Georgia Archives

University System of Georgia

Local Government Records Retention Schedules

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CATEGORY:  PROPERTY (18)   [ Total entries: 35 ]


LG-18-001 | Acquisition Records

Description:  Records documenting the purchase of real property by an agency; does not include deeds or titles.

Retention:  5 years after project completion

Updated:  October 20, 2016


LG-18-002 | Architectural Project Monitoring Files

Description:  Monitoring of the construction of local government facilities.

Retention:  7 years after project completion

Updated:  October 20, 2016


LG-18-003 | Blueprints and Specifications, As-Built

Description:  Plans and specifications of government-owned facilities

Retention:  Retain for life of building.

Archival Instructions:  Vital Record - duplicate and store offsite

Updated:  October 20, 2016


LG-18-005 | Capital Construction Project Records

Description:  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.

Retention:  11 years after completion of project

Updated:  October 20, 2016


LG-08-011 | Depreciation Schedules

Description:  Records documenting useful life and depreciation of agency-owned equipment and property, usually for insurance purposes.

Retention:  4 years

Updated:  October 20, 2016


LG-18-006 | Equipment and Vehicle Purchases

Description:  Records documenting the purchase of agency-owned vehicles.

Retention:  5 years after disposition of equipment

Updated:  October 20, 2016


LG-18-008A and LG-18-008B | Facility Inspection Files and Reports

Description:  Records documenting inspection of facilities to comply with standards, rules, and codes affecting health and safety of the occupants; includes security and safety inspections.

Retention:  (LG-18-0088A) Building Age 0-8 years: 11 years; (LG-18-008B) Building Age 9-up year: 3 years

Updated:  October 20, 2016


LG-18-009 | Facility/Building Security Records

Description:  Records documenting security measures and procedures.

Retention:  5 years

Updated:  October 20, 2016


LG-18-010 | Federal Property Records

Description:  Records documenting the loan or lease of federal government equipment.

Retention:  7 years after expiration of contract or disposal of equipment

Updated:  October 20, 2016


LG-18-011 | Fuel and Oil Usage Reports

Description:  Periodic reports of the consumption of diesel, gas, and oil in government-owned vehicles.

Retention:  3 years

Updated:  October 20, 2016


LG-18-012 | Fuel Tax Reports

Description:  Periodic reports of taxable and nontaxable diesel fuel usage by government-owned vehicles.

Retention:  3 years

Updated:  October 20, 2016


LG-18-013 | Government Equipment Lease Records

Description:  Records documenting the lease of government equipment (federal or state) by local governments.

Retention:  7 years after expiration of lease

Updated:  October 20, 2016


LG-18-014 | Insurance Fund Claims

Description:  Records documenting requests for payment of insurance claims.

Retention:  5 years after claim is paid or denied

Updated:  October 20, 2016


LG-18-015 | Insurance Policies

Description:  Records documenting insurance purchase for agency facilities or of membership in risk management cooperatives.

Retention:  7 years after expiration of policy or membership

Updated:  October 20, 2016


LG-18-016 | Leasing and Rental Records

Description:  Records documenting the leasing or renting of land, buildings, or facilities.

Retention:  7 years after expiration (or termination) of contract

Updated:  October 20, 2016


LG-18-007 | Maintenance Records, Capital Equipment and Technology

Description:  Includes purchase orders, warranties, operating manuals, service contracts, and service logs for maintenance of agency-owned equipment and vehicles.

Retention:  5 years after disposition of equipment

Updated:  October 20, 2016


LG-18-004 | Maintenance Records, Remodeling and Repair

Description:  Documents the condition, upkeep, and routine maintenance on agency facilities and grounds.

Retention:  6 years

Updated:  October 20, 2016


LG-18-017 | Maintenance Schedules

Description:  Schedules for maintenance of agency-owned equipment and vehicles

Retention:  5 years

Updated:  October 20, 2016


LG-18-018 | Maintenance Work Orders

Description:  Records documenting routine maintenance on facilities and property.

Retention:  5 years

Updated:  October 20, 2016


LG-18-019 | Motor Pool Vehicle Records

Description:  Records documenting reservation and use of motor pool vehicles by agency personnel and gasoline usage by motor pool vehicles.

Retention:  5 years

Updated:  October 20, 2016


LG-18-021 | Property and Equipment Inventories

Description:  Listing of agency-owned property and equipment

Retention:  5 years

Updated:  October 20, 2016


LG-18-020 | Property Disposition Requests (Surplus Property Records)

Description:  Documents requests for change in status of government-owned property.

Retention:  5 years

Updated:  October 20, 2016


LG-18-022 | Real Property Ownership Records

Description:  Deeds and supporting documentation for land owned by an agency

Retention:  11 years after the year in which the property was sold or transferred

Updated:  October 20, 2016


LG-18-023 | Receipts of Responsibility

Description:  Records documenting property temporarily in use or possession of an employee.

Retention:  Retain until return of item to property manager or 5 years, whichever is longer.

Updated:  October 20, 2016


LG-18-024 | Restricted Area/Access Authorization Identification Records

Description:  Documents the issuance of security/access badges to staff.

Retention:  5 years after employee separation from service

Updated:  October 20, 2016


LG-18-025 | Space Planning/Design Management Project Files

Description:  Evaluation and design of office space for local government agencies

Retention:  3 years after project completion

Updated:  October 20, 2016


LG-18-026 | Utility Systems Operating and Maintenance Records

Description:  Records include equipment operations logs, mechanical reading charts, equipment maintenance histories.

Retention:  5 years after equipment is no longer in service

Updated:  October 20, 2016


LG-18-027 | Vehicle Accident Reports

Description:  Record documenting damage to agency-owned vehicles.

Retention:  5 years

Updated:  October 20, 2016


LG-18-028 | Vehicle and Equipment Cost Reports

Description:  Reports generated to assess and monitor the costs of agency-owned vehicles and heavy equipment.

Retention:  3 years

Updated:  October 20, 2016


LG-18-029 | Vehicle and Equipment Maintenance Files

Description:  Records documenting routine maintenance on vehicle and equipment (does not include school bus maintenance).

Retention:  5 years after the vehicle is sold or replaced

Updated:  October 20, 2016


LG-18-030 | Vehicle Parts Lists

Description:  Lists of replacement parts for agency-owned vehicles

Retention:  3 years

Updated:  October 20, 2016


LG-18-031 | Vehicle Permits/Security Identication Records

Description:  Records documenting the issuance of vehicle decals providing access to security areas.

Retention:  2 years after expiration

Updated:  October 20, 2016


LG-18-032A and LG-18-032B | Vehicle Title Records

Description:  Documents agency ownership of cars, vans, trucks, trailers, tractors, etc.

Retention:  (LG-18-032A) Applications: Retain until receipt of title; (LG-18-032B) Title: Retain for duration of ownership.

Updated:  October 20, 2016


LG-18-033 | Vehicle Usage Reports

Description:  Reports used to track fuel usage and mileage.

Retention:  3 years

Updated:  October 20, 2016


LG-18-034 | Vehicle Use Authorizations and Requests

Description:  Records documenting permission for employees to use their private vehicles for official business and receive reimbursement for mileage.

Retention:  5 years

Updated:  October 20, 2016


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