Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Administrative Services, Department of   [ Total entries: 34 ]


1979-0130 | Agency Budget Warrant Copies (original copy)

Description:  Documents relating to the process followed in alloting State funds to agencies.

Retention:  1 year

Vital Record:  FALSE


1989-0011 | Agency Contract Files

Description:  Documents relating to processing of an agency contract file.

Retention:  6 years

Vital Record:  FALSE


1982-0096 | Annual and Sick Leave Taken Grid Sheets

Description:  Documents relating to recording and maintaining a record of leave taken by employees.

Retention:  7 years

Vital Record:  FALSE


0000-0195A | Cancelled Check Files (Budget Appropriations)

Description:  Documents relating to disbursing State funds to all State agencies, counties and municipalities.

Retention:  4 years

Vital Record:  FALSE


1976-0336 | Certificate of Deposit Bid Program File

Description:  Documents relating to placing of State funds for investment.

Retention:  2 years

Vital Record:  FALSE


1989-0039 | Client Files

Description:  Documents relating to Legal Affairs esponse to requests for legal advice or services on contracts, personnel actions, legislation, or other issues on which DOAS divisions seek legal advice.

Retention:  6 years

Vital Record:  FALSE


1976-0167 | Collateral Transactions Correspondence File

Description:  Documents relating to pledging collateral to secure general treasury deposits being held by banks in Georgia

Retention:  2 years

Vital Record:  FALSE


1973-0078 | Commissioner’s Subject Files

Description:  Documents relating to all areas of responsibility and interest of the Commissioner of the Department of Administrative Services.

Retention:  Permanent

Vital Record:  FALSE


1989-0005 | Construction Project Files

Description:  Documents relating to construction project files.

Retention:  6 years

Vital Record:  FALSE


1974-0291A | EDP Review Committee Files

Description:  Documents relating to reviewing and approving State agency requests for data processing and computing hardware and software.

Retention:  Permanent

Vital Record:  FALSE


1975-0219 | Employee’s Daily Time Report File

Description:  Documents relating to documenting personnel time charged to State agencies for data processing services.

Retention:  Contracted Consultants Time Sheet File: 3 years; State Agencies Time Sheet File: 3.25 years

Vital Record:  FALSE


1982-0128 | Employment Application and Certification Files

Description:  Documents relating to applications and certifications.

Retention:  3 years

Vital Record:  FALSE


1976-0005 | Field Purchase Order Files

Description:  Documents relating to auditing departmental procedures for emergency purchases, field purchases and purchases of supplies or equipment on existing contract.

Retention:  1 year

Vital Record:  FALSE


0000-0211 | Food Distribution Files

Description:  Food distribution in Georgia.

Retention:  3 years

Vital Record:  FALSE


1976-0164 | Interest File

Description:  Documents relating to the recording of State funds and interest earned at each bank.

Retention:  4 years

Vital Record:  FALSE


1976-0169 | Investment Sheet File

Description:  Documents relating to investing each day's available funds.

Retention:  2 years

Vital Record:  FALSE


1976-0165 | Investments Correspondence File

Description:  Documents relating to investing all taxes, fees and other funds receipted in general treasury and being held for disbursement.

Retention:  2 years

Vital Record:  FALSE


1976-0168 | Investments Journal File

Description:  Documents relating to maintaining records of investments of State funds at each bank.

Retention:  Permanent

Vital Record:  FALSE


1976-0337 | Investments Maturity Date File

Description:  Documents relating to maturing of investments.

Retention:  2 years

Vital Record:  FALSE


1989-0040 | Liability Claim/Case File

Description:  Client files - various requests for legal advice or services. Claim case files - claims and lawsuits filed against insured state employees and/or authorities.

Retention:  7 years after case is closed

Vital Record:  FALSE


1995-0027 | Liability, Fidelity Bond, Statutory Bond, Indemnification and Property Claim Files

Description:  Risk Management Services.

Retention: 

Vital Record:  FALSE


1976-0166 | Municipality Grant Eligibility File

Description:  Documents relating to certifying that municipalities have met criteria for grants as per State of Georgia (code number and certificates).

Retention:  2 years

Vital Record:  FALSE


1976-0145 | Personal Property Inventory File

Description:  Documents relating to maintaining inventories of all personal property in all State agencies.

Retention:  2 years

Vital Record:  FALSE


1976-0144 | Personal Property Manager’s Subject File

Description:  Documents relating to administering the State's personal property.

Retention:  5 years

Vital Record:  FALSE


1989-0041 | Request for Bid Proposals

Description:  Documents relating to processing of a request proposal file.

Retention:  6.25 years

Vital Record:  FALSE


1987-0015 | Request for Data Processing Services (RFDPS)

Description:  Documents relating to receiving request for data processing services from state agencies

Retention:  5 years

Vital Record:  FALSE


1976-0025 | State Agency Lease Contract Files

Description:  Documents relating to rental property utilized by State agencies and the Board of Regents.

Retention:  6 years

Vital Record:  FALSE


1978-0060A | Statewide Term Contract File

Description:  Documents relating to statewide contracts established by purchasing agents for use by State agencies.

Retention:  6 years

Vital Record:  FALSE


1978-0083 | Superior Court Expenditure Voucher File

Description:  Documents relating to paying all other expenses from the Superior Court operating account not included in the monthly report files.

Retention:  10 years

Vital Record:  FALSE


1976-0146 | Surplus Property Transfer File

Description:  Documents relating to transferring and disposing of surplus State property.

Retention:  Surplus Property File: 4 years; Surplus Property Transfer Form File: 1 year

Vital Record:  FALSE


1976-0147 | Surplus Tag Inventory Card File

Description:  Documents relating to controlling the inventory of the State property within the surplus property warehouse.

Retention:  30 days

Vital Record:  FALSE


1973-0156 | Vendor Credit Rating Files

Description:  Documents relating to the credit standing of vendors desiring to do business with the State.

Retention:  2 years

Vital Record:  FALSE


1988-0018 | Workers’ Compensation & Risk Management Cancelled Checks

Description:  Documents relating to disbursing monies for workers' compensation and self insurance claims.

Retention:  10 years

Vital Record:  FALSE


1995-0026 | Workers’ Indemnity and Medical Compensation Claim Case Files

Description:  Risk Management Services Workers' Compensation files

Retention:  10 years after case is closed.

Vital Record:  FALSE


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