Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Corrections, Department of   [ Total entries: 64 ]


0467-0010 | Accountability Logs

Description:  Documentation of location or destination of an inmate when he or she leaves their assigned dormitory or housing unit.

Retention:  6 months.

Vital Record:  TRUE


0467-0001 | Adverse Actions

Description:  Records documenting disciplinary actions against employees in which the employee has exhausted the appeal process and the final determination has been made.

Retention:  5 years

Vital Record:  FALSE


0467-0011 | Audits of Compliance and Corrective Action

Description:  Documentation of review and evaluation of functions and operations of correctional facilities and probation offices.

Retention:  5 years

Vital Record:  FALSE


1978-0206 | Briefing Summaries

Description:  Documents relating to succinct information report in simple tables, statistics, and language narrative relating to areas of concern among policy-level staff of the agency.

Retention:  Permanent

Vital Record:  FALSE


0467-0012 | Corrections Master Food Reports

Description:  Monthly, Quarterly and Annual reports of Master menu files including food cost and food inventory reports.

Retention:  6 years.

Legal Citation:  Georgia Department of Corrections Board Rule #125-4-3-.03 Menu.

Vital Record:  TRUE


1981-0415 | Cumulative Academic or Vocational Student Record File

Description:  Documents relating to recording academic or vocational training of individual students in state correctional institutions.

Retention:  5 years

Vital Record:  FALSE


2000-0012 | Death Watch Daily Activity Log Books

Description:  Daily accounts of inmates and staff activities specifically for those inmates within the death sentence unit of the correctional facility.

Retention:  Permanent

Vital Record:  FALSE


0000-0186 | Deputy Director’s General Subject File

Description:  This series documents policy and procedure for the institutions and documents guidance and advisement to the Director. It is used as a record and reference for later correspondence.

Retention:  5 years

Vital Record:  FALSE


0000-0126A | Deputy Director’s Subject File

Description:  Documents relating to maintaining files concerning responsibilities, policy and budget procedures of the Deputy Director's Office.

Retention:  5 years

Vital Record:  FALSE


0467-0005 | Detainee Health Record (Medical Record)

Description:  Documents relating to medical care provided to detainees. Includes GA Dept. of Corrections medical information and forms.

Retention:  10 years

Vital Record:  FALSE


1982-0032 | Diversion Center Bank Statement File

Description:  Documents relating to accounting for residents' funds.

Retention:  4 years

Vital Record:  FALSE


1982-0034 | Diversion Center Receipt Book File

Description:  Documents relating to money (checks, cash, money orders) collected from residents for earnings or money from outside sources to be deposited in resident accounts.

Retention:  4 years

Vital Record:  FALSE


1982-0051-02 | Diversion Center Residents Case History Files

Description:  Records documenting a detainee's stay at a diversion center.

Retention:  4 years

Vital Record:  FALSE


1974-0131 | Escaped Inmate Personnel File

Description:  Documents relating to the individual chronological history of incarceration and reports of escape of the active escaped inmate.

Retention:  50 years

Vital Record:  FALSE


1975-0230 | Farm Inspection Reports

Description:  Documents relating to maintaining inspection reports and farming operations reports of the various correctional insitutions throughout the State.

Retention:  5 years

Vital Record:  FALSE


0467-0023 | Fire Safety and Inspection Files

Description:  Monthly, Quarterly, and Annual fire safety and inspection reports.

Retention:  5 years

Legal Citation:  NFPA Life Safety Codes, Georgia Code Title 8, Building and Housing, Title 25, Fire Protection and Safety.

Vital Record:  FALSE


2000-0010 | General Daily Activity Log Books

Description:  Daily accounts of inmates and staff activities specifically for those inmates within the correctional facility.

Retention:  4 years

Vital Record:  FALSE


1973-0464 | Georgia Probationers in Other States Files

Description:  Documents relating to case material on Georgia probationers supervised by other states.

Retention:  5 years

Vital Record:  FALSE


1983-0848 | Head Count Forms

Description:  Documents relating to accounting for inmates at various times during the day.

Retention:  30 days

Vital Record:  FALSE


2001-0002 | Incident Reports

Description:  Incident Reports relating to inmates and Departmental personnel containing sttements of those concerned reflecting circumstances of incident by inmate, personnel, and summary log.

Retention:  3 years

Vital Record:  FALSE


1978-0154 | Independent and Cooperative Research or Evaluation Reports

Description:  Documents relating to maintaining copies of reports prepared under contract or developed by individual scholars or students as private (but sanctioned) reviews of DOR programs or operations.

Retention:  Permanent

Vital Record:  FALSE


1979-0088 | Inmate Account Files (Division-wide Common)

Description:  Documents relating to recording funds deposited to and withdrawn from individual inmate accounts.

Retention:  3 years and completion of internal audit

Vital Record:  FALSE


1986-0017A | Inmate Claims Against the State Files

Description:  Documents relating to investigating claims filed by State inmates with the State Claims Advisory Board requesting monetary compensation for lost or stolen personal property, and preparing Statements of Findings and Recommendations relative to the claims for submission to the Board.

Retention:  5 years

Vital Record:  FALSE


0467-0015 | Inmate complaints, grievances and disciplinary appeal files.

Description:  Inmate grievances, complaints, disciplinary appeals, disciplinary hearing officer reports and letters of dispositions.

Retention:  3 years.

Vital Record:  FALSE


1977-0100 | Inmate Correspondence File

Description:  Documents relating to maintaining a file on correspondence to and from State inmates.

Retention:  3 years

Vital Record:  FALSE


1986-0004 | Inmate Correspondence Monthly Summary Report File

Description:  Documents relating to recording the number of complaints, grievances and correspondence generated by state inmates per month, listed by institution.

Retention:  4 years

Vital Record:  FALSE


1974-0112A | Inmate Personnel Files

Description:  Documents relating to the record copy of chronological documentation of an inmate's incarceration.

Retention:  Prior to 1943: Permanent; 1943-1969: 15 years; 1970-forward: 15 years

Vital Record:  FALSE


1977-0067 | Institution Correspondence Files

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

Retention:  5 years

Vital Record:  FALSE


1974-0109 | Institutional Evaluation Report File

Description:  Documents relating to the routine periodical evaluation of state and county correctional institution and any requested evaluation of other departmental facilities.

Retention:  Permanent

Vital Record:  FALSE


1974-042A | Institutional Inmate Case History File

Description:  Documents relating to individual inmates chronological history of incarceration.

Retention:  3 years. Exception: for parolees from life sentences: 10 years from date of parole

Vital Record:  FALSE


1978-0155 | Inter-Agency Evaluation Reports

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

Retention:  Permanent

Vital Record:  FALSE


1977-0068 | Investigations Case Files

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

Retention:  Permanent

Vital Record:  FALSE


0467-0014 | Investigations/Case Files/Audio Tapes

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

Retention:  20 years.

Vital Record:  TRUE


0467-0002 | Investigations/Case Files/Cassette Tapes

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

Retention:  20 years

Updated:  March 04, 2002


1973-0523 | Master Menu Files

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

Retention:  Permanent

Vital Record:  FALSE


1982-0555 | Monthly Education Reports

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

Retention:  1 year and completion of federal audit

Vital Record:  FALSE


0467-0009 | Official Count Forms

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

Retention:  6 months.

Vital Record:  TRUE


0000-0178 | Official Minutes of the Board of Corrections

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

Retention:  Permanent

Vital Record:  FALSE


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

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

Retention:  14 years

Vital Record:  FALSE


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

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

Retention:  3 years

Vital Record:  FALSE


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

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

Retention:  14 years

Vital Record:  FALSE


1982-0029 | Out Client Probationers Payment Ledger Card Files

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

Retention:  4 years

Vital Record:  FALSE


0000-0179A | Plans and Specifications File

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

Retention:  Permanent

Vital Record:  FALSE


1980-0263A | Probation Compact Case Files

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

Retention:  2 years

Vital Record:  FALSE


1984-0055 | Probation Office Bank Statement File

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

Retention:  6 years

Vital Record:  FALSE


1982-0223 | Probation/Parole Workload Monthly Summary Report

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

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

Vital Record:  FALSE


0467-0007 | Probationer Case History Files

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

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

Vital Record:  FALSE


1978-0156 | Program Evaluation Reports

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

Retention:  4 years

Vital Record:  FALSE


0000-0083 | Public Information Subject Files

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

Retention:  Permanent

Vital Record:  FALSE


1983-0850 | Regular Detail Assignment Lists

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

Retention:  30 days

Vital Record:  FALSE


1978-0075 | Rehabilitation, Population and Demographic Historical Statistics Computer Reports File

Description:  Documents relating to summarizing statistics on inmates, probationers and parolees taken from inmate data base and probation/parole inventory.

Retention:  Security COM Copy: Permanent; Reference Copy: 5 years

Vital Record:  FALSE


1999-0004 | Released Detainee Case History Files

Description:  Detention Centers provide for the incarceration, rehabilitation, education, health, and medical care of those persons placed in their jurisdiction by courts of law. These centers maintain case files on each detainee which document the performances for the services.

Retention:  4 years

Vital Record:  FALSE


0467-0004 | Released Inmate Health Records (Medical Records)

Description:  Medical records documenting health services provided to inmates.

Retention:  10 years

Vital Record:  FALSE


1997-0072 | Released Inmate Health Records (Medical Records)

Description: 

Retention:  Adult inmates: 7 years after release. Minor inmates: Until 27th birthday of released inmate.

Vital Record:  FALSE


1978-0157 | Research Reports

Description:  Documents containing summaries of special data collections, correctional literature, and policy trends concerning accountability and performance-based management in correctional systems.

Retention:  Permanent

Vital Record:  FALSE


0467-0008 | Residential Substance Abuse Treatment (RSAT) Files

Description:  Individual offender's summary of progress throughout the program.

Retention:  2 years after successful completion or unsuccessful termination of the RSAT program

Vital Record:  FALSE


0467-0006 | Sex Offender Records

Description:  Documents relating to the records of incarcerated, paroled, or probated sex offenders.

Retention:  Retain until receipt of official proof of death or for 99 years after release

Legal Citation:  O.C.G.A. 42-1-12(c)(5)

Vital Record:  FALSE


1983-0849 | Sundown Count Forms

Description:  Documents relating to sending daily information regarding inmate population to central office.

Retention:  30 days

Vital Record:  FALSE


1982-0076 | Superior Court Returned Case Files

Description:  Documents relating to the returning of sentences to the Superior Courts on individuals sentenced by the court that for certain reasons do not enter the correctional system.

Retention:  2 years

Vital Record:  FALSE


2000-0011 | Under Death Sentence Daily Activity Log Books

Description:  Daily accounts of inmates and staff activities specifically for those inmates within the death sentence unit of the correctional facility.

Retention:  20 years

Vital Record:  FALSE


1977-0069A | Use of Force Files (Reports and Summary Logs)

Description:  Documents relating to receiving and investigating reports of use of force used by institution personnel in regard to inmates.

Retention:  Permanent

Vital Record:  FALSE


0467-0003 | Use of Force Reports

Description:  Documents relating to use of force investigations.

Retention:  5 years

Vital Record:  FALSE


0467-0013 | Use of Force/Use of Weapons Reports

Description:  Use of Force/Use of Weapons reports contain information reflecting circumstances of the incident of use of force or weapons used by the institution personnel in regard to inmates. These reports include statements of the inmate(s) involved, personnel and a summary of the event.

Retention:  5 years

Vital Record:  FALSE


1977-0070A | Use of Weapons Files (Reports and Summary Logs)

Description:  Documents relating to receiving and investigating reports on use of weapons by institutional personnel in regard to inmates.

Retention:  Permanent

Vital Record:  FALSE


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