Georgia Archives

University System of Georgia

Local Government Record Retention Schedules

December 18, 2017

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Administration (01)
Records Description Retention Number
Accident Reports Reports of accidents involving government owned vehicles.

Updated:  October 20, 2016
7 years LG-01-001
Ad Hoc Narrative Reports Ad Hoc Narrative Reports that describe agency functions and activities.

Updated:  October 20, 2016
10 years LG-01-005
Annexation Files Records documenting the addition and/or incorporation of land into an existing city or county area.

Updated:  October 20, 2016
Permanent LG-01-003
Annual Reports Annual reports that describe agency functions and activities.

Updated:  October 20, 2016
Permanent LG-01-004
Audio and Video Recording of Official Meetings Audio and video of Council Meetings used for the preparation of written minutes.

Updated:  October 20, 2016
90 days after minutes are prepared and verified. LG-01-006
Certificate of Proof of Insurance Certificate of Liability Insurance for contractors

Updated:  October 20, 2016
7 years after contract expires LG-01-007
City Charter Includes the constitution and by-laws of an incorporated city.

Updated:  October 20, 2016
Permanent LG-01-008
Code Violations Any violations of the Code of Ordinances pertaining to property.

Updated:  October 20, 2016
3 years LG-01-009
Community Service Forms Records documenting the terms of community service work or documenting the work provided.

Updated:  October 20, 2016
3 years after completion of service or project LG-01-010
Correspondence, Administrative This series includes communications that document formal decisions regarding significant matters.

Updated:  October 20, 2016
Permanent LG-01-011
Correspondence, General This series includes correspondence that documents formal decisions regarding routine matters. If correspondence is related to records like contracts, bid selections, and the like where the retention is longer that five years but it would not be appropriate to keep permanent then the correspondence should be filed with the corresponding record.

Updated:  October 20, 2016
5 years LG-01-012
Correspondence, Transitory This series includes records and communications received or sent that do not document decisions regarding significant matters.

Updated:  October 20, 2016
Retain for useful life. LG-01-013
Crisis or Disaster Records Records documenting events and damages to agency property due to storms, riots, fires, drought, floods, and other acts affecting the citizens or agency facilities; may include photos, logs, reports, notes, and correspondence.

Updated:  October 20, 2016
5 years LG-01-014
Daily Broadcast Logs Records documenting agency daily broadcast activities via radio or television.

Updated:  October 20, 2016
2 years LG-01-015
Daily/Monthly Activity Reports Record of daily/monthly activities. 2 years LG-01-016
DCA Mandated Surveys Surveys required by the Department of Community Affairs; includes, but is not limited to, Solid Waste Management Survey and Full Cost Report, Report of Local Government Finances, Independent Authority Bonded Indebtedness Form, Wage and Salary Survey, and Government Management Indicators Survey.

Updated:  October 20, 2016
5 years LG-01-017
e-Certified Mail and Return Receipts Technology implemented to replace the "Green Card" certified mail receipts.

Updated:  October 20, 2016
1 year, retain with corresponding documentation. LG-01-018
Easements Records documenting the granting of access by a property owner to a local government to run wiring, water or sewage pipes, and other public works (or other reasons).

Updated:  October 20, 2016
Permanent LG-01-019
Emergency Preparedness Plans Business recovery plans for man-made and natural disasters.

Updated:  October 20, 2016
5 years after superseded LG-01-020
Emergency Relief Grant Records Records documenting eligibility for financial assistance following a natural or other type of disaster.

Updated:  October 20, 2016
(LG-01-022A) Records documenting federal grant: 5 years after final close out; (LG-01-022B) Other records: 3 years. LG-01-022A and LG-01-022B
Emergency Relief Records Records documenting eligibility for financial assistance following a natural or other type of disaster.

Updated:  October 20, 2016
Permanent LG-01-021
Federal and State Grant Final Reports Final narrative summary submitted according to requirements of the funding agency.

Updated:  October 20, 2016
5 years after final closeout LG-01-023
Historic Preservation Files Records documenting preservation of local landmarks and buildings.

Updated:  October 20, 2016
Permanent LG-01-024
Maps, Plats, and Drawings Records documenting the location of roads, subdivisions, water, and sewage lines.

Updated:  October 20, 2016
Permanent LG-01-025
Meeting Agendas, Minutes, and Packets Records documenting proposed and executed proceedings of agency meetings.

Updated:  October 20, 2016
Minutes and approved attachments: Permanent; All other records: 5 years LG-01-002-A and LG-01-002-B
Meeting Notices Official notification of the time and place of regular and special meetings.

Updated:  October 20, 2016
5 years LG-01-026
Milestone Event Record Speeches and records documenting events marking a milestone in the local government.

Updated:  October 20, 2016
Permanent LG-01-041
Open Records Act Requests and Correspondence Inquiries from members of the public requesting access to information under the Georgia Open Records Act (O.C.G.A 50-18-70 et.seq.).

Updated:  October 20, 2016
3 years LG-01-027
Petitions Signatures of local residents requesting action by an agency on a specific issue.

Updated:  October 20, 2016
5 years LG-01-028
Photographs or Videos - Other With no historical significance

Updated:  October 20, 2016
Retain for useful life. LG-01-031
Photographs or Videos for Maintenance or Project Records Pictures collected by public works, parks, and community development departments during the course of performing and/or documenting routine work and maintenance.

Updated:  October 20, 2016
5 years LG-01-030
Photographs or Videos of Historical SignificancePhotographs or Videos of Historical Significance Aerial and other photographs of county property and functions.

Updated:  October 20, 2016
Permanent LG-01-029
Policies and Procedures Standard operating practice for business processes

Updated:  October 20, 2016
Permanent. Retain 1 copy LG-01-032
Printing Service Files Includes printing requests, cost estimates, mock-ups, proofs, and printing plates.

Updated:  October 20, 2016
Retain for useful life. LG-01-033
Project or Grant Applications Applications for awards, grants, projects, et cetera.

Updated:  October 20, 2016
(LG-01-034A) 2 years, if not awarded. (LG-01-034A) Otherwise, 7 years after completion or award. LG-01-034A and LG-01-034B
Publications Newsletters, handbooks, pamphlets, and brochures published by the agency.

Updated:  October 20, 2016
Permanent. Retain 1 copy LG-01-035
Relocation Assistance Files Records documenting financial assistance to individuals searching for new homes under the Community Development Program.

Updated:  October 20, 2016
5 years LG-01-036
Reports, Periodic Quarterly and other narrative reports (not annual) that describe agency functions and activities.

Updated:  October 20, 2016
3 years LG-01-037
Resolutions and Ordinances Local laws and actions adopted by the board of county commissioners.

Updated:  October 20, 2016
Permanent LG-01-038
Right-of-Way Agreements Agreements with property owners specifying the terms of access to property for public works purposes.

Updated:  October 20, 2016
Permanent LG-01-039
Special Event Records Speeches and records that reflect special events held or approved by the local government. E.g. parades, art show, auto show, craft show, holiday events.

Updated:  October 20, 2016
5 years after the event LG-01-040
Surveillance Video (Static) Building or departmental video that monitors activities or traffic of a department or building.

Updated:  October 20, 2016
180 days LG-01-042
Visitors Logs and Sign-In Sheets Consists of sign-in forms or sheets generally located at an agency's reception desk to document visitors to the facility.

Updated:  October 20, 2016
2 years LG-01-043
Website Information The website reflects Records stored elsewhere as the copy of record.

Updated:  October 20, 2016
Retain until superseded. LG-01-044
Administrative Support (02)
Records Description Retention Number
Calendars, Mailing Lists, Reference Files Desk calendars and other scheduling media not including Court Calendars, also ancillary lists and notes for reference.

Updated:  October 20, 2016
Retain for useful life. LG-02-001
Certified Mail, Telephone, and Fax Machine Logs Receipt books containing record of certified mail sent out, logs of telephone calls and messages, and fax transmissions.

Updated:  October 20, 2016
Retain for useful life. LG-02-002
Indexes Provide a ready reference or pointer into larger sets of records.

Updated:  October 20, 2016
Retain until destruction of indexed set of records. LG-02-003
Newsclippings and Scrapbooks Copies of news articles and photos maintained by the agency as a historical records of activities.

Updated:  October 20, 2016
(LG-02-004A) Scrapbooks: Permanent; (LG-02-004B) Newspaper Clippings Retain for useful life. LG-02-004A and LG-02-004B
Building (03)
Records Description Retention Number
Blueprints and Specifications As-Built Plans and specifications submitted by contractors when applying for building permits.

Updated:  October 20, 2016
(LG-03-001A) Exterior Drawings: Life of the Structure; (LG-03-001B) Interior Drawings:10 years. LG-03-001A and LG-03-001B
Blueprints and Specifications, Interim and Never Constructed Plans and specifications submitted by contractors when applying for building permits; these buildings were never constructed or plans were altered prior to construction.

Updated:  October 20, 2016
1 year LG-03-002
Building Codes Published code books containing building standards and local changes.

Updated:  October 20, 2016
Permanent LG-03-003
Certificates of Occupancy Records documenting compliance with minimum standards required by the safety fire laws.

Updated:  October 20, 2016
Life of buildling LG-03-004
Demolition Records Records relating to the demolition and clearance of buildings deemed unfit for habitation.

Updated:  October 20, 2016
5 years LG-03-005
Rehabilitation Applications Applications from owners of substandard property for financial assistance to improve property.

Updated:  October 20, 2016
5 years after completion LG-03-006
Sewage Disposal System Inspection Reports Records documenting the inspection of building sewage systems for compliance with building codes.

Updated:  October 20, 2016
2 years LG-03-007
Street Address Lists Listings of streets and house numbers

Updated:  October 20, 2016
Retain for useful life. LG-03-008
Cemetery (04)
Records Description Retention Number
Internment Records and Lot Owner Card Files Provide a cross-reference for other cemetery records by listing name of deceased, location, costs, and date of burial, owner name, date of purchase, and deed number.

Updated:  October 20, 2016
Permanent LG-04-001
Registers Lists of cemetery plots indicating location, purchaser, and deed numbers.

Updated:  October 20, 2016
Permanent LG-04-002
Courts - Municipal (05)
Records Description Retention Number
Arrest Warrants, Executed Summons for an individual who has not appeared in court for sentencing.

Updated:  April 05, 2017
3 years after court appearance LG-05-001
Arrest Warrants, Open Summons for an individual who has not appeared in court for sentencing.

Updated:  October 20, 2016
(LG-05-002A) 50 years for murder; (LG-05-002B) 15 years for all others LG-05-002A and LG-05-002B
Cash Bond List List of offenses under the court's jurisdiction and bond amount set for each offense.

Updated:  October 20, 2016
3 years after superseded LG-05-003
Citation Intake List List of citations received from public safety officers by the court.

Updated:  October 20, 2016
Until no longer useful LG-05-004
Court Calendar Documents relating to list of matters to be heard, dates, and styles of cases (99-0012).

Updated:  October 20, 2016
1 year LG-05-005
Court Docket Books which generally contain essential information in summary form about each traffic case adjudicated.

Updated:  October 20, 2016
10 years from last entry LG-05-006
DDS Electronic Transfer List of convictions and failures to appear transferred to DDS.

Updated:  October 20, 2016
6 years LG-05-007
Deeds and Condo Plats Records documenting individual ownership or property that are filed with the local government.

Updated:  October 20, 2016
Permanent LG-05-024
Deeds, Right-of Way Records authorizing use of land for road widening or public works.

Updated:  October 20, 2016
Permanent LG-05-025
Deeds, Security Deeds to properties on which an agency holds the second mortgage.

Updated:  October 20, 2016
5 years after final payment LG-05-026
Dismissed Misdemeanor and Misdemeanor Traffic Case Files Documents relating to the investigation and prosecution of misdemeanor and traffic offenses under Ga. Law and alleged violations of city ordinances which are brought against an individual.

Updated:  October 20, 2016
3 years after closure LG-05-008
DUI Case Files Documents that support, refer, or reflect to the adjudication of a DUI case.

Updated:  October 20, 2016
20 years LG-05-009
DUI Notices/Photos Notice of conviction of 2nd and subsequent DUI sent to local newspaper.

Updated:  October 20, 2016
Until no longer useful. LG-05-010
GCIC/NCIC Printouts Driver and Criminal Histories printed for use by prosecutor and judge.

Updated:  October 20, 2016
Until no longer useful LG-05-011
Grand Jury Presentment Grand Jury reports

Updated:  October 20, 2016
20 years LG-05-019
Jail List List received showing defendants incarcerated from public safety or jail.

Updated:  October 20, 2016
Until no longer useful LG-05-012
Legal Order Designation Declaring the local paper as the Official Organ.

Updated:  October 20, 2016
2 years after superseded LG-05-020
Misdemeanor Case Files, Traffic Court Court adjudication of misdemeanor traffic citations issued by authorized public safety officers and documents specific to the case.

Updated:  October 20, 2016
6 years after closure LG-05-013
Misdemeanor Court Records - Case Files Documents supporting the adjudication of a case.

Updated:  October 20, 2016
20 years after closure LG-05-014
Misdemeanor Traffic Offenses Transferred to Another Jurisdiction Citations, accusations, and summons transferred to higher court for jury trial or another court of jurisdiction.

Updated:  October 20, 2016
6 years after closure LG-05-015
Order of Cremation Order authorizing a cremation of corpse.

Updated:  October 20, 2016
Keep until no longer needed. LG-05-021
Prisoner Mail Logs Record of all mail received by an inmate.

Updated:  October 20, 2016
1 year LG-05-016
Probation Records Official records pursuant to an individual’s probationary status, including probation officer, probationary conditions, and length of term.

Updated:  October 20, 2016
3 years after completion of probation LG-05-017
Telephone Taps Court order for Telephone Taps

Updated:  October 20, 2016
10 years LG-05-018
Terms of Court Quarterly Report of opening and closing the court Terms

Updated:  October 20, 2016
Keep until superseded. LG-05-022
Writ of Habeas Corpus The writ of habeas corpus is an extraordinary remedy because it gives a court the power to release a prisoner after the prisoner has been processed through the criminal justice system, with all its procedural safeguards and appeals.

Updated:  October 20, 2016
20 years LG-05-023
Education (06)
Records Description Retention Number
Accident Reports, Student or Visitor Reports and investigations of injuries occurring on the school campus 5 years 96
Adult and Community Education Program Course Offerings Lists of courses offered for each term Permanent. Retain 1 copy. 223
After-School Program Daily Records Non-financial school records documenting daily attendance and activities of the after-school program, such as attendance, late pick up, etc. Retain for useful life
Annual Reports, Driver Education Annual reports to the state on the number of students and teachers participating in driver's ed programs 3 years 103
Attendance Records for Home-Schooled Students Records documenting required hours of study for home schooled students Retain until student reaches age 18 94
AYP, School Choice and Permissive Transfers, Denied Records documenting requests to transfer schools within a school district through permissive transfers or school choice transfer programs 3 years
Behavior Policy/Code of Conduct Records Copies of written school policy of student behavior, signed annually for each student by parent or guardian 1 year or until superseded 81
Certificate of Noncompliance-Loss of Drivers License Information provided by the local school system to the Department of Drivers' Services as notification that the individual is not qualified to hold a driver's license based on dropping out of school or lack of attendance 3 years
Certificates of Eligibility - Migrant Education Agency documents relate to the eligibility of migrant families to participant in the migrant education program 6 years 147
Civil Rights Reports Statistical reports analyzing racial and gender breakdowns of student bodies Final Report: Permanent; All other records: 6 years 82
Class Rolls Lists of students in each class 3 years 143
Clinic Activity Information Documents the disbursing of mediation and clinic visits by students 3 years 237
Completed and Graded Student Work, Not Returned to Student Tests and other school assignments not returned to the student Return until end of school year 140
Contracts, Teacher Documents school contracts for teaching services 7 years after expiration 98
Court-ordered Busing Plans and Maps Overall plans designating which neighborhoods are served by each school in the system and indicating bus routes, that were created originally in response to a court order Permanent 91
Curriculum Course Guides Handbook documenting the content, objectives, and evaluation criteria for all school courses Permanent. Retain 1 copy 120
Declarations of Intent, Home School Notices by parent or guardian that a child will participate in a home study program 5 years
Department and Program Operational Records Documentation of day-to-day operations of a department or program, including correspondence and reports 5 years
Driver Education Vehicle Agreements, Returned Vehicles Documents the acquisition of vehicles for the driver's ed program 7 years 105
Dropout Reports Reports generated to document students who cease attending school 5 years 209
Emergency Contact Cards Record of individuals to be notified in event of student accident or illness Retain for useful life. 215
Emergency/Fire Drill Reports Documentation of all fire drills held in each school 3 years 141
Enrollment Records - Student did not Attend Records relating to students accepted for enrollment who did not attend school 1 year 163
Federally-Affected Areas Membership Counts Reports of numbers of students whose parents reside or are employed on federal property 5 years 151
Field Trip Authorizations/Parental Permissions Authorization of parent for student to participate in an off-campus school activity Retain until end of school year 173
Georgia High School Association Files Documents school participation in the state high school association 5 years 115
Gifted and Talented Program Selection and Placement Requirements Documentation Core documentation about the admission criteria and program requirements Permanent. Retain 1 copy
Grade Distribution and Failure Reports Statistical analysis of student grades and attendance 3 years 164
Grade Reports Reports by student of individual test scores and average course grade 1 year after date distributed 142
Graduate and Class Ranking Lists Listings of graduates and ranking in class Permanent 155
Honor Rolls Listing of students placed on various honor rolls for academic achievement Grades K-8: 2 years. Grades 9-12: 5 years. 240
Investigation Files Records documenting investigations involving teachers, parents, and/or students 7 years
Learning Resources Services (GLRS) Files Records documenting programs for the handicapped through the Georgia Learning Resources Services 5 years
Limited English Proficient (LEP) Student Records Records documenting efforts to increase the English language proficiency of students. Program is also known as English for Speakers of Other Languages (ESOL) 5 years
Private School Enrollments Reports submitted to the state about enrollments in private schools Permanent 85
Private Tutor Records Teaching certificates and other required documentation for individuals who "home school" students 5 years after instruction ends 254
Race and Ethnicity Forms Records documenting the race/ethnicity of individual students within the school system 3 years
Reports to State Department of Education Report of statistical information to the state Annual reports: 10 years; Periodic reports: 5 years
Requests for Transcripts Records documenting requests from former students for copies of their records 1 year 167
Requests to Use School Bus Requests by individual schools to use a school system bus and driver for a special trip 3 years 174
Safe and Drug-Free Schools Records Records documenting the activities and initiatives sponsored by this federally-funded program 3 years 214
Scholarships and Awards Documents the selection of outstanding students to receive scholarships Retain for useful life. 118
School Bus Drivers Physical Exams Certification of bus drivers for satisfactory physical condition 2 years or until replaced with new certificate 175
School Bus Schedules Information about schedules, timing, and distance for individual buses 1 year or until superseded 211
School Censuses Compilation of numbers of school aged children 2008 and Prior: Permanent; Post-2008: Retain for useful life.
School Construction Project Files Records documenting all activities pertaining to planning and construction of educational facilities Retain for life of facility 256
School History Records and Objects Scrapbooks, newspaper articles, photographs, and artifacts that document the development of the school system Permanent 117
School Psychologist/Psychometrist Files Records, such as evaluations, created by the school system psychologist or psychometrist 5 years 165
School Social Worker Reports Statistical reports of caseload to the state Annual: 15 years; Periodic: 3 years 144
School System Rezoning Records Documents relating to the revision of student attendance zones to maximize the use of school facilities Approved Plan: Permanent All other records: 3 years 90
School System Studies and Reports Studies of the conditions and funding levels in the school system Refer to retention for periodic reports in the Administrative Category. 77
Southern Association of Colleges and Schools (SACS) Applications for Accreditation Applications for and certificates of accreditation by SACS Accreditation Certificate: Permanent. Applications: 5 years 80
Southern Association of Colleges and Schools (SACS) Self Study Reports Accreditation review and maintenance records Final Report: Permanent; All other records: Retain until completion of report 79
Special Education Program Selection and Placement Requirements Documentation Core documentation of admission criteria and program requirements Permanent. Retain 1 copy. 218
Standardized Test Results Records documenting the administration and results of state required standardized student testing programs. 4 years 160
Standardized Test Summary Reports Records documenting state required standardized student test summaries showing overall school or system results. 10 years.
Stipends Records documenting the expenditure of funds awarded to certified personnel, paraprofessionals, and aides for the successful completion of education opportunities 7 years 606
Student Activities History Files Documentation of student clubs and organizations, events, publications, contests, and competitions. Refer to retention for Scrapbooks in the Administrative Support Category
Student Counseling Test Records Teacher counseling records for individual students Retain for useful life 159
Student Discipline and Suspension Records, Resolved Records of disciplinary action of problem students 7 years or until age 22, whichever is shorter. 162
Student Due Process Disciplinary Hearings Files Documentation of evidence, transcripts, and decisions based on due process hearings 15 years or until age 22, whichever is shorter
Student Education and Health Records - Migrant Education Agency Documents relating to the educational progress and health status of migrant students Retain until records received from local school system 148
Student Excuses Communications from a student's parent or guardian indicating the reason for the student's absence Retain until end of school year 213
Student Health Management Plans Information documenting prescribed medicines and medical conditions of individual students 2 years after graduation or date of last attendance
Student Records, District Created 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.) Permanent 161
Student Records, Personal and Non-District Created 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 Give to student/parent at graduation or at time of withdrawal or retain after 1 year of leaving school district
Student Records, Special Education Individual student records for the special ed program Retain until age 22 and notification of parents. 157
Student Remediation Files Records documenting assistance, instruction, and remediation provided to students who fail to pass the high school graduation exam 4 years after graduation or last attempt to complete 166
Student Requests for Early Release from School Requests for early release from school for work or travel purposes Retain until end of school year 168
Student Sign-Out Sheets Record documenting students leaving campus for work, lunch or other purposes Retain until end of school year 604
Student Support Team (SST) Files Records supporting the identification and recommended modifications in student behavior 2 years after student leaves the school district 238
Summer School Files, Vocational Records documenting the operation of summer vocational education programs 5 years 97
Teacher Disciplinary Actions, Closed Records used to investigate complaints against teachers Founded: 20 years after settlement of case; Unfounded: 1 year after investigation completed
Teacher Lesson Plans Documentation of teaching plans including subject, class period, activity, and/or project 2 years 216
Teacher Program of Work Files Documentation of all planning activities and schedules for contract teachers 1 year 99
Teacher, Parent, Student Handbooks Handbooks explaining school operating procedures Permanent. Retain 1 copy 121
Teacher’s Record of Student Attendance Attendance register documenting daily attendance in each class Pre-1940: Permanent Post-1940: 2 years 146
Teacher’s Student Folders Teacher's working file on each student Retain for useful life 145
Textbook Adoption Recommendations Recommendations for the selection and purchase of textbooks 10 years 122
Textbook Requisition Files Contracts and orders of approved course texts 1 year after new adoption implemented 123
Title I Program Records Records documenting application, receipt, and expenditure of Title I education funds for such programs as Even Start, Migratory Children, and Comprehensive School Reform 3 years after the financial report for the grant year
Visiting Teacher Case Files, School Social Worker Records of guidance provided to problem students by the school social worker 2 years 158
Elections (07)
Records Description Retention Number
Absentee Ballot Records - Registrar Absentee ballot applications

Updated:  October 20, 2016
2 years LG-07-001
Absentee Voter Lists - Registrar List of certified absentee voters

Updated:  October 20, 2016
2 years LG-07-002
Appointment and Resignation Records Records relating to the appoinment and resignation of election officials.

Updated:  October 20, 2016
2 years LG-07-003
Appointment Files - Precinct Managers, Clerks, and Voting Equipment Custodians Oaths, lists, orders and correspondence relating to the appointment of Precinct Managers, Clerks, and Voting Equipment Custodians.

Updated:  October 20, 2016
2 years LG-07-004
Appointment, Commissioning, and Resignation Papers of Registrars and Deputy Registrars Certificates, appointments, notifications, resignations, oaths of office

Updated:  October 20, 2016
2 years LG-07-005
Ballot Samples and Labels Samples or facsimiles of ballots and ballot labels

Updated:  October 20, 2016
2 years LG-07-006
Budget Estimates - Registrar Records and working papers related to the cost estimates for holding an election.

Updated:  October 20, 2016
4 years LG-07-007
Budget Estimates - Superintendent All records relating to election budgetary needs.

Updated:  October 20, 2016
4 years LG-07-008
Calls for Elections Records relating to the calling of bond elections, special elections, nonpartisan primaries, and recall elections by a governing authority.

Updated:  October 20, 2016
2 years LG-07-009
Calls for Special Primaries and Elections Records related to the announcement of a special primary or election.

Updated:  October 20, 2016
2 years LG-07-010
Campaign Disclosure Violation/Complaint Records - Superintendent Complaints received and reports to State Ethics Commission

Updated:  October 20, 2016
5 years LG-07-011
Campaign Financial Disclosure Reports - County Offices/Referendums - Superintendents Copy Dislosure reports for county offices and county referendums

Updated:  October 20, 2016
5 years LG-07-012
Campaign Financial Disclosure Reports - Municipal Authority Financial disclosure reports filed by municipal office candidates.

Updated:  October 20, 2016
5 years LG-07-013
Candidate Filing Papers All records relating to the qualifying of candidates.

Updated:  October 20, 2016
2 years LG-07-014
Certificates of Elections Certifications of elected candidates

Updated:  October 20, 2016
Permanent LG-07-015
Certification of Recall Petitions - Municipal Authority Certificates from the election superintendent regarding a recall petition.

Updated:  October 20, 2016
2 years LG-07-016
Certified Electors List - City Clerk List of eligible voters

Updated:  October 20, 2016
2 years LG-07-017
Challenge to Qualifications of Electors Records relating to the challenge to the qualifications of electors.

Updated:  October 20, 2016
2 years after removal or rejection from list LG-07-018
Challenges to Qualifications of Candidates Complaints, petitions, correspondence relating to qualification challenges

Updated:  October 20, 2016
2 years LG-07-019
Change of Polling Place Records relating to the changing of a polling place.

Updated:  October 20, 2016
2 years LG-07-020
Collection of Qualifying Fees Receipts, correspondence, and transmittals regarding the collection of qualifying fees.

Updated:  October 20, 2016
2 years LG-07-021
Computing and Canvassing the Vote Records All records related to the process of computing, tallying, and canvassing the vote.

Updated:  October 20, 2016
2 years LG-07-022
Contested Election/Primary Records Records related to the resolving of a contested election or primary.

Updated:  October 20, 2016
2 years after resolution of dispute LG-07-023
Correspondence - Superintendent All correspondence related to the general administration of the office.

Updated:  October 20, 2016
2 years LG-07-024
Court Orders for Opening Voting Machines Records relating to the examination procedures for voting machines.

Updated:  October 20, 2016
2 years LG-07-025
Declaration of Intent to Accept Contributions - Superintendent Declarations by candidates or their campaigns to accept contributions.

Updated:  October 20, 2016
5 years LG-07-026
Election Offenses Superintendant's records relating to the investigation and/or prosecution of election offenses.

Updated:  October 20, 2016
2 years after close of case LG-07-027
Election Returns (copies), Ballots, and Other Election Materials Copies of election returns filed with election superintendent, used and voided ballots, tally sheets, oaths, and numbered lists of voters.

Updated:  October 20, 2016
2 years LG-07-028
Electors List - Municipal Authority Elector lists delivered from the county board of registrars.

Updated:  October 20, 2016
2 years LG-07-029
Electors List Purchase Records - Registrar Statements verifying that purchased copies of the electors list will not be used for commercial purposes.

Updated:  October 20, 2016
2 years LG-07-030
Electors Lists List of all qualified electors for a given primary or election. This is the registrar's retained copy.

Updated:  October 20, 2016
5 years LG-07-031
Electors Lists Receipts - Registrar Receipts for the delivery of electors lists

Updated:  October 20, 2016
2 years LG-07-032
Electors Lists, Marked - Registrar Marked copy of voter list

Updated:  October 20, 2016
5 years LG-07-033
Electors’ Change of Residence Cards Records relating to the change of address for electors.

Updated:  October 20, 2016
Retain last change of address LG-07-034
General and Consolidated Returns Records related to consolidating voting results.

Updated:  October 20, 2016
2 years LG-07-035
List of Convicted Felons - Clerk of Superior Court List of individuals who have been disenfranchised for a felony conviction.

Updated:  October 20, 2016
2 years LG-07-036
List of Disqualified Voters List of voters who have been disqualified for mental incompetency.

Updated:  October 20, 2016
2 years LG-07-037
Lists of Deceased Individuals Monthly list prepared by Vital Statistics and sent to the Voter Registrar.

Updated:  October 20, 2016
2 years LG-07-038
Lists of Persons Assisting Electors Records documenting statutory compliance with providing assistance to electors.

Updated:  October 20, 2016
2 years LG-07-039
Lists of Persons Assisting Voters Names of individuals who assisted voters.

Updated:  October 20, 2016
2 years LG-07-040
Nomination Petitions and Examination Files Records relating to the examination of petitions.

Updated:  October 20, 2016
2 years after election or litigation; whichever is later. LG-07-041
Notice of No Election Notification of no election

Updated:  October 20, 2016
2 years LG-07-042
Notices of Qualifying Fees Records relating to the establishment of qualifying fees for county primaries and elections.

Updated:  October 20, 2016
2 years LG-07-043
Oaths of Assisted Electors - Registrar Duplicate copy of oath administered to electors requiring voting assistance.

Updated:  October 20, 2016
2 years LG-07-044
Oaths of Electors Needing Assistance Records documenting assistance provided to qualified electors.

Updated:  October 20, 2016
2 years LG-07-045
Official List of Qualified Candidates, Constitutional Amendments, and Questions Lists the names of all qualified political candidates, constitutional amendments, and other questions certified to be on the election ballot.

Updated:  October 20, 2016
2 years LG-07-046
Poll Operation and Procedure Records Records relating to the preparing, opening, operating, and closing of a polling location during election day,

Updated:  October 20, 2016
2 years LG-07-047
Polling Place Change Notices Notices of polling place change

Updated:  October 20, 2016
2 years LG-07-048
Precinct Boundary Changes All records relating to the change of precinct boundaries.

Updated:  October 20, 2016
Permanent LG-07-049
Precinct Boundary Files All records relating to the change in precinct boundaries including but not limited to maps, plats, notifications, reports, correspondence, and minutes.

Updated:  October 20, 2016
Permanent LG-07-050
Publication of Qualifying Fees for County Office - County Officials All records related to the fixing and publishing of qualifying fees for each county office.

Updated:  October 20, 2016
2 years LG-07-051
Qualification Fees Records relating to the fixing and publication of qualification fees.

Updated:  October 20, 2016
2 years LG-07-052
Racial Breakdown of Electors Registrar's retained copy of certified report submitted to the Secretary of State.

Updated:  October 20, 2016
Permanent LG-07-053
Recall of Elected Officials Records relating to the recall process of elected officials.

Updated:  October 20, 2016
2 years LG-07-054
Recall of Probate Judge Records Records related to the recall process of a Probate Judge.

Updated:  October 20, 2016
2 years LG-07-055
Recount Records All records related to recounting or re-canvassing the votes cast in an election.

Updated:  October 20, 2016
2 years LG-07-056
Registration Cancellations Records relating to the removal of names from electors list.

Updated:  October 20, 2016
2 years LG-07-057
Registration Renewal Cards Cards returned by electors requesting to remain registered.

Updated:  October 20, 2016
2 years LG-07-058
Removals of Registrars for Cause Complaints, notices, court orders, and related documents

Updated:  October 20, 2016
2 years LG-07-059
Requests for Reimbursement of Precinct Boundary Change Cost Requests to the Secretary of State for reimbursement boundary changes

Updated:  October 20, 2016
2 years LG-07-060
Requests for Reimbursement of Precinct Boundary Change Cost - Municipal Authority Requests to the Secretary of State for reimbursement boundary changes

Updated:  October 20, 2016
2 years after reimbursement LG-07-061
Rules and Regulations - County Political Bodies Rules and regulations governing the conduct of conventions for political parties operating in the county.

Updated:  October 20, 2016
Permanent LG-07-062
Special Registration Drive Notices Notices of voter registration locations and hours

Updated:  October 20, 2016
2 years LG-07-063
Vote Count Discrepancies Records relating to the reporting and resolving of count discrepancies.

Updated:  October 20, 2016
4 years LG-07-064
Voter Registration Cards Registration cards as required by law

Updated:  October 20, 2016
(LG-07-065A) Permanent for active status; (LG-07-065B) 2 years after deletion for inactive status LG-07-065A and LG-07-065B
Voter Registration Correspondence Records relating to the registration of voters.

Updated:  October 20, 2016
2 years LG-07-066
Voter Registration Maintenance Files Records relating to registered voters not required by law.

Updated:  October 20, 2016
2 years LG-07-067
Voters Certificates - Registrar Certificates of persons who voted

Updated:  October 20, 2016
2 years LG-07-068
Voting Machine Custodian/Vote Recorders Oaths Oaths of voting machine custodians and records of the vote filed with the city/county clerk.

Updated:  October 20, 2016
2 years LG-07-069
Voting Machine Petitions Referendum records on the use of voting machines by municipal governments.

Updated:  October 20, 2016
2 years LG-07-070
Voting Machine/Vote Recorder Certificates Certificates assuring that vote recorders and machines are in proper order.

Updated:  October 20, 2016
2 years LG-07-071
Write-in Candidate Notifications Records relating to qualifying as a write-in candidate for municipal office.

Updated:  October 20, 2016
2 years LG-07-072
Financial (08)
Records Description Retention Number
Accounting Records Records include: accounts payable files; accounts receivable files; bank statements; cancelled checks, vouchers, and EFTS; cash balances and reconciliations; Bank Loans; Credit card records; Collection Records; cost accounting records; deposit slips and reconciliations; invoices; journal entries (journal vouchers); outstanding obligations; payment schedules; purchase orders; receipts; returned checks; reconciliations; refund/disbursement requests; moving expenses; agency-paid individual memberships and activities in professional organizations; registration fees; and travel authorization and reimbursement records.

Updated:  October 20, 2016
5 years LG-08-001
Audit Reports/Annual Financial Statements Reports prepared by external auditors examining and verifying the agency's financial activities for a defined period of time.

Updated:  October 20, 2016
Permanent LG-08-002
Bids and Competitive Selection Records Records documenting quotes by vendors to supply products or services to an agency.

Updated:  October 20, 2016
(LG-08-005A) Capital Improvement Projects: 11 years; (LG-08-005B) All Other Records: 7 years LG-08-005A and LG-08-005B
Budget Maintenance Records and Reports Records documenting changes made in the agency's initial budget including change requests, request authorizations, funds transfers, and other records.

Updated:  October 20, 2016
6 years LG-08-006
Budget Request Records Records documenting the preparation of a budget request package and reporting of the status of funds, requesting amendments of allotments, and reporting program performance.

Updated:  October 20, 2016
5 years after the end of the fiscal year LG-08-007
Capital Improvement Bonds, Retired Document the repayment of funds raised through bond issues.

Updated:  October 20, 2016
5 years LG-08-004
Contracts and Agreements Records documenting services and products provided to an agency for a specified cost and period of time.

Updated:  October 20, 2016
(LG-08-010A) Capital Improvement Projects: 10 years after expiration; (LG-08-010B) Other Contracts: 7 years after expiration LG-08-010A and LG-08-010B
Cooperative Federal Programs Budget Preparation, Project, and Allocation Records Records used to develop, estimate, propose, and plan preliminary budget requests for cooperative state/federal programs and reflects the process by which annual budget allotments are distributed.

Updated:  October 20, 2016
5 years after the end of the fiscal year LG-08-008
Depreciation Schedules Records documenting useful life and depreciation of agency-owned equipment and property, usually for insurance purposes.

Updated:  October 20, 2016
4 years LG-08-011
Federal and State Grant Project Files - Education Agencies and Non Education Agencies Records documenting grants from federal and state agencies.

Updated:  October 20, 2016
3 years after submission of final report or denial of application LG-08-012
Federal Revenue Sharing Records Records documenting federal, state, county, and municipal revenue-sharing; includes summaries, expenditures, and investments.

Updated:  October 20, 2016
5 years after submission of final report LG-08-013
Final Budgets Includes the final approved budget for an agency.

Updated:  October 20, 2016
Permanent LG-08-009
Franchise Records Records documenting franchises granted to utility companies or other organizations allowing them to provide services to local residents.

Updated:  October 20, 2016
7 years after superseded LG-08-014
General Ledger and Trial Balances Record of final entry for all financial transactions

Updated:  October 20, 2016
7 years LG-08-015
Insurance Claims Documentation Insurance claims records documenting accidents, property damage, or other incidents involving government owned vehicles or contractors.

Updated:  October 20, 2016
5 years after settlement LG-08-016
Internal Auditing Records Records documenting the conduct of an internal review of agency financial accounts and processes.

Updated:  October 20, 2016
5 years or two successive audits, whicever is longer LG-08-003
Signature Authorizations Records documenting the certification of employees who are authorized to sign fiscal and contractual documents.

Updated:  October 20, 2016
7 years after authorization expires LG-08-017
Health Services (09)
Records Description Retention Number
Adult Client Health Records Records pertaining to clients older than 18 years of age (0427-016) 10 years from date of last service
Certificates of Need Records documenting the issuance of certificates of need for local government-operated health care facilities 3 years
Child Client Health Records Records pertaining to clients younger than 18 years of age (0427-017) 10 years after the client reaches age of majority (18 in Georgia) or 28 years from date of last service
Children’s High-Risk Screening and Case Management Records (Babies Can’t Wait, Children First) All documents relating to health services provided to Babies Can't Wait and Children First clients (0427-019) 5 years from date of last service; for Children First: 5 years from program exit or 5th birthday
Children’s Medical Services Health Records All health records pertaining to clients seen by Children's Medical Services (0427-018) 6 years after client reaches age of majority (21 years per Medicaid)
Immunization Consent Records Includes only consent forms for immunization (0427-022) 5 years from date of last service
Immunization Records (Post-1996) Includes, but is not limited to recording of date of immunizations and associated clinical information in electronic system (GRITS) (0427-021) 6 years after client's death
Immunization Records (Pre-1996) Paper immunization records (0427-021) Retain until child reaches age 28; includes any paper record no entered into electronic database
Pregnancy-Related Services/Perinatal Case Management (PRS/PCM) Health Records All documents relating to health services provided to PRS/PCM clients (0427-003) 6 years from date of last service
Rodent/Nuisance Control Notices Legal notification of violation of sanitation regulations that resulted in rodent infestation in a community or neighborhood 2 years 562
Sanitation Surveys Surveys and inspections of communities and neighborhoods for potential sanitation problems 1 year 563
Scoliosis School Screening Records All health records pertaining to scoliosis screenings (0427-026) 6 years from date of original screening
Single-Encounter Health Records Health records pertaining to one-time service encounters; includes newborn metabolic screening forms, individual consent service slips, sports physical forms, forms for walk-in PPDs, and hearing, vision, dental, or nutrition screening forms (0427-025) 5 years from date of last service
Syphilis Records All documents relating to health services provided to clients diagnosed with syphilis (0427-013) 20 years from date of last service
Tuberculosis Records (Cases/Treatment) All documents relating to health services provided to tuberculosis patients; "cases" includes those clients with active TB infection and/or with latent TB infection (LTBI) and an abnormal chest X-ray (0427-020) 21 years from date of last service
Tuberculosis Records (Negative X-rays) (0427-020) 10 years from end of calendar year in which X-ray was taken
Tuberculosis Records (Positive X-rays) (0427-020) 10 years from end of calendar year in which X-ray was taken
Tuberculosis Records (Prophylaxis/Prevention) All documents relating to health services provided to tuberculosis clients; "prophylaxis" includes those clients with LTBI and a normal chest X-ray (0427-020) 21 years from date of last service
Women, Infants, and Children (WIC) Health Records WIC-associated health records; applies only to WIC health records kept separately from child health records (if WIC records are kept as part of child health records, follow schedule 0427-017) (0427-023) Retain for 3 years past the end of calendar year in which date of last service occurred
Zoning Responses Response from the county health department on the review of land development, and zoning variance requests 5 years 561
Information Technology (10)
Records Description Retention Number
Computer Inventory Records Records documenting the assignment of a specific computer to an individual as well as an inventory of the software licensed for that computer; also may include IP address or mailbox assigned to the individual.

Updated:  October 20, 2016
4 years after computer removed from service or staff leaves agency LG-10-001
Computer System Documentation Hardware and software manuals and program coding

Updated:  October 20, 2016
5 years and migration of all permanent records to new system LG-10-002
Equipment and Network Usage Documentation Policies and procedures for appropriate use of agency equipment and software

Updated:  October 20, 2016
4 years after superseded LG-10-003
Equipment Records Includes purchase orders, warranties, operation manuals, and service contracts for all computer hardware and software.

Updated:  October 20, 2016
Life of equipment LG-10-004
System Architecture Documents and Wiring Schemas Records documenting the location of wiring and the design of the overall agency network environment.

Updated:  October 20, 2016
3 years after obsolete or replaced LG-10-006
Legal (11)
Records Description Retention Number
Attorney Case Files Documents the work of the agency legal counsel in advising and representing a local government, also Public Defender Case Files.

Updated:  October 20, 2016
6 years after settlement of case LG-11-001
Attorney’s Opinions Interpretations of the law and an agency's compliance with the law by the Local Governments legal Counsel.

Updated:  October 20, 2016
Permanent LG-11-002
Library (12)
Records Description Retention Number
Accession Records Master record of all acquisitions

Updated:  October 20, 2016
Permanent LG-12-001
Circulation and Retrieval Records Records documenting daily, monthly, and annual reference activity.

Updated:  October 20, 2016
3 years LG-12-002
Inventories Listing of holdings

Updated:  October 20, 2016
Retain until superseded. LG-12-003
Membership Registrations Records used to grant borrower or user privileges to patrons.

Updated:  October 20, 2016
2 years after expiration LG-12-004
Medical Examiner (13)
Records Description Retention Number
Autopsy Protocols Methods and practices for performing an autopsy

Updated:  October 20, 2016
Permanent LG-13-001
Autopsy Reports Report of the examination of an individual to determine cause of death.

Updated:  October 20, 2016
Permanent LG-13-002
Inquests Records of court proceedings to determine cause of death and any needed criminal investigation.

Updated:  October 20, 2016
Permanent LG-13-003
Medical Examiners Case Files Records documenting the investigation of deaths.

Updated:  October 20, 2016
Permanent LG-13-004
Payroll (14)
Records Description Retention Number
Annual Payroll Earnings Reports Summary of employees' payroll earnings for a fiscal year, including deductions.

Updated:  October 20, 2016
50 years after the tax year in which the records were created. LG-14-001
Contractor Payroll Records Records submitted by contractors that reflect the time and/or work their employees did for the Local Government. 5 years after project completion LG-14-002
Deduction Authorizations Records documenting an individual employee's authorization to withhold taxes, to allow direct deposits, and other deductions from the employee's pay.

Updated:  October 20, 2016
4 years after the end of the fiscal year LG-14-003
Direct Deposit Records Including blank checks used to establish direct deposit of employee's paycheck.

Updated:  October 20, 2016
1 year LG-14-004
Employee Retirement Contribution Reports Documents relating to participation in an agency-supported retirement program.

Updated:  October 20, 2016
6 years LG-14-005
Family Medical Leave Act (FMLA) Compliance Records All records pertaining to FMLA's leave requirements, including dates and hours of FMLA leave; copies of employer notices; documents describing premium payments; employee benefits; and records of disputes over FMLA benefits.

Updated:  October 20, 2016
3 years LG-14-007
Garnishments Records documenting the withholding of funds from an employee's wages at the request of the courts or a state agency.

Updated:  October 20, 2016
4 years after release from garnishment LG-14-008
HIPAA/HITECH Records These records include the policies and procedures implemented by agencies to comply with HIPAA/HITECH regulations.

Updated:  October 20, 2016
6 years after superseded LG-14-009
Periodic Tax Reports Records documenting taxable and non-taxable income of an agency.

Updated:  October 20, 2016
4 years LG-14-010
Salary and Wage Records Pre-payroll reports, monthly payroll check registers, monthly fund distribution reports, and payroll action forms

Updated:  October 20, 2016
4 years after the end of the fiscal year LG-14-011
Unclaimed Pay Checks Checks that remain unclaimed by employees.

Updated:  October 20, 2016
1 year LG-14-012
Wage and Rate Tables Records utilized to calculate straight time and overtime work schedules.

Updated:  October 20, 2016
2 years LG-14-013
Wage and Tax Statements An information return used to report wages paid to employees and the taxes withheld from them. Includes W-2s.

Updated:  October 20, 2016
4 years LG-14-014
Withholding Allowance Certificates (W-4 Forms) Federal forms completed by an individual employee to establish the amount of taxes withheld from wages.

Updated:  October 20, 2016
4 years LG-14-015
Work-Time Schedules Records documenting employee's daily and weekly work schedules.

Updated:  October 20, 2016
4 years and settlement of all claims due LG-14-016
Permits (15)
Records Description Retention Number
Administrative Permits Permits issued for activities, minor actions, or temporary situations that have little risk for long term impact. Ex: yard sale, dumpster, special events, tents, road closures, temporary sign permits, etc.

Updated:  October 20, 2016
1 year after expiration of permit LG-15-001
Alcoholic/Malt Beverage Licenses Applications to sell beer and wine in the county or city.

Updated:  October 20, 2016
7 years after expiration LG-15-002
Ambulance Service Applications and Permits, Expired Records designating a vehicle as an emergency vehicle and providing for emergency lighting on the vehicle.

Updated:  October 20, 2016
3 years LG-15-003
Appeals - Alcohol Documents reflecting formal requests for reconsideration of a denial, revocation, or suspension of an alcohol license.

Updated:  October 20, 2016
7 years LG-15-005
ATF License Application for Collector of Curios and Relics ATF form F7CR

Updated:  October 20, 2016
1 year LG-15-004
Beer License Application Files, Fingerprint Cards Fingerprints and identification records for individuals applying for a beer license.

Updated:  October 20, 2016
5 years LG-15-014
Bicycle Registrations Records relating to a voluntary program for registering bicycles.

Updated:  October 20, 2016
2 years LG-15-006
Building Permit Applications and Permits Applications from property owners to erect a new structure or make modifications to an existing structure; includes permits allowing construction.

Updated:  October 20, 2016
10 years LG-15-007
Business License Citation Records Records documenting citations issued by license inspectors for non-compliance with business license agreements.

Updated:  October 20, 2016
2 years LG-15-008
Business Licenses Records documenting the issuance of business privilege licenses and license renewal notices.

Updated:  October 20, 2016
2 years LG-15-009
Contractors Licenses, Inactive Applications for licensing as a general contractor; includes copies of licenses.

Updated:  October 20, 2016
5 years LG-15-010
Electrical, Gas, and Plumbing Permits Permits to install or upgrade plumbing fixtures, gas connections, or electrical equipment.

Updated:  October 20, 2016
5 years LG-15-011
EPD Affidavits Affidavit ensuring appropriate measures taken to abate an asbestos or lead during the demolition of structures.

Updated:  October 20, 2016
10 years LG-15-012
Excavation Permits Permits to local contractors to excavate in proximity of utility lines.

Updated:  October 20, 2016
5 years LG-15-013
House Moving Applications Records documenting the review and approval of permits to relocate houses.

Updated:  October 20, 2016
2 years LG-15-015
Mobile Home Permits, Expired Records used to register mobile homes for tax purposes and to permit electrical and sewage hook-ups.

Updated:  October 20, 2016
5 years LG-15-017
Occupation Tax/Business License Master Lists Listings of all businesses operating within a jurisdiction

Updated:  October 20, 2016
Retain until superseded LG-15-016
Record of Permits Issued Listing of permits issued

Updated:  October 20, 2016
2 years after permit expires. LG-15-018
Sign Permits Applications and permits for permanent signage

Updated:  October 20, 2016
3 years LG-15-019
Trade Certifications Records granting licenses to building tradesmen wanting to work in an area.

Updated:  October 20, 2016
5 years LG-15-020
Vehicles for Hire Permits Records authorizing the issuance of operating permits to taxi cab companies and drivers.

Updated:  October 20, 2016
5 years LG-15-021
Personnel (16)
Records Description Retention Number
Affirmative Action Audits and Annual Reports Document agency response to federal program reviews, state compliance audits, annual reporting requirements, and internal audits.

Updated:  October 20, 2016
3 years LG-16-001
Affirmative Action Policy Record documenting an agency's compliance with the requirements of the Equal Employment Opportunity Commission.

Updated:  October 20, 2016
Permanent LG-16-002
Applications for Employment, Not Hired Records documenting applications for job openings.

Updated:  October 20, 2016
2 years LG-16-003
Applications for Employment, Unsolicited or Incomplete Records documenting applications for job openings that are incomplete or unsolicited.

Updated:  October 20, 2016
3 months LG-16-004
Background Checks of Personnel Financial and criminal backgrounds checks of new or potential employees

Updated:  October 20, 2016
5 years LG-16-005
Cafeteria Plan (Flexible Benefits) Records Records documenting salary reduction-type plans authorized by the Internal Revenue Service.

Updated:  October 20, 2016
6 years after termination of participation LG-16-006
Continuation of Insurance Benefits (COBRA) Records Records documenting individual election to continue insurance benefits beyond employment with an agency.

Updated:  October 20, 2016
6 years LG-16-007
Contracts, Employee Service contracts between an individual and government agency or teaching services.

Updated:  October 20, 2016
7 years after expiration LG-16-008
Converted Personal Leave Request Records documenting converted personal leave requests.

Updated:  October 20, 2016
1 year after leave used LG-16-009
Drug Testing Records Records documenting the random drug testing of employees to include pre-employment and reasonable suspicion.

Updated:  October 20, 2016
(LG-16-010A) Postives and Refusals: 5 years; (LG-16-010B) Negatives and Cancelled Drug Tests and documents relating to the administration of alcohol and controlled substance testing programs: 2 years LG-16-010A and LG-16-010B
Drug Testing Records - Equipment Calibration Records documenting calibration of drug testing equipment.

Updated:  October 20, 2016
5 years LG-16-011
Employee Assistance Program Case Files Records documenting the referral and treatment of employees in an agency sponsored assistance program.

Updated:  October 20, 2016
5 years after employee completes program LG-16-012
Employee Eligibility Verification Records I-9 forms

Updated:  October 20, 2016
3 years after date of hire or 1 year after separation, whichever is longer LG-16-021
Employee Grievance Action Case Files, Resolved Resolution of employee complaints against supervisor or other employee.

Updated:  October 20, 2016
2 years after the complaint is filed or the case is resolved. LG-16-013
Employee Handbooks Guidelines created to explain the internal operations and procedures of the agency to a new employee.

Updated:  October 20, 2016
60 years LG-16-014
Employee Identification Card Records Records documenting the issuance of employee identification cards.

Updated:  October 20, 2016
5 years after card has been recalled LG-16-015
Employee Medical Files, Toxic/Hazardous Substance Exposure Documentation of employee exposure to hazardous materials.

Updated:  October 20, 2016
30 years after separation LG-16-016
Employee Parking Records Records documenting employee parking permit applications, cards, and permits.

Updated:  October 20, 2016
5 years after permit expires or is superseded or separation of employee from the agency, whichever is longer. LG-16-017
Employee Personnel Files (Full Time, Part Time, Temporary) Records documenting an employee's work history with the agency, generally maintained as a case file; includes records of continuing education, performance evaluations, disciplinary actions, and background checks.

Updated:  October 20, 2016
7 years after separation LG-16-018
Employee Retirement Contribution Reports Documents relating to participation in an agency-supported retirement program.

Updated:  October 20, 2016
6 years LG-14-005
Employee Retirement Plans Copies of pension plans, both current and past, summarizing benefits and eligibility criteria.

Updated:  October 20, 2016
60 years LG-16-019
Employee Retirement Records Records including declaration of beneficiary, requests for retirement, insurance authorizations, correspondence, election of options forms, and other related materials.

Updated:  October 20, 2016
7 years after benefits cease to be paid LG-16-020
Equal Employment Opportunity Commission (EEOC) Complaints Records documenting charges of discrimination filed against an agency.

Updated:  October 20, 2016
2 years or until final disposition of the charge or action LG-16-022
Equal Employment Opportunity Commission (EEOC) Reports Reports classifying employees by race and gender that document compliance with EEOC rules.

Updated:  October 20, 2016
3 years LG-16-023
Family Medical Leave Case Files Records documenting extended absence from work by an employee under provisions of the Family Medical Leave Act.

Updated:  October 20, 2016
3 years after separation LG-16-024
Georgia Commission on Equal Opportunity (GCEO) Complaints Records documenting charges of discrimination filed against an agency.

Updated:  October 20, 2016
2 years or until final disposition of the charge or action LG-16-025
Group Health Insurance Policies Group insurance policies held by a local government as part of the employee benefits program.

Updated:  October 20, 2016
10 years after expired LG-16-026
Hazardous Materials Exposure Records Records monitoring the exposure to hazardous materials by employees.

Updated:  October 20, 2016
30 years after separation LG-16-027
Insurance Claims Records documenting the administration of a government operated insurance program.

Updated:  October 20, 2016
5 years LG-16-028
Intern/Volunteer Program Records This series documents the activities and administration of an agency's intern/volunteer program. Records may include: volunteer hour statistics; volunteer program publicity records; insurance requirement information; and inactive volunteer files containing applications and conditions of volunteer service forms.

Updated:  October 20, 2016
(LG-16-045A) Individual Intern/Volunteer Files: 3 years after separation; (LG-16-045B) All Other Records: 3 years LG-16-045A and LG-16-045B
Job Recruitment Materials Records documenting efforts to advertise positions and attract qualified personnel for employment opportunities.

Updated:  October 20, 2016
2 years LG-16-029
Leave Donation Records Records documenting the donation of leave by employees to assist an individual who must be absent from work for an extended period of time due to illness.

Updated:  October 20, 2016
1 year after leave used LG-16-030
Leave Records Records documenting hours worked, sick leave donations, leave earned, and leave taken; does not include final leave status.

Updated:  October 20, 2016
3 years LG-16-031
Leave Status, Final Records documenting cumulative leave held by an individual employee.

Updated:  October 20, 2016
50 years LG-16-032
Official Bonds and Oaths Bonds required of local officials and custodians of funds.

Updated:  October 20, 2016
5 years after expiration of term LG-16-033
Position Classification Materials Records documenting job requirements, description, and salary range.

Updated:  October 20, 2016
4 years after position is reclassified LG-16-034
Pre-employment Assessments Exams taken by those applying for positions with a local government.

Updated:  October 20, 2016
2 years LG-16-035
Retirement Incentive Program Records Records documenting employees who elect for early retirement under government-offered incentive programs.

Updated:  October 20, 2016
6 years LG-16-036
Retirement System Transaction Reports Status of individual pension accounts including interest, contributions, and withdrawals

Updated:  October 20, 2016
10 years after fiscal year in which the record was created LG-16-037
SAVE and E-Verify Affidavits Affidavits testifying to an individual's right to receive public benefits.

Updated:  October 20, 2016
3 years LG-16-038
SAVE and E-Verify Reports Reports documenting the collection of SAVE and E-verify forms.

Updated:  October 20, 2016
10 years LG-16-039
Short/Long Term Disability Leave Files, Non-FMLA Records documenting extended absence from work by an employee; non-FMLA.

Updated:  October 20, 2016
3 years LG-16-040
Student Workers Permits Permits to allow persons under 18 years old to obtain summer employment.

Updated:  October 20, 2016
Return to issuing officer (school board) after termination or failure to appear for 30 days. LG-16-044
Training Records Records documenting attendance and course content for required continuing education training, excluding law enforcement.

Updated:  October 20, 2016
5 years LG-16-041
Training Records - Breath-Alcohol Testing Records relating to the training of individuals for breath-alcohol testing.

Updated:  October 20, 2016
2 years after individual ceases to perform the testing function LG-16-042
Unemployment Compensation Records Documentation related to employee claims for unemployment compensation.

Updated:  October 20, 2016
5 years after the end of the fiscal year in which the transaction occurred LG-16-043
Work-Time Schedules Records documenting employee's daily and weekly work schedules.

Updated:  October 20, 2016
4 years and settlement of all claims due LG-14-016
Workers’ Compensation Claims or Employee Accident Claims, Accident Reports Records documents employee accidents, injuries, and medical claims; settlement of all claims.

Updated:  October 20, 2016
4 years LG-16-046
Planning and Zoning (17)
Records Description Retention Number
Planning Studies and Reports Studies and reports completed by outside consultants and/or city planners.

Updated:  October 20, 2016
10 years after superseded LG-17-001
Prisoner Subsidy Programs, Public Works Projects Financial records documenting the employment of prisoners on public works projects.

Updated:  October 20, 2016
3 years LG-17-002
Residential Blueprints Residential construction plans and specifications submitted by developers and builders as part of the permit process.

Updated:  October 20, 2016
10 years LG-17-003
Tall Structure Records documenting the construction of cell towers.

Updated:  October 20, 2016
20 years after dismantled LG-17-004
Vacant Property Registration Records documenting properties that have not been lawfully inhabited and show no evidence of habitation, as to comply with state/local government vacant property statutes.

Updated:  October 20, 2016
2 years after superseded LG-17-005
Zoning Board Appeals Appeals of decisions of the Planning and Zoning Department

Updated:  October 20, 2016
5 years LG-17-006
Zoning Change Requests Requests from property owners for changes in the zoning of their property.

Updated:  October 20, 2016
5 years LG-17-007
Zoning Litigation Files Records documenting the review, evaluation, and decision in rezoning court suits.

Updated:  October 20, 2016
6 years after litigation is complete LG-17-008
Zoning Ordinances Records establishing property usage for commercial, residential, or agricultural purposes.

Updated:  October 20, 2016
Permanent LG-17-009
Zoning Responses Response from the county health department on the review of land development and zoning variance requests.

Updated:  October 20, 2016
5 years LG-17-011
Zoning Variance Applications Applications for an exception to a zoning regulations

Updated:  October 20, 2016
Permanent LG-17-010
Property (18)
Records Description Retention Number
Acquisition Records Records documenting the purchase of real property by an agency; does not include deeds or titles.

Updated:  October 20, 2016
5 years after project completion LG-18-001
Architectural Project Monitoring Files Monitoring of the construction of local government facilities.

Updated:  October 20, 2016
7 years after project completion LG-18-002
Blueprints and Specifications, As-Built Plans and specifications of government-owned facilities

Updated:  October 20, 2016
Retain for life of building. LG-18-003
Capital Construction Project Records Provides a record of the planning, administration, and implementation of capital construction projects; includes project descriptions and requirements, bid records, plan reviews, project schedules, contract changes, consultant contracts, and budgets.

Updated:  October 20, 2016
11 years after completion of project LG-18-005
Depreciation Schedules Records documenting useful life and depreciation of agency-owned equipment and property, usually for insurance purposes.

Updated:  October 20, 2016
4 years LG-08-011
Equipment and Vehicle Purchases Records documenting the purchase of agency-owned vehicles.

Updated:  October 20, 2016
5 years after disposition of equipment LG-18-006
Facility Inspection Files and Reports Records documenting inspection of facilities to comply with standards, rules, and codes affecting health and safety of the occupants; includes security and safety inspections.

Updated:  October 20, 2016
(LG-18-0088A) Building Age 0-8 years: 11 years; (LG-18-008B) Building Age 9-up year: 3 years LG-18-008A and LG-18-008B
Facility/Building Security Records Records documenting security measures and procedures.

Updated:  October 20, 2016
5 years LG-18-009
Federal Property Records Records documenting the loan or lease of federal government equipment.

Updated:  October 20, 2016
7 years after expiration of contract or disposal of equipment LG-18-010
Fuel and Oil Usage Reports Periodic reports of the consumption of diesel, gas, and oil in government-owned vehicles.

Updated:  October 20, 2016
3 years LG-18-011
Fuel Tax Reports Periodic reports of taxable and nontaxable diesel fuel usage by government-owned vehicles.

Updated:  October 20, 2016
3 years LG-18-012
Government Equipment Lease Records Records documenting the lease of government equipment (federal or state) by local governments.

Updated:  October 20, 2016
7 years after expiration of lease LG-18-013
Insurance Fund Claims Records documenting requests for payment of insurance claims.

Updated:  October 20, 2016
5 years after claim is paid or denied LG-18-014
Insurance Policies Records documenting insurance purchase for agency facilities or of membership in risk management cooperatives.

Updated:  October 20, 2016
7 years after expiration of policy or membership LG-18-015
Leasing and Rental Records Records documenting the leasing or renting of land, buildings, or facilities.

Updated:  October 20, 2016
7 years after expiration (or termination) of contract LG-18-016
Maintenance Records, Capital Equipment and Technology Includes purchase orders, warranties, operating manuals, service contracts, and service logs for maintenance of agency-owned equipment and vehicles.

Updated:  October 20, 2016
5 years after disposition of equipment LG-18-007
Maintenance Records, Remodeling and Repair Documents the condition, upkeep, and routine maintenance on agency facilities and grounds.

Updated:  October 20, 2016
6 years LG-18-004
Maintenance Schedules Schedules for maintenance of agency-owned equipment and vehicles

Updated:  October 20, 2016
5 years LG-18-017
Maintenance Work Orders Records documenting routine maintenance on facilities and property.

Updated:  October 20, 2016
5 years LG-18-018
Motor Pool Vehicle Records Records documenting reservation and use of motor pool vehicles by agency personnel and gasoline usage by motor pool vehicles.

Updated:  October 20, 2016
5 years LG-18-019
Property and Equipment Inventories Listing of agency-owned property and equipment

Updated:  October 20, 2016
5 years LG-18-021
Property Disposition Requests (Surplus Property Records) Documents requests for change in status of government-owned property.

Updated:  October 20, 2016
5 years LG-18-020
Real Property Ownership Records Deeds and supporting documentation for land owned by an agency

Updated:  October 20, 2016
11 years after the year in which the property was sold or transferred LG-18-022
Receipts of Responsibility Records documenting property temporarily in use or possession of an employee.

Updated:  October 20, 2016
Retain until return of item to property manager or 5 years, whichever is longer. LG-18-023
Restricted Area/Access Authorization Identification Records Documents the issuance of security/access badges to staff.

Updated:  October 20, 2016
5 years after employee separation from service LG-18-024
Space Planning/Design Management Project Files Evaluation and design of office space for local government agencies

Updated:  October 20, 2016
3 years after project completion LG-18-025
Utility Systems Operating and Maintenance Records Records include equipment operations logs, mechanical reading charts, equipment maintenance histories.

Updated:  October 20, 2016
5 years after equipment is no longer in service LG-18-026
Vehicle Accident Reports Record documenting damage to agency-owned vehicles.

Updated:  October 20, 2016
5 years LG-18-027
Vehicle and Equipment Cost Reports Reports generated to assess and monitor the costs of agency-owned vehicles and heavy equipment.

Updated:  October 20, 2016
3 years LG-18-028
Vehicle and Equipment Maintenance Files Records documenting routine maintenance on vehicle and equipment (does not include school bus maintenance).

Updated:  October 20, 2016
5 years after the vehicle is sold or replaced LG-18-029
Vehicle Parts Lists Lists of replacement parts for agency-owned vehicles

Updated:  October 20, 2016
3 years LG-18-030
Vehicle Permits/Security Identication Records Records documenting the issuance of vehicle decals providing access to security areas.

Updated:  October 20, 2016
2 years after expiration LG-18-031
Vehicle Title Records Documents agency ownership of cars, vans, trucks, trailers, tractors, etc.

Updated:  October 20, 2016
(LG-18-032A) Applications: Retain until receipt of title; (LG-18-032B) Title: Retain for duration of ownership. LG-18-032A and LG-18-032B
Vehicle Usage Reports Reports used to track fuel usage and mileage.

Updated:  October 20, 2016
3 years LG-18-033
Vehicle Use Authorizations and Requests Records documenting permission for employees to use their private vehicles for official business and receive reimbursement for mileage.

Updated:  October 20, 2016
5 years LG-18-034
Public Safety (19)
Records Description Retention Number
911 Emergency Call Recordings Digital or analog recordings of emergency calls handled by the 911 center

Updated:  April 05, 2017
3 years LG-19-001
Accident Reports, Hazardous Material Reports on accidents involving the spillage or combustion of hazardous materials

Updated:  April 05, 2017
50 years LG-19-002
Accident Reports, Private Property Reports of accidents on private property

Updated:  October 17, 2017
1 year LG-19-004
Accident Reports, Traffic Reports of traffic and other accidents on public property

Updated:  October 17, 2017
5 years LG-19-003
AFT License Application for Collector of Curios and Relics Document the purchase of guns and other weapons as collectors items

Updated:  April 05, 2017
1 year LG-19-014
Ambulance Trip Reports Record of patient vital statistics form the point at which the ambulance picks the individual up to the hospital

Updated:  April 05, 2017
5 years LG-19-005
Animal Control Case History Records Case history records (cards) maintained on all animal received at an animal shelter

Updated:  April 05, 2017
1 year LG-19-006
Animal Control/Shelter Operation Records Records documenting animal shelter operations not covered elsewhere in the schedule

Updated:  April 05, 2017
1 year LG-19-008
Animal Intake Reports and Logs Records documenting animal intake

Updated:  April 05, 2017
2 years LG-19-007
Animal Sterilization Citations and Records Records documenting animal sterilization

Updated:  April 05, 2017
1 year LG-19-009
Applications for Tax Paid Transfer and Registration of Firearm Document the sale/transfer of weapons requiring registration with the U.S. Department of Treasury in accordance with the National Firearms and Weapons Act

Updated:  April 05, 2017
1 year LG-19-010
Arrest and Booking Summary Statistics Summary of daily, monthly, and yearly totals of arrests

Updated:  April 05, 2017
5 years LG-19-011
Arrest Warrants Summons for an individual who has or has not appeared in court for sentencing

Updated:  April 05, 2017
(LG-19-013A) Executed: 3 years after court Appearance; (LG-19-013B) Open: 50 years for capital offenses, (LG-19-013C)15 years for all other offenses LG-19-013A, B, and C
Arrest Warrants, Recalled Those summons later recalled by the issuing court

Updated:  April 05, 2017
2 years LG-19-012
Automatic Alarms Test and Maintenance Records Test and maintenance work performed on automatic fire alarm systems 5 years LG-19-015
Breath Test Reports Reports maintained on individuals given breath tests to determine alcohol level

Updated:  April 05, 2017
(LG-19-016A) Negative Results: 4 years; (LG-19-016B) Positive Results: 5 years LG-19-016A and LG-19-016B
Cash Bond Docket Record of bonds made on individuals charged with criminal offenses

Updated:  April 05, 2017
5 years LG-19-017
Cash Bond Receipts Records documenting the receipt and disbursement of cash bonds posted for criminal offenses

Updated:  April 05, 2017
10 years after year in which the record was created LG-19-018
Cash Bonds, Forfeited Records documenting the remittance of forfeited cash bond to the county treasurer

Updated:  April 05, 2017
3 years LG-19-019
Certification/On-Site Assessment Files, State Law Enforcement Certification Program Certification standards, standards status reports, written directives, photographs, and other documents related to proof of compliance with the Georgia Law Enforcement Certification Program

Updated:  April 05, 2017
2 years after confirmation of certification/recertification LG-19-020
Civil Arrest Order Log Books Documents actions taken on orders for incarceration in civil cases

Updated:  April 05, 2017
3 years LG-19-021
Condemned Vehicles Account Records Records documenting the sale and release of impounded vehicles after condemnation

Updated:  April 05, 2017
3 years after condemnation of vehicle LG-19-022
Coroner, Inquest Files - Sheriff Records documenting hearings conducted to determine if sufficient evidence exists for criminal prosecution

Updated:  April 05, 2017
50 years LG-19-023
Crime Incident Statistical Reports Record summarizing crime statistics in an area

Updated:  April 05, 2017
(LG-19-024A) Annual report: Permanent; (LG-19-024B) Other periodic reports: 5 years LG-19-024A AND LG-19-024B
Criminal Investigation Case Files (Capital Felonies) Investigation of suspected criminal activity in order to arrest and convict the perpetrators; includes incident reports and supplements, documentary evidence, criminal history sheets, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports, and any other documents relevant to the investigation

Updated:  April 05, 2017
50 years after adjudicated LG-19-025
Criminal Investigation Case Files, Felony Investigations of felony crimes other than capital offenses

Updated:  April 05, 2017
7 years after adjudicated LG-19-026
Criminal Investigation Case Files, Misdemeanors See Criminal Investigation Case Files (Capital Felonies)

Updated:  April 05, 2017
5 years after adjudicated LG-19-027
Criminal Trespass Notifications Records advising subjects they are prohibited from entering a given property

Updated:  April 05, 2017
Retain for useful life LG-19-028
Dead Animal Pick-up Records Records documenting the disposition of animal carcasses

Updated:  April 05, 2017
2 years LG-19-029
Dog Maintenance Records - K-9 Units Records documenting the physical health and training proficiency of members of K-9 units

Updated:  April 05, 2017
4 years after dog leaves the unit LG-19-030
Emergency Dispatch Logs Record of emergency calls received over radio and logged at time of dispatch

Updated:  April 05, 2017
3 years LG-19-031
Emergency Management/Operations Reports Record documenting the type of emergency operation and the assistance provided

Updated:  April 05, 2017
5 years LG-19-032
Evidence and Property Logs and Forms Documents evidence, property stored for safekeeping, and found property acquired and maintained by the police department

Updated:  April 05, 2017
(LG-19-033A) Evidence log: 3 years after disposition of property; (LG-19-033B) Logs of property not part of court proceeding:1 year after disposition LG-19-033A and LG-19-033B
Extradition Files Records documenting the transfer of a criminal to a different jurisdiction for trial

Updated:  April 05, 2017
5 years after closed LG-19-034
False Alarm Reports Reports of public safety officer response to a false alarm (or prank call)

Updated:  April 05, 2017
3 years LG-19-035
Fi. Fa. (Fieri Facias) Records, Sheriffs Documents relating to serving of Fi.Fa. papers by sheriffs

Updated:  April 05, 2017
7 years whether entered on GED or not LG-19-036
Field Training Files Non-Post Training Files (Post training files are at Post.)

Updated:  October 17, 2017
5 years LG-19-089
Fingerprint Cards Paper copies of fingerprints taken by law enforcement.

Updated:  October 17, 2017
Keep until entered into the Fingerprint database or part of an investigation file. LG-19-090
Fingerprint Reports to FBI Copies of reports submitted to Federal Bureau of Investigation

Updated:  April 05, 2017
Retain for useful life LG-19-037
Fire Hydrant Inspection Reports Records documenting the installation and maintenance of fire hydrants

Updated:  April 05, 2017
5 years LG-19-038
Fire Incident Reports Record of fires and related damage

Updated:  April 05, 2017
20 years LG-19-039
Fire Log Books Record of fire including date, name of caller, stations responding, damage to structure, equipment used, and time required

Updated:  April 05, 2017
20 years LG-19-040
Fire Plans and Inspection Reports Inspections of structures used in fire safety planning

Updated:  April 05, 2017
5 years LG-19-043
Fire Prevention Plans Review of structure, along with flamable material contained within, alarm systems, placement of extinguishers, and emergency numbers

Updated:  April 05, 2017
5 years after superseded LG-19-041
Fire Safety Inspection Reports Reports documenting compliance with and violations of fire regulations

Updated:  April 05, 2017
5 years LG-19-042
Fireworks Display Registrations Registrations of the location of fireworks displays with the fire department

Updated:  April 05, 2017
3 years LG-19-044
Fugitive/Wanted Persons Files Records created or accumulated in the course of apprehending wanted individuals

Updated:  April 05, 2017
5 years after suspect is apprehended LG-19-045
Grand Jury Lists - Sheriff Documents the selection of jurors for a particular term

Updated:  April 05, 2017
2 years LG-19-046
Holding Cell Videos Pictorial recordings (either analog or digital) of jail holding or booking areas

Updated:  April 05, 2017
180 days LG-19-047
Impounded Vehicle Reports Records documenting the towing of vehicles

Updated:  April 05, 2017
3 years LG-19-048
Impounded Vehicles - Wrecker Service Reports Reports identifying the vehicles to be towed and the wrecker service performing the task

Updated:  April 05, 2017
3 years LG-19-049
Incarceration Lists Daily list of inmates in jail

Updated:  April 05, 2017
1 year LG-19-050
Incident Reports (Capital) Reports of incidents of suspected criminal/capital activity investigated by public safety officers

Updated:  October 17, 2017
50 years LG-19-053
Incident Reports (Criminal) Reports of incidents of suspected criminal non-capital activity investigated by public safety officers

Updated:  October 17, 2017
5 years LG-19-052
Incident Reports (Non-Criminal.) Reports of incidents of suspected non-criminal activity investigated by public safety officers

Updated:  October 17, 2017
1 year LG-19-051
Inmate Case Files Records of inmates documenting their case history at the correctional institution

Updated:  April 05, 2017
10 years after release LG-19-054
Inmate Disciplinary Reports Reports of disciplinary problems with inmates

Updated:  April 05, 2017
10 years after release LG-19-055
Inmate Fund Account Records Records of personal monies deposited with the prison by an inmate upon entering incarceration or on behalf of an inmate while incarcerated

Updated:  April 05, 2017
3 years after release of inmate LG-19-056
Inmate Medical Records Records documenting medical care provided to prison inmates

Updated:  April 05, 2017
10 years after release LG-19-057
Inmate Personal Property Accounting Records documenting personal property of inmates being stored during their incarceration

Updated:  April 05, 2017
4 years after release LG-19-058
Investigation Logs Chronological listing of investigations

Updated:  April 05, 2017
3 years after release of inmate LG-19-059
Jail Booking Records Medical and personal information, fingerprints, and associated data gathered during the process of entering an individual in jail (booking them).

Updated:  April 05, 2017
10 years after release LG-19-060
Jail Registers Registers of inmates

Updated:  April 05, 2017
10 years after last entry LG-19-061
Juror Summons Summons of jurors to serve on grand jury and trial juries

Updated:  April 05, 2017
3 years LG-19-062
Juvenile Complaint State form recording any criminal accusations made against a juvenile

Updated:  April 05, 2017
5 years or adjudication of case LG-19-063
LED Sheets GCIC form the Police Department uses to enter stolen properties and vehicles etc. into GCIC

Updated:  October 17, 2017
30 days LG-19-088
LEDS Warrant Worksheets Worksheets used to post data to GCIC/NCIC information system

Updated:  April 05, 2017
Retain for useful life LG-19-064
Medicaid/Medicare Insurance Claims Invoices sent to Medicaid/Medicare for reimbursement

Updated:  April 05, 2017
5 years after settlement LG-19-065
Misdemeanor Case Files, Traffic Court Court adjudication of misdemeanor traffic citations issued by authorized public safety officers

Updated:  April 05, 2017
6 years LG-19-066
Misdemeanor Investigation Case Files Investigation of misdemeanor crimes

Updated:  April 05, 2017
2 years after close of investigation LG-19-067
Pawn Tickets Record of goods sold or pledged in exchange for the loan of money

Updated:  April 05, 2017
4 years after the year in which the record was created LG-19-069
Prisoner Hold Records Records documenting individuals currently in custody who are wanted by other law enforcement offices

Updated:  April 05, 2017
2 years after prisoner released to requesting agency LG-19-070
Prisoner Mail Logs Record of all mail received by an inmate

Updated:  April 05, 2017
1 year LG-19-071
Prisoner Transfer Files/Extradition Files Records documenting the movement of prisoners from facility to facility or transfer to another facility

Updated:  April 05, 2017
5 years LG-19-072
Proof of Rabies Vaccination Records documenting rabies vaccination

Updated:  April 05, 2017
3 years from date of issuance LG-19-073
Radio Dispatch Logs Records of the first offical report of a fire or incident from incoming radio calls

Updated:  April 05, 2017
3 years LG-19-074
Record of Animal Bites Record documenting type of animal, owner, past history of attacks, individual biten, date, physcian treatment, and observation for rabies

Updated:  April 05, 2017
3 years LG-19-075
Remittance Reports Records documenting the remittance of a prescribed portion of court fines and costs to such funds as the Peace Officers Annuity and Benefit Fund and the Sheriff's Retirement Fund, Crime Victims Fund, and the Peace Officer/Prosecutor Training Fund

Updated:  April 05, 2017
5 years LG-19-076
Report of Multiple Sale or Other Disposition of Pistols and Revolvers ATF form F3310.4

Updated:  April 05, 2017
1 year LG-19-077
Sale and Claim Execution Dockets - Sheriff Record of items sold at public auction by the Sheriff

Updated:  April 05, 2017
7 years LG-19-078
Security and Surveillance (Static) Video Security Video: building or departmental video that monitors activities or traffic of a department or building. Surveillance (Static) Video: digital or analog video recordings and images from agency security systems. This series also includes digital or audio voice recordings of radio or telephone communications.

Updated:  October 17, 2017
(LG-19-079A) Known Incident/Accident: Retain until settlement of claims; (LG-19-079B) No known incident/accident: 30 days. LG-19-079A and LG-19-079B
Sex Offender Registration Records Information gathered to enter sex offender on registry

Updated:  April 05, 2017
7 years after registrant moves or is otherwise removed from jurisdiction LG-19-080
Subpoena Logs, Officer Documents summons of a public safety officer to appear during a court trial

Updated:  April 05, 2017
3 year after disposition of case LG-19-081
Temporary Protective Orders Records documenting the issuance of temporary protective orders by the court

Updated:  April 05, 2017
3 years after expiration LG-19-082
Traffic Citation Log Listing of parking tickets and other traffic citations issued along with court dates and associated fines

Updated:  April 05, 2017
5 years LG-19-083
Traffic Citations - Warnings Warnings to drivers of the occurrence of equipment malfunctions such as a burned out light

Updated:  April 05, 2017
2 years LG-19-084
Training Lesson Plans Documentation of teaching plans including subject, activity, and/or project

Updated:  October 17, 2017
2 years LG-19-091
Trust Account Files - Sheriff Administration and accounting records of trust accounts for minors established by court order

Updated:  April 05, 2017
10 years after closed LG-19-085
Uniform Traffic Citations, Summonses, Accusations, and Warnings Documents relating to traffic violations

Updated:  April 05, 2017
2 years LG-19-086
Video Footage from Body Cams/Dash Cams /Drone Cams Video recording from law enforcement drones or body-worn devices located on or inside of law enforcement vehicles

Updated:  October 17, 2017
(LG-19-068A) 180 days except (LG-19-068B) if recording is part of a criminal investigation, shows a vehicle accident, shows the detainment or arrest of an individual, or shows a law enforcement officer’s use of force, and then it shall be retained for 30 months. LG-19-068A and LG-19-068B
Writ Dockets - Sheriff Record of the receipt and action taken on civil processes (other than execution writs) issued by the court to the Sheriff's department

Updated:  April 05, 2017
5 years LG-19-087
Public Works (20)
Records Description Retention Number
Actions Taken to Correct System Violations Records documenting the certifications from suppliers that they have complied with regulations to notify the public when water systems fail to meet with applicable contaminant levels, when a variance or exception has been issued to them, or when the supplier has failed to perform required monitoring.

Updated:  October 20, 2016
3 years LG-20-001
Business Continuity Plans Business recovery plans for man-made and natural disasters

Updated:  October 20, 2016
5 years until superseded or updated LG-20-002
Cathode Protection Records Records created and used to maintain gas mains; documents installation of nodes, test stations, rectifiers, and ground beds.

Updated:  October 20, 2016
Retain for useful life. LG-20-003
Chemical Analyses, Water, Sanitary Sewer, Storm Sewer Documentation by municipal government including sampling data, location, methodologies, analyses, reports, surveys, results, evaluations, schedules, and corrections related to the analysis of bacterial/chemical content.

Updated:  October 20, 2016
10 years LG-20-008
Consumption and Revenue Reports, Gas Reports documenting the number of gas customers.

Updated:  October 20, 2016
5 years LG-20-004
Copper and Lead Results Records that reflect compliance efforts, laboratory results, laboratory certification, inactive lead and copper amounts, surface water sanitary surveys, interim enhanced surface water treatment reports, and all other reports and correspondence. Excludes monthly operating reports under 1979-069.

Updated:  October 20, 2016
12 years LG-20-009
County Road Dockets Records showing road maintenance work; includes Commissioner of Roads Overseer Ledgers.

Updated:  October 20, 2016
Permanent LG-20-005
Discharge Monitoring Records Reports summarizing treatment of wastewater in government sewer systems.

Updated:  October 20, 2016
5 years LG-20-006
Drainage and Flood Problem Records Documents monitoring and resolution of drainage and flood problems.

Updated:  October 20, 2016
10 years LG-20-007
Filter Plant Files Records monitoring the operation of water filtration plants.

Updated:  October 20, 2016
3 years LG-20-010
Gas Consumption Reports Periodic reports on the consumption of natural gas by area.

Updated:  October 20, 2016
3 years LG-20-011
Gas Regulator Station/Vault Inspection Reports Reports documenting the inspection of regulator stations in government-owned gas lines.

Updated:  October 20, 2016
3 years after replacement or deactivation of station LG-20-012
Gas System Reports, Federal Reports filed with the U.S. Department of Transportation documenting the number of miles of gas main and giving a description of the system.

Updated:  October 20, 2016
10 years LG-20-013
Gas Tap Records Work orders to initiate gas service for new customers.

Updated:  October 20, 2016
3 years LG-20-014
Gas Valve Inspection Records Includes inspection reports documenting the safety of large gas valves used in industrial areas.

Updated:  October 20, 2016
Retain as long as gas valve in service. LG-20-015
Landfill Reports Records created in the operation of the landfill; used for management reporting purposes.

Updated:  October 20, 2016
3 years LG-20-016
Maintenance Records Records documenting maintenance work performed on service meters, utilities lines, mains , traffic signal, signs, and equipment, roads paving, work orders

Updated:  October 20, 2016
5 years LG-20-017
Meter Books and Summary Reports Record of meter readings and reports by customer account.

Updated:  October 20, 2016
5 years LG-20-018
Microbiological Analyses Includes microbial data and results,invalidation of TCR samples, and repeat sampling waivers.

Updated:  October 20, 2016
5 years LG-20-019
New Meter Installations Document the installation of new water meters.

Updated:  October 20, 2016
5 years LG-20-020
Odorant Usage Reports Reports required by the Department of Transportation documenting the level of odorant added to gas lines.

Updated:  October 20, 2016
5 years LG-20-021
Overdue Water Billing Accounts Reports used to track past-due payments and new charge totals.

Updated:  October 20, 2016
5 years LG-20-022
Requests for Meter Re-Read Record of new meter readings to support billings and adjustments.

Updated:  October 20, 2016
3 years LG-20-023
Requests for Meter Turn-on and Shut-off Records requesting water service connection or disconnection.

Updated:  October 20, 2016
3 years LG-20-024
Road Maintenance Records Records documenting requests for paving and road improvements; includes memos, petitions, and surveys.

Updated:  October 20, 2016
5 years LG-20-025
Road Repair Costs Records used to estimate job costs and prepare a budget.

Updated:  October 20, 2016
3 years LG-20-026
Security/Fire System Install and Maintenance Records Records documenting agency security and fire alarm systems.

Updated:  October 20, 2016
3 years after replacement of system LG-20-027
Service Interruption Logs Reports documenting the interruption of sewer and water services, including time and location of incident.

Updated:  October 20, 2016
5 years LG-20-028
Sewage Treatment Plant Monitoring Reports Records used to monitor and report on the operation of sewage treatment plants; includes lab reports and amounts of waste processed.

Updated:  October 20, 2016
5 years LG-20-029
Sewer and Water Improvement Projects Records documenting improvement projects for water and sewer services; includes contracts, petitions, surveys, resolutions, bid specifications, inspections reports, costs estimates, and cost assessments.

Updated:  October 20, 2016
20 years LG-20-030
Sewer and Water Permits Records of permits to install sanitary sewers, sewer connections, water meters, and connections to water mains.

Updated:  October 20, 2016
3 years LG-20-031
Solid Waste Weight Tickets Tickets printed each time a garbage truck crosses the scales at the entrance to a county/city landfill.

Updated:  October 20, 2016
3 years LG-20-033
Solid Waste, Sanitary Surveys Written reports, summaries, or communications relating to sanitary surveys.

Updated:  October 20, 2016
10 years LG-020-032
Storm Water and Soil Erosion Reports Documents related to direct discharge, land application system (LAS), MS4, buffer variance & pretreatment compliance and enforcement files. May include inspection reports, compliance status letters, compliance general correspondence, investigation reports, spill reports, pretreatment general correspondence, over views, complaint documentation, buffer variances, storm water pollution prevention plans, letter of violation (NOVs, NDL, DNC, etc.) corrective action and standard operating procedure general correspondence, recession letters, penalty rationales, public participation documentation, progress reports, corrective action plans and standard operating procedures.

Updated:  October 20, 2016
15 years LG-020-036
Street Design Improvement Records Records documenting road accidents that are used to assess the cause and to make design improvements to reduce accidents.

Updated:  October 20, 2016
5 years LG-20-034
Street Resurfacing Reports Lists of streets and locations that have been resurfaced; includes type of resurfacing, materials, and costs.

Updated:  October 20, 2016
10 years LG-20-035
Subdivision Plats and Inspections Records showing the layout and roads within a subdivision.

Updated:  October 20, 2016
(LG-20-037A) Plats: Permanent; (LG-20-037B) Other records: 5 years LG-20-037A and LG-20-037B
Temporary Construction Easements Documents granting temporary permission to access private property for project or maintenance purposes.

Updated:  October 20, 2016
5 years after project completion LG-020-040
Traffic Signals Intersection Files Includes studies related to traffic planning such as drawings of signal controllers and intersections, and traffic signal permits.

Updated:  October 17, 2017
10 years LG-20-038
Traffic Signs and Lights Inventories Listing of all traffic signs and lights

Updated:  October 20, 2016
Retain until superseded. LG-20-039
Turbidity Analyses Any analyses, tests, or accompanying documentation used to measure turbidity of a water sample.

Updated:  October 20, 2016
5 years LG-20-041
Utility Line Relocation Billings Bills to request reimbursement from the state for relocation of utility lines impacted by state highway road construction.

Updated:  October 20, 2016
5 years LG-20-042
Wastewater Treatment Plant Compliance Reports Reports documenting compliance with federal and state wastewater disposal regulations.

Updated:  October 20, 2016
5 years LG-20-043
Records Management (21)
Records Description Retention Number
Annual Master Negative Inspection Reports Reports documenting the statistical sample of film inspected each year for signs of physical deterioration.

Updated:  October 20, 2016
Permanent LG-21-001
Condition Reports of Duplicating Masters Records documenting the inspection of microfilm duplicating masters for signs of physical deterioration.

Updated:  October 20, 2016
Retain for useful life. LG-21-002
Destruction Records Records documenting the destruction of agency records.

Updated:  October 20, 2016
7 years LG-21-003
Inventories, Agency Current listings of records created and maintained by an agency.

Updated:  October 20, 2016
Retain until superseded. LG-21-004
Microfilm/Scanning Processing Records Records documenting the proper processing of silver gelatin and diazo films to show compliance with standards; does not include quality inspection reports.

Updated:  October 20, 2016
7 years LG-21-005
Microfilm/Scanning Production Records Records documenting the preparation and filming of records such as production reports, activity reports, film logs, retake orders, title targets, and lists of records to be filmed.

Updated:  October 20, 2016
5 years LG-21-006
Microfilm/Scanning Quality Inspection Reports (Quality Control Reports) Reports documenting the quality of individual rolls of film.

Updated:  October 20, 2016
Retain for life of microfilm. LG-21-007
Microfilm/Scanning Transmittals and Evaluation Reports Records documenting the transfer of film to a security storage facility and the condition of the film upon acceptance in the facility (evaluation report is completed by storage facility).

Updated:  October 20, 2016
Retain for life of microfilm. LG-21-008
Microfilm/Scanning Vault Monitoring Records Records documenting temperature and humidity conditions within a storage facility.

Updated:  October 20, 2016
5 years LG-21-009
Open Records Act Requests and Correspondence Inquiries from members of the public requesting access to information under the Georgia Open Records Act (O.C.G.A 50-18-70 et.seq.).

Updated:  October 20, 2016
3 years LG-01-027
Records Retention Schedules Records retention schedules approved by resolution/ordinance; may be filed with other resolutions/ordinances.

Updated:  October 20, 2016
Permanent LG-21-010
Records Transmittal Records Records documenting the transfer of agency records into the custody of a records center facility.

Updated:  October 20, 2016
5 years after disposition of transferred records LG-21-011
Reference Requests Reference pull sheets documenting the retrieval of records from a records storage facility.

Updated:  October 20, 2016
5 years LG-21-012
Taxation (22)
Records Description Retention Number
Adjustments or Relief Orders Record of adjustment of tax as listed in tax digest 7 years 393
Affidavits of Missing Tag or Missing Renewal Decal Inventory report form MVA-41 3 years 394
Alcoholic and Malt Beverage Tax Reports Reports of alcohol sold and amount of tax(as) paid; Alcoholic Beverage By the Drink Reports

Updated:  October 17, 2017
2 years or until audited LG-22-001
Applications for Exemption, Expired Requests for exemption from property taxes based on status as a religious organization, non-profit, or government institution 1 year 177
Assessment Appeals Case Files, Closed Appeals by taxpayers for reconsideration of the assessed value of their property 3 years 178
Assessment Notices Legal notices to taxpayers that their property will be reassessed for its tax value 3 years 179
Bankruptcies Records relating to claims against bankrupt property owners for taxes due to local government Dismissed cases: 3 years; Discharged cases: 5 years 396
Board of Equalization Appeals Records documenting appeals by citizens to the Board of Tax Equalization

Updated:  October 17, 2017
3 years LG-20-002
Boat Registrations Reference listing of boats and owners form the state 3 years 180
Building Inspection Sheets Building permits maintained to aid in assessing property values for taxes 5 years
Cash Book or Transaction Journal Tax commissioner's general book of accounts 7 years after audit 397
Cash Receipts or Disbursement Journals/Settlement Book Record indicating receipt of real, personal, intangible and other taxes into county treasury 7 years after end of Term of Office 398
Cash Register Journal Tapes Documents relating to collecting and accounting for tax and license fee monies Retain until audited 399
Commercial Banks Tax Workpapers Assessments of taxes to be paid by banking institutions in lieu of state income taxes 5 years 181
County Tax Collections Records of total taxes collected by county 5 years 197
County Tax Levy Annual resolution fixing tax rates Permanent 182
Daily Distribution Reports Reports generated to complete PL-65 2 years or until state and county audit, whichever is later 408
Daily/Monthly Tax Distribution Worksheets Worksheets recording each day's tax collections by category 5 years 400
Delinquent Tax Notices or Levy Notices Record notifying taxpayer of delinquent payment of tax 7 years 401
Delinquent Tax Reports Records of taxes paid and amounts still owed 15 years 199
Distribution Worksheets/Reports Worksheets recording distribution by category (personal, real, etc.) and Levying Authority (district or entity) 7 years after audit
Excise Tax Rental Motor Vehicle, Hotel Motel tax collected by municipal government.

Updated:  October 17, 2017
5 years LG-22-003
Exemption Worksheets Working papers relating to tax reductions for each property owner 1 year after recorded on Home Exemption Application 183
Federal Aviation Administration Aircraft Listings Listing of aircraft registrations 3 years 184
Fi. Fa. (Fieri Facias) Records, Taxation Preliminary action against taxpayers for delinquent taxes 7 years whether entered on GED or not 200
Financing Statements (Chattel Mortgages) Financial instruments providing security for debts 1 year after expiration of mortgage 185
Gas Tax Reports Report of county gas tax collection 7 years
Homestead Exemptions Requests for exemption from property taxes in compliance with the Homestead Exemption Act 3 years after expired 186
Insolvent List List of taxes uncollectible 7 years
Insurance Premium Tax Records Records on taxes collected from insurance companies 5 years 202
Intangible Recording Tax Collection Record of intangible taxe due and paid 3 years 402
Issuing Officer’s Reports MVA-13 form. 5 years 403
Listing of Real Property Annual listing of real property in the county Retain for useful life 187
Mobile Home Exemptions, Expired Appllications for tax reductions on mobile homes 2 years 188
Mobile Home Tax Decals PT-40 Application forms 5 years 405
Monthly Reports of Hotel-Motel Taxes Reports of taxes owed and collected from hotel operations 5 years 201
Motor Vehicle Journal Entries Record accounting for daily tax fee collections and disbursements 7 years 404
Motor Vehicle Tags/Decals MV-1 through MV-3 forms. Registration for passenger cars, motorcycles, buses, trucks, and trailers 3 years 406
Not on Digest Records Adjustments and relief orders explaining why a tax record was not recorded in the tax digest 14 years 203
Paid Tax Bill Receipts Receipts for full payment of property taxes 3 years 204
Paid Tax Reports Report showing bill number, taxpayer's name, amount of tax, date paid, and allocation of monies collected 3 years 407
Personal Property Appraisals Tax appraiser's worksheets to establish property values for tax purposes 2 years after superseded 189
Personal Property Record Cards Current assessed values for personal property 7 years after property is sold 190
Personal Property Returns Record of value for personnally owned property such as boats, equipment, and businesses 7 years 191
Real Property Record Cards Tax history of each parcel of land in the county Permanent 192
Reports of Title Certificates, Tag Reports, and Temporary Permits MVA-12 form. Record informing the Department of Revenue of vehicle transfers of ownership 5 years 409
Sales Ratio Studies Analysis of the sale of property as compared to the tax value of property 10 years 193
School Tax-Homestead Exemptions, Expired Applications for homestead exemption from property owners aged 62 or more 2 years 205
Tax Assessment Errors and Adjustments Record of additions to or removals from the tax digest because of errors 7 years 194
Tax Digests List of taxpayers and assessed value of real and personal property 14 years 195
Tax Error and Release Orders Requests for credit allowance pertaining to liabilities shown on the tax digest 15 years 206
Tax Execution Dockets/Delinquent Lists Record of land and lot sales for delinquent taxes 7 years 411
Tax Sale Advertisements Newspaper advertisements for sale of property for tax reasons 15 years 207
Tax Sales File Record of property sold for delinquent taxes including advertisements Permanent
Transaction Edit Journals or Cash Books Ledgers and journals showing details of daily tax receipts for either or both real estate or personal property taxes 5 years 410
Unpaid Taxes Reports Reports listing delinquent taxpayers 30 days or until updated 412
Tourism and Recreation (23)
Records Description Retention Number
Convention Planning Records Records documenting a local government's efforts to increase convention and tourism in an area.

Updated:  October 20, 2016
5 years LG-23-001
Participant Registration and Eligibility Records Records used to register individuals for sports or other parks and recreation activities.

Updated:  October 20, 2016
2 years LG-23-002
Playground Inspection Reports Documents the routine inspection of playground shelters and fitness tracks.

Updated:  October 20, 2016
3 years LG-23-003
Recreation Program Records Activity schedules, rules and regulations, rosters, and status sheets for recreational programs

Updated:  October 20, 2016
3 years LG-23-004
Reservations Records documenting activities scheduled for tourist and convention facilities.

Updated:  October 20, 2016
2 years LG-23-005
Transportation (24)
Records Description Retention Number
Acquisition/Relocation Assistance Parcel Files (Residential and Business) Records documenting the purchase of property within designated noise impact areas surrounding an airport.

Updated:  October 20, 2016
7 years after year in which parcel is purchased LG-24-001
Airfield Safety Inspection Records Routine inspections of runway and taxiway conditions for hazards and security.

Updated:  October 20, 2016
1 year LG-24-002
Airport Aid Program Grants - Affirmative Action Plans Records required under the Airport Aid Program.

Updated:  October 20, 2016
3 years or the period of financial assistance, whichever is longer LG-24-003
Airport Aid Program Grants - Reports Not Transmitted to FAA Records required under the Airport Aid Program.

Updated:  October 20, 2016
3 years or the period of financial assistance whichever is longer LG-24-004
Bus Route Records Records establishing the route of public transit buses to provide service to residents.

Updated:  October 20, 2016
10 years LG-24-005
Limo Concourse Pick-up Authorizations Permission for limo-drivers to pick-up passengers on the concourse.

Updated:  October 20, 2016
6 months LG-24-006
Notices to Airmen Records documenting notification of pilots of maintenance and repair work to be performed on runways and taxiways.

Updated:  October 20, 2016
2 years LG-24-007
Operations Reports Record of individual bus operations maintained for management and statistical purposes.

Updated:  October 20, 2016
3 years LG-24-008
Radio Beacon Maintenance Logs Maintenance logs

Updated:  October 20, 2016
Permanent LG-24-009
Radio Beacon Operator’s Records Operator records

Updated:  October 20, 2016
Permanent LG-24-010
Radio Beacons Readings and Adjustments Readings and adjustments

Updated:  October 20, 2016
Permanent LG-24-011
Revenue and Passenger Reports Reports documenting ridership and revenue statistics for the transit system.

Updated:  October 20, 2016
5 years LG-24-012
Right-of-Flight Easement/Acoustical Treatment Parcel Files Documents the purchase of avigation easements from residents living in close proximity to an airport.

Updated:  October 20, 2016
7 years after end of year in which parcel purchased LG-24-013
Tire Mileage Reports Reports documenting tire mileage of each transit vehicle.

Updated:  October 20, 2016
3 years LG-24-014
Transit Operations Reports Periodic reports on performance of the transit system

Updated:  October 20, 2016
3 years LG-24-015
Vehicles for Hire Violation/Hearing Case Files Records documenting the adjudication of charges brought against taxi companies and drivers for violations of taxi cab regulations.

Updated:  October 20, 2016
5 years LG-24-016

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