Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Vocational Rehabilitation Agency   [ Total entries: 36 ]


0218-04-006 | Administrative Reviews

Description:  Documents adverse actions taken against a Business Enterprise Program client. Administrative requests and reviews are recorded on a "BEP Request for Administrative form" which records the action taken, nature of the appeal, policy appealed, and remedy requested. Reviews are conducted by the Director of BEP or a designee.

Retention:  Whereby operational policy is impacted: Life of Program; Where operational policy is not impacted: 5 years.

Updated:  April 05, 2017


0218-04-005 | Agreement of Operations

Description:  Agreement of Operations that are signed for each blind vendor for each location they have worked whether permanent, provisional, or temporary.

Retention:  7 years after contract expiration

Updated:  October 20, 2016


0218-05-010 | Audit Record

Description:  Notate findings of audit of individual sections.

Retention:  5 years or two successive audits, whichever is longer.

Updated:  October 20, 2016


0218-05-007 | Calibration Log/Certification

Description:  All reports verifying scales, weights, calipers, and tachometers are calibrated assuring accurate reporting of production and payroll.

Retention:  1 year

Updated:  October 20, 2016


0218-01-001 | Client Case Files

Description:  This records series documents Client Case Files, which are created from VR's system "7/GRACI" or 3rd party entities such as schools, counselors, or meetings and includes the following types of files: VR applications, VR work plans, case notes, medical records, IEPs (Individual Education Plans that are generated for students with disabilities in K to 12th grade education programs), psychologicals, CSC reports; progress evaluations reports, CSC incident reports, Clients' month reports Tuberculosis records, Vocational Evaluations, Evals pertaining to disabilities, Functional Capacity Assessment, Roosevelt Warm Springs information, Discovery, Discovery Week at Roosevelt Warm Springs, SS Card, Birth Certificate etc.

Retention:  10 years

Updated:  October 20, 2016


0218-02-001 | Client Files in Litigation or Audit

Description:  GVRA Client Files involved in an audit, active investigation, or litigation in which GVRA or GVRA employee is named a party.

Retention:  20 years

Updated:  October 20, 2016


0218-03-001 | Consultative Physician File

Description:  Consultative physician file records on doctors who do consultative examinations for DAS.

Retention:  3 years

Updated:  October 20, 2016


0218-05-004 | Contract Evaluation Report

Description:  This series records the evaluation of vendors to ensure raw materials and services meet our specifications.

Retention:  7 years

Updated:  October 20, 2016


0218-05-006 | Downtime Log

Description:  Tracks time and reason equipment is not running. Used to evaluate need to replace equipment.

Retention:  1 year

Updated:  October 20, 2016


0218-03-002 | Equipment and Supply Files

Description:  This series documents the purchase, use, or disposal of office equipment, furniture, or supplies.

Retention:  5 years or destroy after final resolution of Federal Audit and Cost Effectiveness Measurement System (CEMS) Compliance Review, whichever is longer.

Updated:  October 20, 2016


0218-02-003 | Extended Employment Client Files

Description:  GVRA Client Files where case was closed unsuccessfully in an extended employment outcome.

Retention:  2 years after the last requested/required review

Updated:  October 20, 2016


0218-04-002 | Facility Location Files

Description:  This series documents building, roadside, or Welcome Center information; where grantor is identified certain business information and point of contact are kept; maintained by facility number.

Retention:  Life of Location

Updated:  October 20, 2016


0218-04-003 | Facility Permits

Description:  This series contains information whereby the grantor gives permission to install and maintain vending equipment on their property.

Retention:  Until termination of permit

Updated:  October 20, 2016


0218-03-003 | Fee Schedules and Revised Schedules

Description:  Stipulated fees that the DDS is authorized to pay for services performed by a physician.

Retention:  5 years or destroy after final resolution of Federal Audit and Cost Effectiveness Measurement System (CEMS) Compliance Review, whichever is longer.

Updated:  October 20, 2016


0218-02-002 | Ineligible Client Files

Description:  GVRA Client Files where ineligibility determinations have been made.

Retention:  20 years

Updated:  October 20, 2016


0218-05-002 | Job Hazard Analysis

Description:  Analysis of each job and the potential hazards on each position as part of the employee education.

Retention:  Life of employee file

Updated:  October 20, 2016


0218-05-005 | Lot Tracking Log

Description:  Documents the tracking of raw materials and operations for identifications of packaging, production, and storage protection.

Retention:  3 years

Updated:  October 20, 2016


0218-04-004 | Military Contracts

Description:  Military Contracts bid/negotiated by teaming partner for location. This is for federal records only. The military is the main retention entity. Georgia Business Enterprise maintains contract until terminated with the military.

Retention:  7 years after contract expiration

Updated:  October 20, 2016


0218-03-004 | Office Service Records

Description:  These files contain records of communications, transportation, custodial, or other services such as installation or repair of phones, maintenance of heating, lighting, cooling, or electrical systems.

Retention:  5 years

Updated:  October 20, 2016


0218-05-008 | Operator/Production Tracking Form

Description:  Operator and machine information used to track lots which flow through the production process with product.

Retention:  Life of product

Updated:  October 20, 2016


0218-03-005 | Payment Voucher Signature Authorization Files

Description:  These files contain the SF-1194 Authorization Signature Cards. These contain the signatures of State agency personnel authorized to sign payment vouchers and similar records.

Retention:  7 years after authorization expires.

Updated:  October 20, 2016


0218-05-009 | Process Specification Conformance

Description:  All documentation establishing raw material and product conformance.

Retention:  1 year

Updated:  October 20, 2016


0218-05-013 | Product and Process Corrective Action Reports/Logs

Description:  Reports documenting the Continuous Improvement Process.

Retention:  2 years

Updated:  October 20, 2016


0218-05-012 | Production Report

Description:  Records documentation of individual work hours and production piece count.

Retention:  2 years

Updated:  October 20, 2016


0218-03-010 | Residual Files

Description:  These files contain nonmedical material retained after the case has left DAS.

Retention:  Retain until claim is adjudicated.

Updated:  October 20, 2016


0218-03-011 | Routine Non-Controlled Reports

Description:  These files include highlights, cost reduction reports, routine statistical records.

Retention:  2 years

Updated:  October 20, 2016


0218-05-001 | Safety Meeting Minutes

Description:  This series documents employee education of safety and Human Resource topics as part of ISO9001-2008 continuing improvement guidelines.

Retention:  1 year or after audit, whichever is longer.

Updated:  October 20, 2016


0218-05-003 | Safety Program

Description:  All documentation for safety audits, summary of findings, and corrective actions.

Retention:  5 years

Updated:  October 20, 2016


0218-03-006 | SSA Data Acquisition and Response File

Description:  These files contains tapes, printouts, edits, and alerts produced by the system.

Retention:  90 days

Updated:  October 20, 2016


0218-02-004 | SSI/SSDI Client Files

Description:  GVRA Client Files where client was a Supplemental Security Income (SSI) or Social Security Disability (SSDI) recipient.

Retention:  7 years

Updated:  October 20, 2016


0218-03-007 | State Agency Payment Voucher Files and Related Records

Description:  These files contain form TUS-5401, Payment Vouchers (LC) prepared to obtain Federal funds from selected commercial banks or any document generated by electronic transfer of funds).

Retention:  5 years or destroy after final resolution of Federal Audit and Cost Effectiveness Measurement System (CEMS) Compliance Review, whichever is longer.

Updated:  October 20, 2016


0218-03-008 | System Files and Records

Description:  These records are generated by a State Electronic Data Processing System.

Retention:  6 months

Updated:  October 20, 2016


0218-05-014 | Vision Medical Information (certification of legal blindness)

Description:  Information required by National Industries for the Blind (NIB) for compliance in the Ability One Program.

Retention:  7 years after termination

Updated:  October 20, 2016


0218-05-011 | Waste Ticket

Description:  Control of raw material waste.

Retention:  2 years

Updated:  October 20, 2016


0218-04-001 | Weekly Cash Reports

Description:  This series documents sales, labor, petty cash, and product purchasing information.

Retention:  5 years

Updated:  October 20, 2016


0218-03-009 | Work Sampling Activity Log

Description:  Used to record work activities of DAS employees and forms used to transmit the data to SSA.

Retention:  3 months after the data has been transmitted.

Updated:  October 20, 2016


Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260
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