no longer require a permit. Record types include issued letters.

Retention:  10 years

Vital Record:  TRUE

Updated:  October 20, 2021


0462-0102A and 0462-0102B | Air Quality Permit - Title V Facilities

Description:  This records series documents the permitting of stationary source facilities, including but not limited to, permitting of Title V stationary source facilities. Record types include permits, permit narratives, modeling related to the permitting, and permit revocation letters.

Retention:  (0462-0102A) Title V Narratives: Permanent; (0462-0102B) All other records: 15 years

Vital Record:  FALSE

Updated:  October 20, 2021


0462-0099 | Air Quality Stationary Source Compliance Files

Description:  Documents related to compliance and enforcement of Stationary Source Facilities. Document types include, but not limited to, risk management plans, periodic reports, inspection reports, performance test summaries, performance test acknowledgement letters, notification letters, initial notifications, notifications of compliance status, correspondence, complaint investigation documentation, compliance assistance letters, letters of noncompliance, notices of violation, proposed order letter, copy of executed orders, penalty calculation spreadsheets, company responses to enforcement documents, no further action letters, copies of letters from EPA to permittees or state agencies requesting additional information under Section 114 of the Clean Air Act, blueprints and drawings, process flow diagrams, and plans, annual compliance certification, ACC memos, letters terminating orders.

Retention:  7 years.

Vital Record:  FALSE

Updated:  October 20, 2021


0462-0101 | Air Quality Stationary Source Monitoring Files

Description:  Documents related to determining air pollutant emissions from stationary sources. Document types include but not limited to, correspondence to and from industry, quality assurance auditing of air pollutant emission testing, and documents determining air pollution emissions from stationary sources, such as source test reports.

Retention:  10 years

Vital Record:  TRUE

Updated:  October 20, 2021


0462-0100 | Air Quality Stationary Source Site Plans

Description:  Facility site plans submitted with application which may include but not limited to blueprints and drawings, process flow diagrams, and plans.

Retention: 

Vital Record:  TRUE

Updated:  October 20, 2021


0462-0106 | Ambient Air Quality Statistical Reports

Description:  Reports submitted to U.S. EPA to support and document certification of ambient air quality data collected by the Environmental Protection Division in Georgia. record types include annual surveillance report of ambient air data collected by the Environmental Protection Division in Georgia

Retention:  Permanent

Vital Record:  TRUE

Updated:  October 20, 2021


0462-0105 | Ambient Air Quality Monitoring Files

Description:  Data and documents from ambient air quality monitoring performed in Georgia by or on behalf of the Environmental Protection Division. Record types include sample results, ambient air monitoring quality management and project plans and quality assurance information, instrument calibration documentation and related correspondence.

Retention:  10 years

Vital Record:  FALSE

Updated:  October 20, 2021


0462-0097 | Annual Hazardous Site Inventory List and Solid Waste Handling Permit List

Description:  Lists of all sites currently or formerly listed on the Hazardous Site Inventory; Lists of all sites/facilities that currently hold or formerly held a Solid Waste Handling Permit.

Retention:  Permanent

Updated:  April 18, 2019


0462-0012 | Asbestos Abatement Contractor Application Files

Description:  Records documenting the application for licensure by asbesto abatement contractors.

Retention:  3 years

Vital Record:  FALSE


0462-0011 | Asbestos Project Notifications

Description:  Records documenting the need for asbestos abatement or demolition and the approval letters.

Retention:  5 years

Vital Record:  FALSE

Updated:  April 18, 2019


1984-053 | Community Water Supply System Inspection Case Files

Description:  Documents relating to the inspection of community water supply systems to ensure compliance with state law and departmental regulations.

Retention:  7 years

Vital Record:  FALSE


0462-0041 | Consent Orders and Administrative Orders

Description:  Original administrative orders and consent orders that have been signed by the Director of the Environmental Protection Division documenting noncompliance with or violations of environmental statutes or regulations enforced by the Environmental Protection Division.

Retention:  Permanent

Vital Record:  FALSE

Updated:  April 18, 2019


0462-0040 | Consumer Confidence Report Certifications

Description:  RecordRecords certifying that a water utility has reported on its operations to its consumer on a regular basis.

Retention:  5 years

Vital Record:  FALSE


0462-0020 | Consumer Confidence Reports

Description:  Reports from water utilities documenting operations and overall water quality.

Retention:  1 year

Vital Record:  FALSE


0462-0079 | Decommissioned Radioactive Sites

Description:  Site Reclamation Plans, Closeout Reports, Historical files on sites where radioactive materials were used and that have since have been released for unrestricted use.

Retention:  50 years

Updated:  April 25, 2018


1979-070 | Director’s SubJect Files, Environmental Protection Division

Description:  Documents relating to the administration of the Environmental Protection Division in the department.

Retention:  Permanent

Vital Record:  FALSE


0462-0031 | Disinfection Byproducts Files

Description:  Includes DDBP monitoring plans and DDBP monitoring requirements

Retention:  12 years

Vital Record:  FALSE


0462-0030 | Disinfection Byproducts Lab Results Files

Description:  Lab results analyzing the byproducts of disinfecting drinking water to remove contaminants.

Retention:  12 years

Vital Record:  FALSE


0462-0069 | Drinking Water - Source Water Assessments & Well Head Assessments

Description:  Documents relating to the Wellhead Protection & Source Water Assessments

Retention:  22 years


0462-0073 | Drinking Water Compliance Files

Description:  May include compliance correspondence, laboratory results, compliance, laboratory certification, Inactive lead & copper, Surface Water Sanitary Surveys, Interim Enhanced Surface Water Treatment, reports and correspondence. Excludes monthly operating reports under 1979-069.

Retention:  12 years


0462-0074 | Drinking Water Engineering Files Designs, Operations, and Manuals

Description:  Drinking Water Engineering Files Designs, Operations, and Manuals

Retention:  1 year after approval


0462-0071 | Drinking Water Permitting Files—Inactive Facilities

Description:  Drinking Water documents relating to Permitting. May include Water System issued permit, permit application, permit modifications/renewals, public participation documentation (public hearings), and permit correspondence.

Retention:  12 years


0462-0070 | Drinking Water Permitting Files—Active Facilities

Description:  Drinking Water documents relating to Permitting. May include water System issued permit, permit application, permit modifications/renewals, public participation documentation (public hearings), and permit correspondence.

Retention:  22 years


0462-0075 | Drinking Water State Revolving Fund Correspondence and Reports

Description: 

Retention:  20 years


0462-0072 | Drinking Water Trust Indentures

Description:  Drinking Water Trust Indentures

Retention:  Until superseded or terminated


0462-0068 | Drinking Water Water Well Drillers and Pump Installer correspondence, complaints, investigations, en

Description:  Documents relating to water well standards licensing of water well drillers and pump installers. May include Well Drillers and Pump Installers correspondence, complaints, investigations, environmental planning criteria, maps, general correspondence, licensing, and environmental bonds. (Note: Full Title - Drinking Water Water Well Drillers and Pump Installer correspondence, complaints, investigations, environmental planning criteria, maps, general correspondence, licensing, and environmental bonds)

Retention:  6 years


0462-0067 | Drinking Water Water Well Standards Advisory Council Minutes and Agenda

Description:  Documents relating to the Water Well Standards Advisory Councils

Retention:  Permanent


0462-0088 | Environmental Covenants

Description:  Records related to covenants executed and recorded pursuant to the Georgia Uniform Environmental Covenants Act on properties in Georgia. Environmental covenants restrict the use of the property due to soil and/ or groundwater contamination and are recorded on the deed for the property. Documents include executed environmental covenants and all related attachments.

Retention:  5 years after Environmental Covenant terminated.

Updated:  April 18, 2019


0462-0108 | Environmental Criminal Investigation Files

Description:  Documents related to the investigation by Georgia Environmental Protection Division staff of violations of criminal provisions of Georgia and federal environmental law. Record types include incident reports and supplements, criminal history information, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports, and any other documents relevant to the investigation.

Retention:  20 years

Vital Record:  TRUE

Updated:  October 20, 2021


0462-0109 | Environmental Law Enforcement Video Recordings

Description:  Video recordings from EPD law enforcement body-worn devices and devices located on or inside of EPD law enforcement vehicles. Excludes video recordings subject to Environmental Criminal Investigation Files (0462-0108)

Retention:  180 days

Vital Record:  TRUE

Updated:  October 20, 2021


0462-0004 | EPD Laboratory Program Raw Data Files

Description:  Raw data from various lab tests conducted by EPD to gage pollution levels.

Retention:  7 years

Vital Record:  FALSE


1974-0361 | Federal Environmental Legislation Files

Description:  Documents relating to the analysis of federal environmental legislation to determine its potential and real effects on the natural resources of Georgia.

Retention:  Permanent

Vital Record:  FALSE


0462-0027 | Filter Backwash Rule Recycle Plans

Description:  Includes recycle plans and decisions allowing systems to deviate from FBR.

Retention:  40 years or 1 year after revised or updated, whichever is longer

Vital Record:  FALSE


1974-0263 | Fish Kill Investigation Files

Description:  Documents relating to the investigation of fish kills in the state due to pollution and non-pollution causes.

Retention:  Public Fish Kill Investigation Files: Pollution-Cause Fish Kills - Permanent. All other records: 10 years

Vital Record:  FALSE


0462-0082 | General License for Depleted Uranium Files

Description:  Records related to general licenses authorized under federal and state regulations that apply to any person or entity using depleted uranium; Quarterly reports that detail depleted uranium distributed to or removed from general licensees; Registration information and records related to annual fees. Excludes items related to other General Licenses for Radioactive Device Manufacturers and Licensees Files.

Retention:  5 Years After Termination of License

Updated:  April 25, 2018


0462-0062 | Ground and Surface Water Withdrawal Permitting and Compliance Monitoring File

Description:  Ground and Surface Water Withdrawal Permitting and Compliance Monitoring File

Retention:  30 years


0462-0063 | Ground Water 24 Coastal Counties’ Water Resource Management Plans

Description:  May include state funded individual county water resource / water supply plans and proposed water supply recommendations.

Retention:  20 years then contact Georgia Archives


0462-0065 | Ground Water and Surface Water Aquifer Storage & Recovery (ASR) Information

Description:  Previous Aquifer Storage & Recovery information (plans, proposals, & techniques).

Retention:  30 years


0462-0064 | Ground Water and Surface Water Availability and Use Reports

Description:  May include water availability and usage reports.

Retention:  30 years then contact Georgia Archives


0462-0066 | Groundwater Monitoring Files

Description:  Documents relating to the monitoring of active facilities and special projects that support published circulars.

Retention:  20 years


0462-0049 | Hazardous Sites Inventory Local Government Contract Reimbursement Files

Description:  Documents related to reimbursements to local governments cleanup contracts. Includes reimbursement claims, review sheets, and payment documentation.

Retention:  40 years

Updated:  April 18, 2019


0462-0048 | Hazardous Sites Release Notifications Files

Description:  Notifications of releases to the environment, per the Hazardous Site Response Act.

Retention:  30 years


0462-0032 | Initial Distribution System Evaluation Monitoring Plans

Description:  Plans documenting how a water system is being monitored for the presence of contaminants.

Retention:  12 years

Vital Record:  FALSE


0462-0039 | Initial Distribution System Evaluation Operational Evaluations

Description:  Records documenting the evaluation of water for the presence of contaminants.

Retention:  10 years

Vital Record:  FALSE


1981-055 | Laboratory Analysis Computer Printout Files (Lab Copy)

Description:  Documents verifying that laboratory analysis data entered into the computer is correct.

Retention:  1 year

Vital Record:  FALSE


1979-0277A | Land and Water Conservation Fund (LWCF) Grant Project Files and Internal Audit Files

Description:  Documents relating to the approval of applications and disbursement of federal funds to sub-grantees for land and water conservation monies.

Retention:  Permanent

Vital Record:  FALSE


0462-0033 | Lead Based Paint and Asbestos Compliance

Description:  Records relating to inspections and enforcement for lead based paint and asbestos projects and certifications. These records include inspection reports, checklists, notices of violation, and correspondence.

Retention:  15 years

Vital Record:  FALSE

Updated:  April 18, 2019


0462-0014 | Lead Based Paint Individual Certifications

Description:  Records related to certification of individuals as lead inspectors, lead risk assessors, lead supervisors, lead project designers, or lead workers. Documents include: certification applications, issued certificates, correspondence.

Retention:  5 years

Vital Record:  FALSE

Updated:  April 18, 2019


0462-0015 | Lead Based Paint Notices to Proceed

Description:  Records documenting the need for leadbased paint abatement and the departmental approval to proceed with the removal.

Retention:  3 years

Vital Record:  FALSE


0462-0016 | Lead Based Paint Training Providers

Description:  Records related to accreditation of providers permitted to offer lead-based paint and renovation activities training courses. Documents include: accreditation applications, documentation of issued accreditation, training course materials, correspondence.

Retention:  5 years

Vital Record:  FALSE

Updated:  April 18, 2019


0462-0013 | Lead-Based Paint Firm Certificates

Description:  Records related to the certification of firms to perform lead-based paint activities and renovation activities that result in the disturbance of painted surfaces. Documents include: certification applications, issued certificates, correspondence.

Retention:  5 years

Vital Record:  FALSE

Updated:  April 18, 2019


0462-0026 | Long-Term Two Enhanced Surface Water Treatment Rule

Description:  Includes cryptosporidium monitoring results, bin classifications, and oocysts/liter determinations.

Retention:  12 years

Vital Record:  FALSE


0462-0107 | Mobile and Area Source Compliance Files

Description:  Documents related to the enforcement of gasoline transportation and gasoline dispensing facilities. Record types include, but not limited to, original test reports from transport companies, copies of original enforcement actions, forms notifying EPD of vapor recovery tests, test reports, and compliance survey forms

Retention:  10 years

Vital Record:  TRUE

Updated:  October 20, 2021


0462-0059 | National Pollutant Discharge Elimination System (NPDES), Land Application System (LAS), Municipal Se

Description:  Documents related to direct discharge, land application system (LAS), MS4, buffer variance & pretreatment compliance and enforcement files. May include inspection reports, compliance status letters, compliance general correspondence, investigation reports, spill reports, pretreatment general correspondence, over views, complaint documentation, buffer variances, storm water pollution prevention plans, letter of violation (NOVs, NDL, DNC, etc.) corrective action and standard operating procedure general correspondence, recission letters, penalty rationales, public participation documentation, progress reports, corrective action plans and standard operating procedures. (Note: Full Title - National Pollutant Discharge Elimination System (NPDES), Land Application System (LAS), Municipal Separate Storm Sewer System (MS4), Buffer Variance, Erosion & Sedimentation (E&S), Storm Water, Facility Monitoring & Pretreatment, Septage, Concentrated Animal Feeding Operations (CAFO), Compliance & Enforcement Facility Files)

Retention:  15 years


0462-0060 | National Pollutant Discharge Elimination System (NPDES), Land Application System (LAS), Municipal Se

Description:  Documents related to direct discharge, land application system, MS4, buffer variance & pretreatment. May include discharge monitoring reports, discharge monitoring report quality assurance reports, metro district reports and audits, annual reports. (Note: Full Title - National Pollutant Discharge Elimination System (NPDES), Land Application System (LAS), Municipal Separate Storm Sewer System (MS4), Buffer Variance, Erosion & Sedimentation (E&S), Storm Water, Facility Monitoring Unit (FMU), & Pretreatment , Septage, Concentrated Animal Feeding Operations (CAFO), Septage & Pretreatment Monitoring Files)

Retention:  5 years


0462-0061 | National Pollutant Discharge Elimination System (NPDES), Land Application System (LAS), Municipal Se

Description:  Documents related to NPDES, LAS, MS4, Buffer Variance,E&S, and Storm water approved ordinances and programs. Includes sewer Use Ordinance, Pretreatment Ordinances, Sludge Management Plan, Nutrient Management Plan, application, Local Issuing Approval certification/approval letter, ordinance. (Note: Full Title - National Pollutant Discharge Elimination System (NPDES), Land Application System (LAS), Municipal Separate Storm Sewer System (MS4), Buffer Variance, Erosion & Sedimentation (E&S), Storm Water, Pretreatment Ordinances and Programs Files)

Retention:  Until superseded


0462-0058 | National Pollutant Discharge Elimination System (NPDES), Land Application System (LAS), Municipal Se

Description:  Documents related to NPDES, LAS, MS4, Buffer Variance, Underground Injection Control, Pretreatment Permitting files. May include Issued permit, permit application, permit modifications/renewals, public participation documentation (public hearings), permit correspondence, plans and specs, Anti-Degs, Design Development Reports (DDRs), Maps, operability inspection reports, soil investigation reports, waste load allocations, construction reports, general correspondence, Environmental Information Documents (EIDS), Local Limit Evaluations, documentation, stakeholder notes, EPA correspondence, notice of intent (NOI), Buffer variance correspondence used to reflect issuance, Storm water NOI, and Storm Water Program Plan. (Note: Full Title - National Pollutant Discharge Elimination System (NPDES), Land Application System (LAS), Municipal Separate Storm Sewer System (MS4), Buffer Variance, Erosion & Sedimentation (E&S), Storm water, Underground Injection Control (UIC), Pretreatment, Septage, Concentrated Animal Feeding Operations (CAFO), Permitting and Engineering Files)

Retention:  15 years


1984-054 | Non-Community Water Supply System Inspection Case Files

Description:  Documents relating to the inspection of non-community water supply systems to ensure compliance with state law and departmental regulations.

Retention:  10 years

Vital Record:  FALSE


0462-0093 | Notifications, Investigations, Corrective Action for Releases from Pipelines, Petroleum Non-USTs, and Non-Regulated USTs

Description:  Records relating to the releases from Pipelines, Petroleum Non-Underground Storage Tanks, and Non- Regulated Underground Storage Tanks, including notifications, complaints, investigation documents, correspondence, analytical data reports, corrective action reports, no further action letters. Excludes records subject to 0462-0043, 0462-0050.

Retention:  40 years

Updated:  April 18, 2019


1984-022 | Public Notifications of Water Supplier Microbiological Violations

Description:  Records documenting the maintenance of certifications from suppliers that they have complied with regulations to notify the public when water systems fail to comply with applicable contaminant levels, when a variance or exception has been issued to them, or when the supplier has failed to perform required monitoring.

Retention:  3 years

Vital Record:  FALSE


1980-0300 | Public Water System Inventory Files

Description:  Documents relating to the maintenance of an inventory of each public water system in accordance with state and federal requirements.

Retention:  Feeder Reports: Retain until no longer userful. Printouts: Permanent. Computer Tape: 10 years then transfer to US EPA region IV

Vital Record:  FALSE


0462-0085 | Radiation Program Owned and Operated Equipment Records

Description:  Records validating and used to evaluate EPD surveying equipment. Records, Calibration, and Quality Control documents; tests regarding leakage

Retention:  10 years

Updated:  April 25, 2018


0462-0083 | Radiation Reciprocity Files

Description:  Initial applications to work in Georgia under another state or federal license or certificate, Approval, Correspondence, Inspection Reports, Statements, and Corrective Actions.

Retention:  5 years

Updated:  April 25, 2018


0462-0086 | Radiation Safety and Training Files

Description:  Records related to safety procedures and training conducted by the EPD for entities handling radioactive materials. Records include course material or curriculum, documentation of training received by EPD personnel related to performance of site inspections and enforcement of the Rules and Regulations for Radioactive Material, documentation of EPD personnel participation in nuclear power plant exercises evaluated by the Federal Emergency Management Agency, etc. Excludes files subject to GASC 06-012 (Employee Hazardous Materials Exposure Monitoring Records).

Retention:  16 years

Updated:  April 25, 2018


0462-0081 | Radioactive Material- General License Files

Description:  Records related to general licenses authorized under federal and state regulations that apply to any person or entity who uses a device that contains radioactive material and does not require a Specific License. General Licenses are effective without the issuance of individual licensing documents and do not authorize the manufacture, production, transfer, receipt, possession, or use of radioactive material. Records include Quarterly reports submitted by manufacturers that detail devices containing radioactive material that are distributed to or removed from general licensees; Annual registration and fee records. Excludes items related to General License for Depleted Uranium pursuant to Chapter 391-3-17, Georgia Comp. R. and Regs.

Retention:  10 years

Updated:  April 25, 2018


0462-0078 | Radioactive Material- Specific License Files

Description:  Records related to licenses issued to a single person or entity who is manufacturing, transferring, receiving, possessing, disposing of, or using radioactive material as part of their business operations and whose manufacture, transfer, receipt, possession, disposal, or use of radioactive material is not covered under a General License. Records include Applications, Licenses, Amendments, Renewals, Correspondence, Notification Letters, Certification documents for medical professionals to administer radioactive treatments, Inspection Reports, Statements and Corrective Actions, Lines of Credit, Deposits, Insurance, and Collateral Information.

Retention:  10 years

Updated:  April 25, 2018


0462-0080 | Radioactive Materials Incident Files

Description:  Allegations, Complaints, Incidents, or Medical Misadministration related to radioactive material, including but not limited to: Incident Summary, DOT Shipment Approval Forms, Correspondence, survey readings, dose estimates, theft, and related enforcement.

Retention:  10 years

Updated:  April 25, 2018


0462-0084 | Radiographer Licensing Files

Description:  Georgia Exam Applications, Training roster schedules, Summary Reports

Retention:  5 years

Updated:  April 25, 2018


0462-0046 | RCRA Treatment, Storage, and Disposal Permit and Corrective Action Permit Files

Description:  Documents related to permits issued pursuant to the federal Resource Conservation and Recovery Act (RCRA); Records include permit applications, issued permits, modifications to or renewals of permits, correspondence related to permits, documentation of public participation in permit issuance, modification, or renewal. Excludes documents subject to schedule 0462-0087.

Retention:  40 years after permit is superseded or terminated

Updated:  April 18, 2019


0462-0077 | Regional Water Plan Development Files

Description:  Files and information pertaining to the development of the Regional Water Plans. May include data, forecasts, assessments, projections, Council meeting materials, guidance documents, white papers, technical memos.

Retention:  Plans and Reports: Permanent; Other records 35 years.


1974-0286 | River Basin Subject Files

Description:  Documents relating to the basin planning and stream analysis functions.

Retention:  Permanent

Vital Record:  FALSE


0462-0095 | Scrap Tire Compliance and Enforcement

Description:  Records relating to inspection reports, checklists, notice of violations, correspondence and remediation for scrap tire complaints, generators, processors, sorters, retreaders, carriers, and beneficial reuse. Documents include: inspection reports, checklists, notices of violations, correspondence, and other documentation of compliance, Quarterly Reports (Tire Carrier, Sorter, Processor, Tire Fee), Tire Carrier Decals.

Retention:  10 years

Updated:  April 18, 2019


0462-0094 | Scrap Tire Permitting and Approvals

Description:  Records relating to the permitting and approvals for scrap tire generators, processors, sorters, retreaders, carriers, used tire dealers, and beneficial reuse. These records may include applications, permits, proposals, correspondence, and financial assurance.

Retention:  5 years after termination or revocation of permit.

Updated:  April 18, 2019


0462-0096 | Scrap Tire Remediation

Description:  Records relating to state contractor remediation/abatements and local government reimbursements for scrap tire remediation/abatements. Documents include: permission to bid documents, abatement plans, scopes of work, vendor qualification questions/request for quotes, abatement conference documents, request to issue contract, contracts and amendments, applications for local government reimbursement, reimbursement documentation, payment authorization forms, and related correspondence.

Retention:  15 years

Updated:  April 18, 2019


0462-0087 | Solid and Hazardous Waste Compliance Files

Description:  Records related to the inspection of and enforcement actions taken related to facilities currently or previously generating, treating, storing, handling, or managing hazardous waste or solid waste pursuant to the Georgia Comprehensive Solid Waste Management Act, Georgia Hazardous Waste Management Act, the Hazardous Site Response Act, Georgia Brownfield Act, Georgia Voluntary Remediation Program Act, the Resource Conservation and Recovery Act (RCRA), and the federal Comprehensive Environmental Response Compensation and Liability Act (CERCLA). These records include inspection reports, checklists, notice of violations, correspondence, biennial hazardous waste reports, waste reduction plans of hazardous waste generators, hazardous waste treatment, storage, and/or disposal facilities, tonnage reports, remaining capacity reports, and other documentation of compliance. Excludes records subject to 0462-0045 and 0462-0046.

Retention:  15 years

Updated:  April 18, 2019


0462-0045 | Solid and Hazardous Waste Environmental Remediation and Monitoring Files

Description:  Records related to the investigation, delineation, remediation, monitoring, and cleanup of contaminants in soil or groundwater at sites subject to the Georgia Hazardous Waste Management Act, the Hazardous Site Response Act , Georgia Brownfield Act, Georgia Voluntary Remediation Program Act, Georgia Underground Storage Tank Act, Georgia Comprehensive Solid Waste Management Act, and the federal Comprehensive Environmental Response Compensation and Liability Act (CERCLA). Records may include information regarding soil, sediment, surface water, or groundwater sampling and analysis, methane monitoring at solid waste facilities, work plans, reports, corrective action plans, remedy/construction plans, compliance status reports, risk assessments, no further action letters, records of decision, remedial action documents, reuse plans and reports, 5 year reviews of National Priorities List sites conducted pursuant to CERCLA, prospective purchaser corrective action plans, limitation of liability letters, cost certifications under the Georgia Brownfield Act and the Georgia Voluntary Remediation Program Act, semi-annual and annual corrective action reports, and delisted Hazardous Site Inventory files. Excludes records subject to 0462-0087 or 0462-0046.

Retention:  40 years

Updated:  April 18, 2019


0462-0092 | Solid Waste Handling Construction, Design and Operation Files

Description:  Records relating to the construction, design and operation of landfills/solid waste handling facilities. Documents include: construction drawings, as-built surveys, construction quality assurance documentation, and general correspondence related to landfill/solid waste handling facility operations. Excludes records subject to schedules 0462-0087, 0462-0045, 0462-0091A, and 0462-0091B.

Retention:  Until superseded or following completion of post-closure care.

Updated:  April 18, 2019


0462-0091A and 0462-0091B | Solid Waste Handling Permit Files

Description:  Records related to the permitting of facilities subject to the Georgia Comprehensive Solid Waste Management Act, which includes landfills, permit by rule facilities, materials recovery facilities, and solid waste processing facilities. These records include operating facilities and facilities in the post-closure care stage. Documents include: permit applications, permit modifications, site suitability reports, financial assurance, closure/post closure plans and reports.

Retention:  0462-0091A: Approved permit application: 20 years after completion of post- closure care; 0462-0091B: Not approved/withdrawn permit application: 5 years.

Updated:  April 18, 2019


1980-0215A | Solid Waste Management Plan Files

Description:  Documents relating to the preparation of Local Solid Waste Plans and Regional Plans.

Retention:  Permanent

Vital Record:  FALSE


1974-0282 | Solid Waste Management Planning and Grant Project Files

Description:  Documents relating to the planning and application for financial assistance to develop solid waste projects in the state.

Retention:  Permanent

Vital Record:  FALSE


1979-0280 | State Economic-Environmental Grants and Emergency State Grants - Approved

Description:  Documents relating to the administration of approved construction grants.

Retention:  3 years after end of grant

Vital Record:  FALSE


1979-0281 | State Grants for Water Supply & Water Pollution Control Facilities - Disapproved

Description:  Disapproved applications and supporting documents for state construction grants.

Retention:  Retain for useful life.

Vital Record:  FALSE


0462-0076 | State Wide Water Plan Development Files

Description:  Files pertaining to the development of the state-wide water management plan. May include State Water Council Files, correspondence, data used, meeting minutes, etc.

Retention:  Permanent


1974-0287 | Statewide Water Quality Management Subject Files

Description:  Documents relating to the basin planning and stream analysis functions.

Retention:  Permanent

Vital Record:  FALSE


1974-020 | Subdivision Water Supply System Files

Description:  Documents relating to the administration and operation of subdivision water supply systems.

Retention:  Permanent

Vital Record:  FALSE


0462-0090 | Surface Mining Compliance Files

Description:  Records related to the inspection of and enforcement related to facilities subject to the Georgia Surface Mining Act. Records include documentation of inspections, enforcement and compliance documentation, and correspondence related to surface mine enforcement and compliance.

Retention:  15 years

Updated:  April 18, 2019


0462-0089A and 0462-0089B | Surface Mining Permitting Files

Description:  Records related to the permitting of facilities subject to the Georgia Surface Mining Act. Records include permit applications and related documentation, issued permits, amendments to permits, correspondence related to permitting of surface mining facilities, annual hydrogeological or hydrology reports, financial assurance for surface mines, mining land use plans for reclamation after completion of surface mining activities, and permit termination documentation.

Retention:  0462-0089A: Approved permit application: 20 years after permit is terminated;0462-0089B: Not approved/withdrawn permit application: 5 years.

Updated:  April 18, 2019


0462-0025 | Surface Water Treatment Rule Files

Description:  Includes decisions allowing systems to exceed SWTR and list of systems required to complete CPE or CCP.

Retention:  40 years or 1 year after decision is updated, whichever is longer

Vital Record:  FALSE


0462-0024 | Total Coliform Rule Files

Description:  Includes microbial data and results, invalidation of TCR samples, and repeat sampling waivers.

Retention:  5 years

Vital Record:  FALSE


0462-0043 | Underground Storage Tank (UST) Compliance File

Description:  Documents related to the inspection and informal enforcement of underground storage tank facilities. May include inspection/trip reports; tank and line test results; Notices of Compliance and Deficiency and Violation; project-specific and general correspondence.

Retention:  6 years


0462-0050 | Underground Storage Tank (UST) Registration Files

Description:  UST Registration records. Includes annual Tank Registration and Forms 7530 that show the equipment, testing, and ownnership histories for UST facilities.

Retention:  10 years


0462-0052 | Vehicle Inspection and Maintenance Program - Compliance/ Enforcement—Car sales

Description:  Car sale transaction documents and supporting complaint information for non-violation car sales. May include: Affidavits, Bills of Sale, Titles or Title Applications, Copies of VIR history, and associated repair receipts and/or diagnostic tests.

Retention:  6 months


0462-0055 | Vehicle Inspection and Maintenance Program - Individual Vehicle Records - Emission Repair Forms

Description:  Original form presented by the motorist to the inspector as required to receive the After Repairs Test (Repair Shop info and cost).

Retention:  Upon vertification of data entered into VIR database


0462-0054 | Vehicle Inspection and Maintenance Program - Individual Vehicle Records - Vehicle Inspection Reports

Description:  Individual Vehicle Emission Test (Note: Full Title - Vehicle Inspection & Maintenance Program - Individual Vehicle Records - Vehicle Inspection Reports (VIRs))

Retention:  25 years


0462-0053 | Vehicle Inspection and Maintenance Program - Individual Vehicle Records - Waivers, Extension and

Description:  May include Out of Area:Proof of (1)vehicle (2)person (3)ownership (4)application (5) if applicable: permission to drive and supporting documentation/military orders and ID. Senior Exempt: (1) application (2) proof of age (3) registration. Repair: Proof of (1)ownership (2) repair receipts (3)application. Manager Authorized: Proof of: (1)application (2) person (3)ownership (4)supporting documentation. (Note: Full Title - Vehicle Inspection & Maintenance Program - Individual Vehicle Records - Waivers, Extension and Exemptions)

Retention:  5 years


0462-0051 | Vehicle Inspection and Maintenance Program - Licensing/ Compliance/ Enforcement-Stations and

Description:  Files related to the licensing, compliance, and enforcement of vehicle emissions stations, inspectors and car sales without emission inspections. May include Overt Audits (Pass/Fail), Violations (covert & overt), Covert Vehicle VIRS (garage + field), Inspector Applications/Renewal apps, Add/Delete information, Access Code Change Request , Station Applications/ Renewal apps, Insurance, Information, Update Requests, Required Materials Checklist, Analyzer/ Station Closeout information, violation Investigation Report and Follow-Ups, Complaints, NOVs, and supporting documentation such as Voluntary Surrender certification letter with inspector license, Revocation Letter, email correspondance, Entry of Service Letter, Affidavits, Bills of Sale, Titles, return receipt request, and support notes. (Note: Full Title - Vehicle Inspection & Maintenance Program - Licensing/ Compliance/ Enforcement-Stations and Inspectors and Car Sales)

Retention:  5 years


0462-0056 | Vehicle Inspection and Maintenance Program - Reporting

Description:  Non-Electronic Contract Deliverables including Environmental Protection Agency (EPA Annual Reports, EPA Biennial Reports, data compilations and evaluations of I/M program

Retention:  Term of contract + 3 years


0462-0057 | Vehicle Inspection and Maintenance Program - Reporting - Contractor Oversight Documents

Description:  May include Audits on Georgia Clean Air Force (GCAF) Tasks such as Extension/Exemption/Waiver Audits, Portal Checks, Website Reviews, GCAF auditors; and progress reports.

Retention:  Term of contract


0462-0028 | Volatile Organic Compounds, Synthetic Organic Compounds, Inorganic Compounds, Radiological, Lead and

Description:  Includes date and place of sampling, date and results of analyses.

Retention:  12 years

Vital Record:  FALSE


0462-0022 | Vulnerability Assessment Files

Description:  Includes vulnerability assessment and wellhead protection plans.

Retention:  Permanent

Vital Record:  FALSE


1979-069 | Water Plant Reports

Description:  Documents relating to the operation of ground and surface water plants.

Retention:  1 years

Vital Record:  FALSE


1981-052 | Water Quality Analysis Laboratory Report Forms

Description:  Documents relating to the receipt and analysis of water and wastewater samples.

Retention:  10 years

Vital Record:  FALSE


1981-054 | Water Quality Analysis Laboratory Report Reference Files

Description:  Copies of laboratory control forms maintained for reference purposes while the originals are in process.

Retention:  1 year

Vital Record:  FALSE


1981-053 | Water Quality Analysis Laboratory Workbooks

Description:  Information documenting raw lab data used in completing water quality analysis reports.

Retention:  10 years

Vital Record:  FALSE


1974-0288A | Water Quality Data and Technical Reports

Description:  Reports and publications documenting the results of water quality control investigations conducted by the Environmental Protection Division.

Retention:  Permanent

Vital Record:  FALSE


1984-052 | Water Quality Facility Inspection Case Files

Description:  Records documenting the inspection of facilities to ensure compliance with state and federal law, and departmental regulations.

Retention:  7 years

Vital Record:  FALSE


1974-033 | Water Source Map Files

Description:  Documents relating to the location of public water sources and water distribution points in each county.

Retention:  Retain for useful life

Vital Record:  FALSE


1981-0405 | Water Supply Laboratory Report File Copy Books

Description:  File copies of lab reports containing the source name and address; and, date sample collected, examined, and reported.

Retention:  5 years

Vital Record:  FALSE


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