Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Lottery Corporation, Georgia   [ Total entries: 37 ]


0973-0002 | Adverse Action Appeal Files

Description:  Retailer Appeals of Adverse actions to administrative hearing officer or courts (denials, terminations). GLC Board of Directors Approved Retailer Rules permit retailers receiving an adverse action to appeal the decision to first the GLC President, then to the GLC Board and finally to the Superior Court of Fulton County.

Retention:  6 years after resolution of appeal

Vital Record:  FALSE

Updated:  October 20, 2016


0973-0016 | Ball Weighing/Measurement Information Files

Description:  The GLC maintains lottery drawing ball weighing/measurement records to provide documentation for the periodic testing of the consistency of lottery balls that are used in lottery drawings.

Retention:  1 year

Vital Record:  FALSE

Updated:  October 20, 2016


0973-0034 | Citations

Description:  Documents relating to citations issued to persons for COAM violations.

Retention:  5 years

Updated:  October 20, 2016


0973-0033A | Claim Referral Log - GLC District Offices

Description:  Prize Claim files are maintained for prize claims submitted for payment, but were considered unredeemable. The underlying lottery tickets are considered “unredeemable” because of claim validation issues, ticket damage, alterations, and similar reasons. The file series contains background information of the player, the unredeemable ticket, and validation information.

Retention:  6 years after claim is submitted.

Updated:  October 20, 2016


0973-0033B | Claim Referral Log - GLC Headquarters

Description:  Prize Claim files are maintained for prize claims submitted for payment, but were considered unredeemable. The underlying lottery tickets are considered “unredeemable” because of claim validation issues, ticket damage, alterations, and similar reasons. The file series contains background information of the player, the unredeemable ticket, and validation information.

Retention:  6 months after claim is submitted.

Updated:  October 20, 2016


0973-0038 | COAM Compliance - License Business Address and Owner Detail

Description:  Documents generated from the COAM Compliance software application that provides information on the business address and owners of a COAM license. Documents are generated upon request through the application.

Retention:  7 years

Updated:  October 20, 2016


0973-0037 | COAM Compliance - License Status Change Detail

Description:  Documents generated from the COAM Compliance software application that provides information on the status changes of a COAM license. Documents are generated upon request through the application.

Retention:  7 years

Updated:  October 20, 2016


0973-0036 | COAM Compliance - License Status Summary

Description:  Document generated from the COAM Compliance application that provides total counts for COAM licenses in each status for a requested licensing year. Documents are generated upon request through the application.

Retention:  7 years

Updated:  October 20, 2016


0973-0039 | COAM License Print Admin - Print Log

Description:  Document generated by the COAM Application Print application that provides information each time a license is printed. Documents are generated upon request through the application.

Retention:  5 years

Updated:  October 20, 2016


0973-0040 | COAM Project Change Requests

Description:  Documents submitted by various GLC personnel to the COAM Project Coordinator detailing requests for system changes pertaining to an existing project.

Retention:  5 years

Updated:  October 20, 2016


0973-0041 | COAM Project Requirements

Description:  Documents submitted by the Business Analyst and/or the COAM Project Coordinator detailing specific requirements related to any software projects, enhancements, or fixes.

Retention:  5 years

Updated:  October 20, 2016


0973-0042 | COAM Project Scope

Description:  Documents submitted by the Business Analyst and/or the COAM Project Coordinator detailing the items to be included in an upcoming project or maintenance batch.

Retention:  5 years

Updated:  October 20, 2016


0973-0035 | D3 System Incident Reports

Description:  This file series records documents relating to incident reports generated by COAM Compliance Inspectors of violations of COAM laws and regulations.

Retention:  5 years after cases are settled.

Updated:  October 20, 2016


0973-0031 | Debt Setoff Claims

Description:  Debt setoff claim information.

Retention:  7 years

Updated:  October 20, 2016


0973-0017 | Drawing Checklists

Description:  Drawing checklists document the security measures that were performed before and after each lottery drawing, and support the integrity of the conduct of lottery drawings.

Retention:  2 years or after audit completed, whichever is longer.

Updated:  October 20, 2016


0973-0018 | Drawing Logs

Description:  This record series documents tasks performed immediately after a “live” drawing. Drawing logs contain the handwritten entries of winning numbers selected, specific ball sets used, game sales, prize liabilities, and the independent auditors who witnessed and certified the drawing.

Retention:  2 years

Updated:  October 20, 2016


0973-0043 | iGEM System Access Requests

Description:  Documents generated by the iGEM System vendors central accounting system, detailing licensee information, accounting information, and system connectivity information.

Retention:  5 years

Updated:  October 20, 2016


0973-0021 | Instant Game Load CD’s

Description:  CD's containing data files.

Retention:  1 year

Updated:  October 20, 2016


0973-0028A | Low Tier Prize Claims - Instant Tickets

Description:  Low tier Instant or online prize claims.

Retention:  90 days after the prize ticket is redeemed.

Vital Record:  FALSE

Updated:  October 20, 2016


0973-0028B | Low Tier Prize Claims - On-Line Tickets:

Description:  Low tier Instant or online prize claims.

Retention:  90 days after payment of prize date.

Updated:  October 20, 2016


0973-0029 | Mid Tier Prize Claims

Description:  Mid tier Instant or online prize claims.

Retention:  Instant Tickets: 90 days after the prize ticket is redeemed; On-line Tickets: 90 days after the prize ticket is redeemed.

Updated:  October 20, 2016


0973-0032 | Paid in Full Annuity Winners Files

Description:  Annuity winners who have been paid in ful

Retention:  7 years after full payment

Updated:  October 20, 2016


0973-0005 | Project Management Files

Description:  This record series contains Information Technology Software/Hardware Projects which may include the following: project plans, requirement documents, test cases, testing results, document closings, project acceptance documents, game rules, etc.

Retention:  5 years after project completed.

Vital Record:  FALSE

Updated:  October 20, 2016


0973-0027C | Retailer Application File - Active

Description:  This record series contains retailers' background information such as personal data, criminal background checks, credit checks, banking information, corporate authority, ownership changes, etc.

Retention:  5 years or until a renewal process of the retailer contract occurs.

Updated:  October 20, 2016


0973-0027B | Retailer Application File - Denied

Description:  This record series contains retailers' background information such as personal data, criminal background checks, credit checks, banking information, corporate authority, ownership changes, etc.

Retention:  5 years from date of denial

Updated:  October 20, 2016


0973-0027A | Retailer Application File - Terminated

Description:  This record series contains retailers' background information such as personal data, criminal background checks, credit checks, banking information, corporate authority, ownership changes, etc.

Retention:  7 years from date of termination

Updated:  October 20, 2016


0973-0014 | Return Ticket Detail Report

Description:  Reports of unsold instant tickets that are collected, stored, and later destroyed.

Retention:  3 years

Vital Record:  FALSE

Updated:  October 20, 2016


0973-0019 | Second Chance/Promotional Drawings

Description:  This record series documents tasks and outcomes of Second Chance or Promotional drawings. Second Chance Drawings allow non-winning ticket purchasers to enter a secondary drawing for an opportunity to win a different prize, by using the serial number on the non-winning ticket for entry, and using a random number selection process to select winners from the serial numbers of entered tickets.

Retention:  2 years

Updated:  October 20, 2016


0973-0024 | Security GLC User Requests

Description:  Requests for access/removal to GLC managed systems.

Retention:  3 years

Updated:  October 20, 2016


0973-0025 | Security International Game Technology (IGT) User Requests

Description:  International Game Technology (IGT) is the operator contracted by the GLC to manage its lottery gaming system. Persons who request access to the computer systems managed by IGT are recorded in a written log for security, and audit reasons.

Retention:  3 years or after audit completed, whichever is longer.

Vital Record:  FALSE

Updated:  October 20, 2016


0973-0023 | Security Promotional Tickets

Description:  Tickets in promotional status

Retention:  3 years

Updated:  October 20, 2016


0973-0022 | Security Ticket Reconstructions

Description:  Instant ticket reconstructions

Retention:  3 years

Updated:  October 20, 2016


0973-0020 | Security Winner Package

Description:  Documents winner security measures.

Retention:  8 years

Updated:  October 20, 2016


0973-0026 | System Change Requests

Description:  Requests to change specific application access rights.

Retention:  3 years

Updated:  October 20, 2016


0973-0001 | Test/Output for On-line and Instant Games

Description:  Software testing

Retention:  3 years

Updated:  October 20, 2016


0973-0030 | W-2 G Corrections

Description:  Corrections relating to W2-G Statements.

Retention:  5 years

Updated:  October 20, 2016


0973-0003 | WINNER Claim Log

Description:  Documents winner background information

Retention:  8 years after a winning claim is submitted.

Vital Record:  FALSE

Updated:  October 20, 2016


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