Georgia Archives

University System of Georgia

Local Government Record Retention Schedules

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CATEGORY:  EDUCATION (06)   [ Total entries: 82 (showing 20 per page) ]


Student Due Process Disciplinary Hearings Files

Description:  Documentation of evidence, transcripts, and decisions based on due process hearings

Retention:  15 years or until age 22, whichever is shorter


148 | Student Education and Health Records - Migrant Education Agency

Description:  Documents relating to the educational progress and health status of migrant students

Retention:  Retain until records received from local school system


213 | Student Excuses

Description:  Communications from a student's parent or guardian indicating the reason for the student's absence

Retention:  Retain until end of school year


Student Health Management Plans

Description:  Information documenting prescribed medicines and medical conditions of individual students

Retention:  2 years after graduation or date of last attendance


161 | Student Records, District Created

Description:  Official record of the individual student for his/her period of enrollment at a school; includes attendance reports, transcripts, standardized test scores (CRCT, GHST, etc.)

Retention:  Permanent


Student Records, Personal and Non-District Created

Description:  Records only required or presented to the school district while the student is enrolled and those not created by the school district; including birth certification, immunizations, medical, legal, and optional testing (ACT, SAT, etc.) records

Retention:  Give to student/parent at graduation or at time of withdrawal or retain after 1 year of leaving school district

Archival Instructions:  Vital Record - duplicate and store offsite


157 | Student Records, Special Education

Description:  Individual student records for the special ed program

Retention:  Retain until age 22 and notification of parents.

Legal Citation:  34 CFR 300.624


166 | Student Remediation Files

Description:  Records documenting assistance, instruction, and remediation provided to students who fail to pass the high school graduation exam

Retention:  4 years after graduation or last attempt to complete


168 | Student Requests for Early Release from School

Description:  Requests for early release from school for work or travel purposes

Retention:  Retain until end of school year


604 | Student Sign-Out Sheets

Description:  Record documenting students leaving campus for work, lunch or other purposes

Retention:  Retain until end of school year


238 | Student Support Team (SST) Files

Description:  Records supporting the identification and recommended modifications in student behavior

Retention:  2 years after student leaves the school district


97 | Summer School Files, Vocational

Description:  Records documenting the operation of summer vocational education programs

Retention:  5 years

Legal Citation:  O.C.G.A. 20-2-168


Teacher Disciplinary Actions, Closed

Description:  Records used to investigate complaints against teachers

Retention:  Founded: 20 years after settlement of case; Unfounded: 1 year after investigation completed


216 | Teacher Lesson Plans

Description:  Documentation of teaching plans including subject, class period, activity, and/or project

Retention:  2 years

Legal Citation:  O.C.G.A. 20-2-200


99 | Teacher Program of Work Files

Description:  Documentation of all planning activities and schedules for contract teachers

Retention:  1 year


121 | Teacher, Parent, Student Handbooks

Description:  Handbooks explaining school operating procedures

Retention:  Permanent. Retain 1 copy

Legal Citation:  O.C.G.A. 20-2-736


146 | Teacher’s Record of Student Attendance

Description:  Attendance register documenting daily attendance in each class

Retention:  Pre-1940: Permanent Post-1940: 2 years

Legal Citation:  O.C.G.A. 20-2-697


145 | Teacher’s Student Folders

Description:  Teacher's working file on each student

Retention:  Retain for useful life


122 | Textbook Adoption Recommendations

Description:  Recommendations for the selection and purchase of textbooks

Retention:  10 years

Legal Citation:  O.C.G.A. 20-2-1014; 20-2-1012; 20-2-1011


123 | Textbook Requisition Files

Description:  Contracts and orders of approved course texts

Retention:  1 year after new adoption implemented

Legal Citation:  O.C.G.A. 20-2-1014


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