Georgia Archives

University System of Georgia

State Government Records Retention Schedule

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  [ Total entries: 100 (showing 20 per page) ]

11-001 | Accession Records

Description:  Master record of all acquisitions

Retention:  Permanent

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-06-001 | Accident Reports

Description:  Reports of employee accidents and injuries; including worker's compensation claims.

Retention:  Workers' Comp Claims: 5 years and settlement of all claims due; Accident Reports not resulting in Workers' Comp Claims: 3 years.

GASC-01-001 | Accounting Records

Description:  Records include: accounts payable files; accounts receivable files; bank statements; cancelled checks, vouchers, and EFTS; cash balances and reconciliations; 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.

Retention:  5 years.

Legal Citation:  O.C.G.A. 11-2-725

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-02-001 | Administrative Rules Records

Description:  Records documenting reviews and changes to administrative rules issued in compliance with O.C.G.A. 50-13-1 through 44.

Retention:  Final rule: 5 years after expiration; Other records: Retain for useful life.

GASC-06-002 | Affirmative Action Records

Description:  Records documenting an agency's compliance with the requirements of the Equal Employment Opportunity Commission and response to federal program reviews, state compliance audits, annual reporting requirements, and internal audits.

Retention:  Plans: Permanent; Audits, annual reports, and other records: 3 years.

GASC-01-002 | Annual Financial Statements

Description:  Records which provide an annual statement of net assets and activities; often called a comprehensive annual financial statement or report.

Retention:  Permanent.

Legal Citation:  OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations; Government Accounting and Standards Board No. 34

Archival Instructions:  Vital Record - duplicate and store offsite; Transfer to Archives annually

GASC-05-001 | Annual Payroll Earnings Reports

Description:  Summary of employees' payroll earnings for fiscal year, including deductions.

Retention:  50 years after tax year in which the records were created.

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-02-015 | Annual Reports

Description:  Annual reports that summarize agency functions and activities.

Retention:  Permanent

Updated:  October 15, 2015

GASC-06-003 | Applications for Employment, Not Hired

Description:  Records documenting employment applications of persons not hired. Records may include but are not limited to: unsolicited, incomplete, and complete applications; supporting documentation, interview notes and materials; background surveys; and correspondence.

Retention:  Unsolicited and incomplete applications: Useful life; All other records: 3 years.

Legal Citation:  29 CFR 1602.31

GASC-01-003 | Audit Reports (Agency Copies)

Description:  Reports prepared by the Department of Audits examining and verifying the agency's financial activities for a defined period of time; does not include the record copy maintained by the Department of Audits.

Retention:  5 years or two successive audits, whichever is longer.

Legal Citation:  O.C.G.A. 50-6-24; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-06-004 | Background Checks

Description:  Criminal and financial background checks on employees.

Retention:  5 years.

GASC-01-004 | Bids and Competitive Selection Records

Description:  This series documents the procurement of equipment and service valued in excess of bid limit. This series may include but is not limited to: requests for proposal (RFP); requests for invitations to bid (RFI); requests for quotes (RFQ); vendors proposals and bids; records for all bids received; and competitive quotes.

Retention:  Capital Improvement Projects: 11 years; All other records: 7 years.

Legal Citation:  O.C.G.A. 9-3-51; 9-3-24

GASC-07-001 | Blueprints and Specifications

Description:  Plans and specifications maintained by an agency for its own facility; used by facilities management to facilitate repairs and upgrades to the building.

Retention:  As Built plans and specifications: Permanent; Interim and Never Built plans and specifications: 7 years.

Legal Citation:  O.C.G.A. 9-3-51

Archival Instructions:  Vital Record - duplicate and store offsite; Transfer to Archives every 1-4 years

GASC-02-007 | Broadcast Logs

Description:  Records documenting agency daily broadcast activities.

Retention:  Logs relating to a disaster or investigated by the FCC: Retain until authorized by FCC to destroy; Other logs: 2 years.

Legal Citation:  47 CFR 73.1840

Archival Instructions:  FCC authorization must be specific and written in order for the records to be destroyed.

GASC-01-005 | Budgeting Records

Description:  Records documenting budget requests, maintenance, and reports as well as the budget approved by the Legislature.

Retention:  Approved Budget: Permanent; All other Records: 6 years.

GASC-07-002 | Building/Grounds Maintenance, Remodeling, and Repair Records

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

Retention:  7 years.

Legal Citation:  O.C.G.A. 9-3-24

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-07-003 | Business Continuity Plans

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

Retention:  Until superseded.

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-06-005 | Cafeteria Plan (Flexible Benefits) Records

Description:  Records documenting salary reduction-type plans authorized by the Internal Revenue Service.

Retention:  6 years after temination of participant.

GASC-03-001 | Calendars

Description:  Desk calendars and other scheduling media.

Retention:  1 year after the end of the calendar year in which the record was created.

GASC-07-004 | Capital Construction Project Records

Description:  Records relating to 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.

Legal Citation:  O.C.G.A. 51-1-11

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