The Georgia Archives will be closed Wednesday, May 13, for Staff Training and Development.
Description: Records documenting the issuance or selection of a network password and the administration of security and monitoring of the agency's network, servers, and computers.
Retention: 1 year after superseded or the employee separates from the agency, and all audit requirements have been met.
Description: This series documents newsworthy events of the agency. This series may include but is not limited to news releases issued by agency news and communications units arranged by topic and/or date of issue.
Retention: 10 years.
Description: This series includes newspaper clippings and scrapbooks, which may contain newspaper clippings, photographs, event programs, and other memorabilia.
Retention: Newspaper clippings: Retain for useful life. Scrapbooks: Contact Archives staff before disposition to ensure that any original materials contained in the scrapbook are retained for the duration of their retention period and that no permanent records are destroyed.
Description: Bonds required of state officials and custodians of funds.
Retention: 5 years after expiration of term.
Description: Inquiries from members of the public requesting access to information under the Georgia Open Records Act.
Retention: 3 years.
Description: Reports that describe the agency's functions and activities and include quarterly, monthly, weekly, and daily reports. Note: does not include annual reports (GASC-02-003).
Retention: Reports that are summarized in an agency's annual report: Retain until Annual Report is completed; Other reports: 2 years.
Description: Records documenting taxable and non-taxable income of an agency.
Retention: 5 years.
Description: Films, videos, photographs, and other visual representations of agency public service announcements, events, productions, promotional, tourism, training, and property.
Retention: Final Product: Permanent; Other: 5 years; Copies and poor images: Useful life.
Description: This records series documents the examination and certification of prospective state employees as being medically and physically suitable for employment. Record types include: Prospective Employee Medical Files, physician report, etc.
Retention: Records relating to persons hired: 7 years following separation of employee (GASC-06-033A); Persons not hired: 3 years (GASC-06-033B)
Description: Standard operating practice for business processes.
Retention: Policies that affect the public: Permanent; Policies that do not affect the public: 3 years after superseded.
Description: Records documenting job requirements, description, and salary range.
Retention: 4 years after position is re-classified.
Description: Exams taken by those applying for positions with a state agency.
Retention: 2 years.
Description: Records relating to printing requests, cost estimates, mock-ups, proofs, and printing plates.
Retention: Retain for useful life.
Description: Listings of agency-owned property and equipment.
Retention: 5 years after superseded.
Description: Records documenting requests for change in status of state-owned property.
Retention: 5 years.
Description: Records documenting requests for payment of insurance claims from the Georgia Department of Administrative Services Risk Management Division.
Retention: 5 years after claim is paid or denied.
Description: Newsletters, handbooks, pamphlets, and brochures published by an agency.
Retention: Permanent.
Description: Deeds, titles, purchasing records, and supporting documentation for land owned by an agency.
Retention: 11 years after the year in which the property was sold or transferred.
Description: Records documenting property temporarily in use or possession of an employee.
Retention: 5 years.
Description: Copies of approved agency records retention schedules.
Retention: 5 years after superseded.
