Georgia Archives

University System of Georgia

Local Government Records Retention Schedules

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CATEGORY:  PUBLIC WORKS (20)   [ Total entries: 43 ]


LG-20-001 | Actions Taken to Correct System Violations

Description:  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.

Retention:  3 years

Updated:  October 20, 2016


LG-20-002 | Business Continuity Plans

Description:  Business recovery plans for man-made and natural disasters

Retention:  5 years until superseded or updated

Updated:  October 20, 2016


LG-20-003 | Cathode Protection Records

Description:  Records created and used to maintain gas mains; documents installation of nodes, test stations, rectifiers, and ground beds.

Retention:  Retain for useful life.

Updated:  October 20, 2016


LG-20-008 | Chemical Analyses, Water, Sanitary Sewer, Storm Sewer

Description:  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.

Retention:  10 years

Updated:  October 20, 2016


LG-20-004 | Consumption and Revenue Reports, Gas

Description:  Reports documenting the number of gas customers.

Retention:  5 years

Updated:  October 20, 2016


LG-20-009 | Copper and Lead Results

Description:  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.

Retention:  12 years

Updated:  October 20, 2016


LG-20-005 | County Road Dockets

Description:  Records showing road maintenance work; includes Commissioner of Roads Overseer Ledgers.

Retention:  Permanent

Updated:  October 20, 2016


LG-20-006 | Discharge Monitoring Records

Description:  Reports summarizing treatment of wastewater in government sewer systems.

Retention:  5 years

Updated:  October 20, 2016


LG-20-007 | Drainage and Flood Problem Records

Description:  Documents monitoring and resolution of drainage and flood problems.

Retention:  10 years

Updated:  October 20, 2016


LG-20-010 | Filter Plant Files

Description:  Records monitoring the operation of water filtration plants.

Retention:  3 years

Updated:  October 20, 2016


LG-20-011 | Gas Consumption Reports

Description:  Periodic reports on the consumption of natural gas by area.

Retention:  3 years

Updated:  October 20, 2016


LG-20-012 | Gas Regulator Station/Vault Inspection Reports

Description:  Reports documenting the inspection of regulator stations in government-owned gas lines.

Retention:  3 years after replacement or deactivation of station

Updated:  October 20, 2016


LG-20-013 | Gas System Reports, Federal

Description:  Reports filed with the U.S. Department of Transportation documenting the number of miles of gas main and giving a description of the system.

Retention:  10 years

Updated:  October 20, 2016


LG-20-014 | Gas Tap Records

Description:  Work orders to initiate gas service for new customers.

Retention:  3 years

Updated:  October 20, 2016


LG-20-015 | Gas Valve Inspection Records

Description:  Includes inspection reports documenting the safety of large gas valves used in industrial areas.

Retention:  Retain as long as gas valve in service.

Updated:  October 20, 2016


LG-20-016 | Landfill Reports

Description:  Records created in the operation of the landfill; used for management reporting purposes.

Retention:  3 years

Updated:  October 20, 2016


LG-20-017 | Maintenance Records

Description:  Records documenting maintenance work performed on service meters, utilities lines, mains , traffic signal, signs, and equipment, roads paving, work orders

Retention:  5 years

Updated:  October 20, 2016


LG-20-018 | Meter Books and Summary Reports

Description:  Record of meter readings and reports by customer account.

Retention:  5 years

Updated:  October 20, 2016


LG-20-019 | Microbiological Analyses

Description:  Includes microbial data and results,invalidation of TCR samples, and repeat sampling waivers.

Retention:  5 years

Updated:  October 20, 2016


LG-20-020 | New Meter Installations

Description:  Document the installation of new water meters.

Retention:  5 years

Updated:  October 20, 2016


LG-20-021 | Odorant Usage Reports

Description:  Reports required by the Department of Transportation documenting the level of odorant added to gas lines.

Retention:  5 years

Updated:  October 20, 2016


LG-20-022 | Overdue Water Billing Accounts

Description:  Reports used to track past-due payments and new charge totals.

Retention:  5 years

Updated:  October 20, 2016


LG-20-023 | Requests for Meter Re-Read

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

Retention:  3 years

Updated:  October 20, 2016


LG-20-024 | Requests for Meter Turn-on and Shut-off

Description:  Records requesting water service connection or disconnection.

Retention:  3 years

Updated:  October 20, 2016


LG-20-025 | Road Maintenance Records

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

Retention:  5 years

Updated:  October 20, 2016


LG-20-026 | Road Repair Costs

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

Retention:  3 years

Updated:  October 20, 2016


LG-20-027 | Security/Fire System Install and Maintenance Records

Description:  Records documenting agency security and fire alarm systems.

Retention:  3 years after replacement of system

Updated:  October 20, 2016


LG-20-028 | Service Interruption Logs

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

Retention:  5 years

Updated:  October 20, 2016


LG-20-029 | Sewage Treatment Plant Monitoring Reports

Description:  Records used to monitor and report on the operation of sewage treatment plants; includes lab reports and amounts of waste processed.

Retention:  5 years

Updated:  October 20, 2016


LG-20-030 | Sewer and Water Improvement Projects

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

Retention:  20 years

Updated:  October 20, 2016


LG-20-031 | Sewer and Water Permits

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

Retention:  3 years

Updated:  October 20, 2016


LG-20-033 | Solid Waste Weight Tickets

Description:  Tickets printed each time a garbage truck crosses the scales at the entrance to a county/city landfill.

Retention:  3 years

Updated:  October 20, 2016


LG-020-032 | Solid Waste, Sanitary Surveys

Description:  Written reports, summaries, or communications relating to sanitary surveys.

Retention:  10 years

Updated:  October 20, 2016


LG-020-036 | Storm Water and Soil Erosion Reports

Description:  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.

Retention:  15 years

Updated:  October 20, 2016


LG-20-034 | Street Design Improvement Records

Description:  Records documenting road accidents that are used to assess the cause and to make design improvements to reduce accidents.

Retention:  5 years

Updated:  October 20, 2016


LG-20-035 | Street Resurfacing Reports

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

Retention:  10 years

Updated:  October 20, 2016


LG-20-037A and LG-20-037B | Subdivision Plats and Inspections

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

Retention:  (LG-20-037A) Plats: Permanent; (LG-20-037B) Other records: 5 years

Updated:  October 20, 2016


LG-020-040 | Temporary Construction Easements

Description:  Documents granting temporary permission to access private property for project or maintenance purposes.

Retention:  5 years after project completion

Updated:  October 20, 2016


LG-20-038 | Traffic Signals Intersection Files

Description:  Includes studies related to traffic planning such as drawings of signal controllers and intersections, and traffic signal permits.

Retention:  10 years

Updated:  October 17, 2017


LG-20-039 | Traffic Signs and Lights Inventories

Description:  Listing of all traffic signs and lights

Retention:  Retain until superseded.

Updated:  October 20, 2016


LG-20-041 | Turbidity Analyses

Description:  Any analyses, tests, or accompanying documentation used to measure turbidity of a water sample.

Retention:  5 years

Updated:  October 20, 2016


LG-20-042 | Utility Line Relocation Billings

Description:  Bills to request reimbursement from the state for relocation of utility lines impacted by state highway road construction.

Retention:  5 years

Updated:  October 20, 2016


LG-20-043 | Wastewater Treatment Plant Compliance Reports

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

Retention:  5 years

Updated:  October 20, 2016


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