Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Jekyll Island Authority   [ Total entries: 73 ]


0910-07-001 | Adoption and Membership Records

Description:  Records documenting the purchase or renewal of adoptions and memberships at the Turtle Center. This series may include but is not limited to: Adopt-a-Sea-Turtle, Nest-Trackers, and Center Memberships.

Retention:  Retain in office.

Updated:  October 20, 2016


0910-02-001 | Alcoholic/Malt Beverage Licenses

Description:  Records document the applications to sell beer or wine on the island.

Retention:  7 years

Updated:  October 20, 2016


0910-05-001B | Ambulance Trip Reports - Adults

Description:  Record of patient vital statistics from the point at which the ambulance picks the individual up to the hospital.

Retention:  5 years

Updated:  October 20, 2016


0910-05-001A | Ambulance Trip Reports - Minors

Description:  Record of patient vital statistics from the point at which the ambulance picks the individual up to the hospital.

Retention:  5 years after reaching the age of 18

Updated:  October 20, 2016


0910-07-010 | AmeriCorps

Description:  Records pertaining to the AmeriCorps GSTC program. This series may include but is not limited to: member files, performance measurement data and reporting requirements, grant award, fiscal reimbursements, and any grant adjustments.

Retention:  5 years following completion of grant.

Updated:  October 20, 2016


0910-07-002 | Animal Intake Forms, Logs, and Reports

Description:  This series documents the intake of animals into the hospital. This series may include but is not limited to: Drop off forms and Stranding forms.

Retention:  Permanent

Updated:  October 20, 2016


0910-03-001 | Appraisal Records

Description:  This series documents monetary value appraisals of institutional artifacts, objects, and collections.

Retention:  Permanent

Updated:  October 20, 2016


0910-02-002 | Authorizations to Conduct Business

Description:  Records documenting the granting of business privileges on the island; to be used when applying for a business license.

Retention:  2 years

Updated:  October 20, 2016


0910-02-003 | Bicycle Rental Licenses

Description:  Records documenting the application and approval to rent bicycles on the island.

Retention:  2 years

Updated:  October 20, 2016


0910-03-003 | Collections and Artifact Acquisition, Deaccession, Exchange and Loan Records

Description:  This series documents the acquisition, accession, use, preservation, storage, transfer, and disposition of artifacts and collections. This series may include but is not limited to: acquisitions/accession log, cataloging worksheets; deed of gift; object file cards; subject file cards; numerical file cards; wildlife collecting permits; guns and weapons registration forms; condition/conservation records; reformatting logs; photographs; donor correspondence; descriptions of property; inventory lists; incoming loan agreements; background data about the collections and/or persons associated with the collections; receipt of collections documentation; donor agreements; purchasing data; preliminary descriptive inventory files; public records; declaration of charitable gifts forms; copyright; citation information; and permission to publish or reproduce images forms.

Retention:  Permanent

Updated:  October 20, 2016


0910-03-004 | Conservation and Repair Records

Description:  This series documents the conservation and repair of materials. This series may include but is not limited to: bookbinding records, artifact repair records, and treatment logs.

Retention:  Retain in office.

Updated:  October 20, 2016


0910-01-003A | Conservation Outreach - Interpretation Plan

Description:  This series documents the digital, documentary, and environmental interpretation programs and materials on Jekyll Island.

Retention:  Permanent

Updated:  October 20, 2016


0910-01-003B | Conservation Outreach Records (excluding Interpretation Plan)

Description:  This series documents the digital, documentary, and environmental interpretation programs and materials on Jekyll Island.

Retention:  5 years after the completion of the program.

Updated:  October 20, 2016


0910-06-001 | Discharge Monitoring Records

Description:  This series contains reports summarizing treatment of wastewater in the sewer systems on Jekyll Island.

Retention:  5 years

Updated:  October 20, 2016


0910-06-002 | Drainage and Flood Problem Records

Description:  This series documents the monitoring and the resolution of drainage and flood problems on Jekyll Island.

Retention:  10 years

Updated:  October 20, 2016


0910-07-003 | Education Animal Husbandry Records

Description:  Record logs documenting the daily husbandry and program use of animals in the Georgia Sea Turtle Center Education Animal Collection.

Retention:  3 years after of date of last entry.

Updated:  October 20, 2016


0910-07-004A | Education Curriculum and Programs Evaluations - Strategic Plan

Description:  Records documenting education programs that follow the Turtle Center Mission. This series may include but is not limited to: Camps, Daily Programs, Program Evaluations, School Field Trips, and Scout Programs.

Retention:  Permanent

Updated:  October 20, 2016


0910-07-004B | Education Curriculum and Programs Evaluations (excluding Strategic Plan)

Description:  Records documenting education programs that follow the Turtle Center Mission. This series may include but is not limited to: Camps, Daily Programs, Program Evaluations, School Field Trips, and Scout Programs.

Retention:  5 years after the completion of the program.

Updated:  October 20, 2016


0910-03-002 | Environmental Monitoring Reports

Description:  This series documents the environmental conditions in the archival and museum facilities and may include hygrothermograph charts and reports documenting the humidity and temperature.

Retention:  10 years

Updated:  October 20, 2016


0910-01-004A | Environmental Research - Database

Description:  This series includes data (both raw & spatial), the analysis and reports of said data; research regarding the habitat, plants, wildlife, & physical island itself.

Retention:  Permanent

Updated:  October 20, 2016


0910-01-004B | Environmental Research - Paper and Field Notes

Description:  This series includes data (both raw & spatial), the analysis and reports of said data; research regarding the habitat, plants, wildlife, & physical island itself.

Retention:  3 years after verified and entered.

Updated:  October 20, 2016


910-03-005A and 910-03-005B | Exhibit Records

Description:  This series documents the display and use of artifacts and materials held by the collection units or display created by the units. This series may include but is not limited to: research materials concerning the cultural environmental setting surrounding the artifacts; biographies; lists of artifacts or items considered for inclusion; drafts of exhibit descriptions or scripts; publicity or advertisements for exhibits; artifact labels; photographs of exhibits; exhibit renderings and layout diagrams; exhibit scheduling and transportation information; evaluation forms; condition forms; and exhibit assembly and presentation instructions.

Retention:  (910-03-005A) Exhibit descriptions or scripts, exhibit renderings and layout diagrams, photographs of exhibits, lists of artifacts included, and publicity or advertisements for the exhibits: Permanent; (910-03-005B) All other records: Useful life.

Updated:  October 20, 2016


0910-05-002 | False Alarm Reports

Description:  Reports of public safety officer response to a false alarm or prank call.

Retention:  3 years

Updated:  October 20, 2016


0910-03-006 | Finding Aids (Indexes) or Tracking Systems

Description:  This record consists of indexes, lists, registers, and other finding aids used to provide access to records.

Retention:  Until superseded.

Updated:  October 20, 2016


0910-05-003 | Fire Hydrant Inspection Reports

Description:  Records documenting the installation and maintenance of fire hydrants.

Retention:  5 years

Updated:  October 20, 2016


0910-05-004 | Fire Incident Reports

Description:  Records of fires and related damage.

Retention:  50 years

Updated:  October 20, 2016


0910-05-005 | Fire Log Books

Description:  Record of fire including date, name of caller, stations responding, damage to structure, equipment used, and time required.

Retention:  7 years

Updated:  October 20, 2016


0910-05-006 | Fire Prevention Plans

Description:  Review of structure, along with flammable material contained within, alarm systems, placement of extinguishers, and emergency numbers.

Retention:  5 years after superseded.

Updated:  October 20, 2016


0910-05-008 | Fire/Arson Investigation Files

Description:  Investigations of the cause and origin of fires in order to determine criminal intent.

Retention:  50 years

Updated:  October 20, 2016


0910-05-009 | Fireworks Display Registrations

Description:  Registrations of the location of fireworks displays with the fire department.

Retention:  3 years

Updated:  October 20, 2016


0910-01-001A | Land Development Review EAP Reports

Description:  This series documents communications with lease holders and/or business operators to motivate acceptance of JIA policies and regulations and advancement of JIA priorities pertaining to conservation. This series includes, but is not limited to: reports of Environmental Assessment Procedure (EAP) reviews of proposed projects that have the potential to significantly impact the natural environment of Jekyll Island.

Retention:  Permanent

Updated:  October 20, 2016


0910-01-001B | Land Development Review Records (excluding EAP Reports)

Description:  This series documents communications with lease holders and/or business operators to motivate acceptance of JIA policies and regulations and advancement of JIA priorities pertaining to conservation. This series includes, but is not limited to: reports of Environmental Assessment Procedure (EAP) reviews of proposed projects that have the potential to significantly impact the natural environment of Jekyll Island.

Retention:  5 years

Updated:  October 20, 2016


0910-07-005 | Life Support System Maintenance

Description:  Records and reports pertaining to, but not limited to: pumps, filtration components, and water quality of the tanks within the Turtle Center.

Retention:  Life of the equipment.

Updated:  October 20, 2016


0910-06-003 | Maintenance Records

Description:  This series documents service and repair work to public utility lines, mains, and meters on Jekyll Island.

Retention:  5 years

Updated:  October 20, 2016


0910-04-001C | Marketing Records

Description:  This series documents the marketing of the Amenities and Convention Center on the island, as well as marketing campaigns focusing on island tourism, to include but not limited to: golf courses, the Jekyll Island Museum, Sea Turtle Center, Summer Waves, the Tennis Center, Shrimp and Grits, Turtle Crawl, Fourth of July, Georgia Florida and the Tree Lighting. This series may includes broadcast, digital, and print marketing materials not covered in 0910-04-001A (Final broadcast, digital, print marketing materials and ownership contracts and agreements) and 0910-04-001B (Contracts and License Agreements).

Retention:  5 years

Updated:  October 20, 2016


0910-04-001B | Marketing Records - Contracts/License Agreements

Description:  This series documents the marketing of the Amenities and Convention Center on the island, as well as marketing campaigns focusing on island tourism, to include but not limited to: golf courses, the Jekyll Island Museum, Sea Turtle Center, Summer Waves, the Tennis Center, Shrimp and Grits, Turtle Crawl, Fourth of July, Georgia Florida and the Tree Lighting. This series includes contracts/license agreements.

Retention:  7 years after expiration

Updated:  October 20, 2016


0910-04-001A | Marketing Records - Final broadcast, digital, print marketing materials, ownership contracts/agrmts

Description:  This series documents the marketing of the Amenities and Convention Center on the island, as well as marketing campaigns focusing on island tourism, to include but not limited to: golf courses, the Jekyll Island Museum, Sea Turtle Center, Summer Waves, the Tennis Center, Shrimp and Grits, Turtle Crawl, Fourth of July, Georgia Florida and the Tree Lighting. This series includes final broadcast, digital, print marketing materials and ownership contracts/agreements.

Retention:  Permanent

Updated:  October 20, 2016


0910-02-004 | Master List of Business Leases

Description:  Listing of all businesses operating on the island.

Retention:  Until superseded.

Updated:  October 20, 2016


0910-05-010 | Medicaid/Medicare Billing Statements

Description:  Billing record for Medicaid and Medicare claims.

Retention:  5 years

Updated:  October 20, 2016


0910-05-011 | Medicaid/Medicare Insurance Claims

Description:  Invoices sent to Medicaid/Medicare for reimbursement.

Retention:  5 years after settlement.

Updated:  October 20, 2016


0910-05-012 | Medicaid/Medicare Paid Bill Receipts

Description:  Documents payment of claims.

Retention:  5 years

Updated:  October 20, 2016


0910-06-004 | Meter Books and Summary Reports

Description:  Record of meter readings and reports by Customer Account.

Retention:  5 years

Updated:  October 20, 2016


0910-06-005 | Meter Maintenance Records

Description:  Records documenting maintenance work performed on service meters.

Retention:  3 years

Updated:  October 20, 2016


0910-01-002 | Natural Resource Management

Description:  This series documents fencing, habitat restoration, signage and trail maintenance on Jekyll Island.

Retention:  3 years

Updated:  October 20, 2016


0910-06-006 | New Meter Installations

Description:  Document the installation of new water meters.

Retention:  5 years

Updated:  October 20, 2016


0910-02-005 | Ordinance Violation Records

Description:  Records documenting violations issued by code compliance officer for non-compliance with island ordinances.

Retention:  3 years or life of lease, whichever is longer.

Updated:  October 20, 2016


0910-07-006 | Permits

Description:  This series documents all Federal, International, State and local permits held by the Turtle Center for: Research, Rehabilitation, and Educational Animals.

Retention:  5 years after expiration of permit.

Updated:  October 20, 2016


0910-02-006B | Permits - Sign Permits for Permanent Signs

Description:  Records documenting applications, and permits for permanent signage.

Retention:  3 years after removal or permit superseded.

Updated:  October 20, 2016


0910-02-006A | Permits - Temporary Sign Permits

Description:  Records documenting applications, and permits for temporary signage, fencing, and tree maintenance.

Retention:  3 years

Updated:  October 20, 2016


0910-05-007 | Pre-Fire Plans/Fire Safety Inspection Reports

Description:  Reports documenting inspections of structures used in fire safety planning; compliance with and violations of fire regulations.

Retention:  5 years

Updated:  October 20, 2016


0910-07-007 | Rehabilitation Records

Description:  This series documents the rehabilitation of animals at the Turtle Center Hospital. This series may include but is not limited to: Blood Charts, Fecal Logs, Feeding Logs, Fluid Charts, Stranding Forms, Treatment Sheets, Weight Charts, and X-Rays.

Retention:  Retain in office.

Updated:  October 20, 2016


0910-06-007 | Requests for Meter Re-Read

Description:  Record of new meter readings to support billings and adjustments.

Retention:  3 years

Updated:  October 20, 2016


0910-06-008 | Requests for Meter Turn-on and Shut-off

Description:  Records requesting water service connection or disconnection.

Retention:  3 years

Updated:  October 20, 2016


0910-07-008B | Research Records - Data and Field Notes

Description:  This series documents the research of animals on Jekyll Island, done by the Turtle Center. This series may include but is not limited to: Data, Correspondence, Permits, Program Waivers, Wildlife Tagging: Records and Reports.

Retention:  3 years

Updated:  October 20, 2016


0910-07-008A | Research Records (excluding data and field notes)

Description:  This series documents the research of animals on Jekyll Island, done by the Turtle Center. This series may include but is not limited to: Data, Correspondence, Permits, Program Waivers, Wildlife Tagging: Records and Reports.

Retention:  Permanent

Updated:  October 20, 2016


0910-03-007 | Research Registration Records

Description:  Records of borrower or patrons granted viewing and access to collections.

Retention:  3 years after last visit.

Updated:  October 20, 2016


0910-07-009 | Reservation Records

Description:  Records pertaining to Turtle Center reservations. This series many include but is not limited to: school, scouts, and other group programming reservations.

Retention:  5 years

Updated:  October 20, 2016


0910-06-009 | Road Maintenance Records

Description:  Records documenting requests for paving and road improvements; includes memos, petitions, and surveys.

Retention:  5 years

Updated:  October 20, 2016


0910-06-010 | Road Maintenance Work Reports

Description:  Reports documenting work performed by maintenance crews.

Retention:  3 years

Updated:  October 20, 2016


0910-06-011 | Road Repair Costs

Description:  Records used to estimate job costs and prepare a budget.

Retention:  3 years

Updated:  October 20, 2016


0910-03-008B | Scanning Records - (Excluding Master Files and Metadata)

Description:  This series documents the scanning of institutional records. This series may include but is not limited to: records to be scanned, activity reports, etc.

Retention:  3 years

Updated:  October 20, 2016


0910-03-008A | Scanning Records - Master Files and Metadata

Description:  This series documents the scanning of institutional records. This series may includes metadata and master files.

Retention:  Life of the image.

Updated:  October 20, 2016


0910-06-012 | Service Interruption Logs

Description:  Reports documenting the interruption of sewer and water services, including time and location of incident.

Retention:  5 years

Updated:  October 20, 2016


0910-06-013 | Sewer and Water Improvement Projects

Description:  Records documenting improvement projects for water and sewer services; includes contracts, petitions, surveys, resolutions, bid specifications, inspections reports, costs estimates, and cost assessments.

Retention:  20 years

Updated:  October 20, 2016


0910-06-014 | Sewer and Water Permits

Description:  Records of permits to install sanitary sewers, sewer connections, water meters, and connections to water mains.

Retention:  3 years

Updated:  October 20, 2016


0910-06-015 | Street Maintenance Work Orders

Description:  Records documenting maintenance to streets and roads.

Retention:  3 years

Updated:  October 20, 2016


0910-05-013 | Street Number Location Records

Description:  Easy reference source to locate an address.

Retention:  Retain for useful life.


0910-06-016 | Street Resurfacing Reports

Description:  List of streets and locations that have been resurfaced; includes type of resurfacing, materials, and costs.

Retention:  10 years

Updated:  October 20, 2016


0910-06-017A | Subdivision Plats and Inspections - Plats

Description:  Records showing the layout and roads within a subdivision.

Retention:  Permanent

Updated:  October 20, 2016


0910-06-017B | Subdivision Plats and Inspections (excluding plats)

Description:  Records showing the layout and roads within a subdivision.

Retention:  5 years

Updated:  October 20, 2016


0910-06-018 | Wastewater Treatment Plant Compliance Reports

Description:  Reports documenting compliance with federal and state wastewater disposal regulations.

Retention:  5 years

Updated:  October 20, 2016


0910-01-005A | Wildlife Management - Database

Description:  Records documenting the health, death, and conservation of wildlife of Jekyll Island.

Retention:  Permanent

Updated:  October 20, 2016


0910-01-005B | Wildlife Management - Field Notes

Description:  Records documenting the health, death, and conservation of wildlife on Jekyll Island.

Retention:  3 years after verified and entered.

Updated:  October 20, 2016


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