Georgia Archives

University System of Georgia

Local Government Records Retention Schedules

« Return to Normal View   |   Print Page

CATEGORY:  ADMINISTRATION (01)   [ Total entries: 44 ]


LG-01-001 | Accident Reports

Description:  Reports of accidents involving government owned vehicles.

Retention:  7 years

Updated:  October 20, 2016


LG-01-005 | Ad Hoc Narrative Reports

Description:  Ad Hoc Narrative Reports that describe agency functions and activities.

Retention:  10 years

Updated:  October 20, 2016


LG-01-003 | Annexation Files

Description:  Records documenting the addition and/or incorporation of land into an existing city or county area.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-004 | Annual Reports

Description:  Annual reports that describe agency functions and activities.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-006 | Audio and Video Recording of Official Meetings

Description:  Audio and video of Council Meetings used for the preparation of written minutes.

Retention:  90 days after minutes are prepared and verified.

Updated:  October 20, 2016


LG-01-007 | Certificate of Proof of Insurance

Description:  Certificate of Liability Insurance for contractors

Retention:  7 years after contract expires

Updated:  October 20, 2016


LG-01-008 | City Charter

Description:  Includes the constitution and by-laws of an incorporated city.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-009 | Code Violations

Description:  Any violations of the Code of Ordinances pertaining to property.

Retention:  3 years

Updated:  October 20, 2016


LG-01-010 | Community Service Forms

Description:  Records documenting the terms of community service work or documenting the work provided.

Retention:  3 years after completion of service or project

Updated:  October 20, 2016


LG-01-011 | Correspondence, Administrative

Description:  This series includes communications that document formal decisions regarding significant matters.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-012 | Correspondence, General

Description:  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.

Retention:  5 years

Updated:  October 20, 2016


LG-01-013 | Correspondence, Transitory

Description:  This series includes records and communications received or sent that do not document decisions regarding significant matters.

Retention:  Retain for useful life.

Updated:  October 20, 2016


LG-01-014 | Crisis or Disaster Records

Description:  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.

Retention:  5 years

Updated:  October 20, 2016


LG-01-015 | Daily Broadcast Logs

Description:  Records documenting agency daily broadcast activities via radio or television.

Retention:  2 years

Updated:  October 20, 2016


LG-01-016 | Daily/Monthly Activity Reports

Description:  Record of daily/monthly activities.

Retention:  2 years


LG-01-017 | DCA Mandated Surveys

Description:  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.

Retention:  5 years

Updated:  October 20, 2016


LG-01-018 | e-Certified Mail and Return Receipts

Description:  Technology implemented to replace the "Green Card" certified mail receipts.

Retention:  1 year, retain with corresponding documentation.

Updated:  October 20, 2016


LG-01-019 | Easements

Description:  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).

Retention:  Permanent

Updated:  October 20, 2016


LG-01-020 | Emergency Preparedness Plans

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

Retention:  5 years after superseded

Updated:  October 20, 2016


LG-01-022A and LG-01-022B | Emergency Relief Grant Records

Description:  Records documenting eligibility for financial assistance following a natural or other type of disaster.

Retention:  (LG-01-022A) Records documenting federal grant: 5 years after final close out; (LG-01-022B) Other records: 3 years.

Updated:  October 20, 2016


LG-01-021 | Emergency Relief Records

Description:  Records documenting eligibility for financial assistance following a natural or other type of disaster.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-023 | Federal and State Grant Final Reports

Description:  Final narrative summary submitted according to requirements of the funding agency.

Retention:  5 years after final closeout

Updated:  October 20, 2016


LG-01-024 | Historic Preservation Files

Description:  Records documenting preservation of local landmarks and buildings.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-025 | Maps, Plats, and Drawings

Description:  Records documenting the location of roads, subdivisions, water, and sewage lines.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-002-A and LG-01-002-B | Meeting Agendas, Minutes, and Packets

Description:  Records documenting proposed and executed proceedings of agency meetings.

Retention:  Minutes and approved attachments: Permanent; All other records: 5 years

Updated:  October 20, 2016


LG-01-026 | Meeting Notices

Description:  Official notification of the time and place of regular and special meetings.

Retention:  5 years

Updated:  October 20, 2016


LG-01-041 | Milestone Event Record

Description:  Speeches and records documenting events marking a milestone in the local government.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-027 | Open Records Act Requests and Correspondence

Description:  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.).

Retention:  3 years

Updated:  October 20, 2016


LG-01-028 | Petitions

Description:  Signatures of local residents requesting action by an agency on a specific issue.

Retention:  5 years

Updated:  October 20, 2016


LG-01-031 | Photographs or Videos - Other

Description:  With no historical significance

Retention:  Retain for useful life.

Updated:  October 20, 2016


LG-01-030 | Photographs or Videos for Maintenance or Project Records

Description:  Pictures collected by public works, parks, and community development departments during the course of performing and/or documenting routine work and maintenance.

Retention:  5 years

Updated:  October 20, 2016


LG-01-029 | Photographs or Videos of Historical SignificancePhotographs or Videos of Historical Significance

Description:  Aerial and other photographs of county property and functions.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-032 | Policies and Procedures

Description:  Standard operating practice for business processes

Retention:  Permanent. Retain 1 copy

Updated:  October 20, 2016


LG-01-033 | Printing Service Files

Description:  Includes printing requests, cost estimates, mock-ups, proofs, and printing plates.

Retention:  Retain for useful life.

Updated:  October 20, 2016


LG-01-034A and LG-01-034B | Project or Grant Applications

Description:  Applications for awards, grants, projects, et cetera.

Retention:  (LG-01-034A) 2 years, if not awarded. (LG-01-034A) Otherwise, 7 years after completion or award.

Updated:  October 20, 2016


LG-01-035 | Publications

Description:  Newsletters, handbooks, pamphlets, and brochures published by the agency.

Retention:  Permanent. Retain 1 copy

Updated:  October 20, 2016


LG-01-036 | Relocation Assistance Files

Description:  Records documenting financial assistance to individuals searching for new homes under the Community Development Program.

Retention:  5 years

Updated:  October 20, 2016


LG-01-037 | Reports, Periodic

Description:  Quarterly and other narrative reports (not annual) that describe agency functions and activities.

Retention:  3 years

Updated:  October 20, 2016


LG-01-038 | Resolutions and Ordinances

Description:  Local laws and actions adopted by the board of county commissioners.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-039 | Right-of-Way Agreements

Description:  Agreements with property owners specifying the terms of access to property for public works purposes.

Retention:  Permanent

Updated:  October 20, 2016


LG-01-040 | Special Event Records

Description:  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.

Retention:  5 years after the event

Updated:  October 20, 2016


LG-01-042 | Surveillance Video (Static)

Description:  Building or departmental video that monitors activities or traffic of a department or building.

Retention:  180 days

Updated:  October 20, 2016


LG-01-043 | Visitors Logs and Sign-In Sheets

Description:  Consists of sign-in forms or sheets generally located at an agency's reception desk to document visitors to the facility.

Retention:  2 years

Updated:  October 20, 2016


LG-01-044 | Website Information

Description:  The website reflects Records stored elsewhere as the copy of record.

Retention:  Retain until superseded.

Updated:  October 20, 2016


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