Jackson County Email Policy

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Retention SchedulesFor Local Government Paper &

Electronic Records

THE GEORGIA ARCHIVES

5800 JONESBORO ROAD MORROW, GA 30260 TEL: 404-756-4860 FAX: 678-364-3860 WWW.GEORGIAARCHIVES.ORG


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Morrow, GeorgiaThe Georgia Archives

Records and Information Management ServicesRevised: October 2010

Retention Schedules for Local Government Records


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Introduction

This retention schedule includes records series created by local governments. The records fall into twocategories: common and specific. Common Record Categories include records, such as budget andaccounting records, which may be created by any local government agency. The retention period

provided applies to the record, regardless of which agency created it. Specific Record Categories includerecords, such as parking tickets, which are created by a specific government agency and no other.

General Guidelines

Certain guidelines apply to all records listed in this schedule:

These retention periods apply to all record formats. The retention periods shown in this guidelineapply to all records and information created by the local government, regardless of physicalformat (paper, film, electronic, etc.)

These retention periods are the minimum requirements. Each retention period in this schedule isthe minimum length of time the record must be retained. The decision to retain specificinformation longer than the minimum retention period should be made by local governmentadministration and legal counsel. Such a decision should be documented in the recordsmanagement plan and/or local ordinance.

These retention periods are intended to guide local governments. Each local government mustadopt a retention schedule (O.C.G.A. 50-18-99(d)).Records retention periods should be

Common Record Categories are:

Accounting Administration Administrative Support Audits Budgeting

Information Technology Legal Payroll Personnel Property Records Management

Specific Record Categories are:

Building Cemetery CourtsMunicipal Education Elections

Health Services Library/Archives/Museums Medical Examiner Planning and Zoning Public Safety Public Works Taxation Tourism and Recreation Transportation

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established to serve the needs of the local government, but the retention period can never be lessthan the minimum retention periods indicated in this schedule.

These retention periods apply to records under normal business conditions. The retention periodsin this schedule apply to records created and used under normal business conditions. If a

particular series of records is required for litigation, audit, or other special administrative needs, itmust be retained for as long as needed.

Disposition requirements are stated in the following mannerfrom the creation of the record orfollowing an event or occurrence. For example, Accounts Receivable Files have a retention ofretain 5 years (after creation) while Bank Loan Records are retained for 5 years after settlementof the loan (an event).

Statutory Basis

This schedule is issued by the Georgia Archives as part of its statutory requirement to provide localgovernments with a list of common types of records maintained together with recommended retentionperiods (O.C.G.A. 50-18-99(f))

For specific information about the statutory obligations of local governments, please refer to O.C.G.A. 50-18-99, below.

O.C.G.A. 50-18-99(a) As used in this Code section, the term:

(1) "Governing body" means the governing body of any county, municipality, or consolidatedgovernment. The term includes school boards of this state.

(2) "Office or officer" means any county office or officer or any office or officer under thejurisdiction of a governing body which maintains or is responsible for records.

(b) This article shall apply to local governments, except as modified in this Code section.

(c) All records created or received in the performance of a public duty or paid for by public fundsby a governing body are deemed to be public property and shall constitute a record of public acts.

(d) Prior to July 1, 1983, each office or officer shall recommend to the governing body aretention schedule. This schedule shall include an inventory of the type of records maintained andthe length of time each type of record shall be maintained in the office or in a record-holding area.These retention periods shall be based on the legal, fiscal, administrative, and historical needs forthe record. Schedules previously approved by the State Records Committee will remain in effectuntil changed by the governing body.

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(e) Prior to January 1, 1984, each governing body shall approve by resolution or ordinance arecords management plan which shall include but not be limited to:

(1) The name of the person or title of the officer who will coordinate and perform theresponsibilities of the governing body under this article;

(2) Each retention schedule approved by the governing body; and

(3) Provisions for maintenance and security of the records.

(f) The Secretary of State, through the department, shall coordinate all records managementmatters for purposes of this Code section. The department shall provide local governments witha list of common types of records maintained together with recommended retention periods andshall provide training and assistance as required. The department shall advise local governmentsof records of historical value which may be deposited in the state archives. All other records shallbe maintained by the local government.

(g) Except as otherwise provided by law, ordinance, or policy adopted by the office or officerresponsible for maintaining the records, all records shall be open to the public or the state or anyagency thereof.

What To Do About Records Not Covered By This Schedule

A local government may have unique or specialized records not addressed by this schedule. These mustbe addressed by retention schedules initiated by the local government itself. By statute, the followingrequirements for records schedules are established:

O.C.G.A. 50-18-99 (d) . . .each office or officer shall recommend to the governing body aretention schedule. This schedule shall include an inventory of the type of records maintainedand the length of time each type of record shall be maintained in the office or in a record-holdingarea. These retention periods shall be based on the legal, fiscal, administrative, and historicalneeds of the record. Schedules previously approved by the State Records Committee will remainin effect until changed by the governing body

O.C.G.A. 50-18-99 (e): Each governing body shall approve by resolution or ordinance arecords management plan which shall include but not be limited to:

The title of the officer who will coordinate the records management program; Each retention schedule approved by the governing body; and Provisions for maintenance and security of the records.

O.C.G.A. 50-18-99 (f): The Secretary of State, through the Division of Archives and History, willprovide local governments with a list of common types of records maintained in local officestogether with recommended retention periods.

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If you have such records:

1. Do not dispose of any public record except in accordance with a retention schedule approved bythe local governing body.

2. At the local governments request, the Georgia Archives will review the proposed retention

schedule and consider adding it to the Retention Guidelines.3. Requests for retention review should be sent to the Records and Information Management

Services (RIMS) office of the Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260-1101.The request should provide

a. a title for the records series;b. a short description of the series; andc. the recommended minimum retention.

4. Every two years, the Retention Guidelines will be reviewed and updated, adding newrecommendations and revising others. The new edition will be distributed that year duringworkshops and conferences. The current edition will be available at all times atwww.GeorgiaArchives.org.

Protecting Vital Records

Georgia Code O.C.G.A. 50-18-91 (10) defines "Vital records" as any record vital to the resumption orcontinuation of operations, or both; to the re-creation of the legal and financial status of government in thestate; or to the protection and fulfillment of obligations to citizens of the state. Records series identified asVital in this schedule contain information that needs to be duplicated and stored offsite in the case of anemergency or disaster. The information in question would be the most recent version of the record andwould be necessary for the agency to continue its statutory function after a disaster. Examples of this are:the current list of unpaid taxes, current security passwords and protocols, current contracts and leases,recent deposit records, etc.

Local Government Original (Paper) Records Acquisition Policy

In accordance with O.C.G.A. 45-13-46, the director of the Division of Archives and History herebycertifies that any record identified as Permanent is necessary to document the history, organization,functions, policies, decisions, or procedures of the agency or office. Such records must be placed forpermanent preservation in the state archives when no longer in current use by the agency or office.

Once records have been transferred to the State Archives, they become the property of the GeorgiaArchives as the legal custodian of the states historical record. These records may be viewed by the

public and by the agency during the operating hours of the Archives, but may not be removed. Should anagency require copies of its records, the Archives will be happy to provide them.

A local government will have certain records that are denoted as permanent. Some of these records mayalso be eligible for transfer to the Georgia Archives under the following criteria:

Any 18th century record Superior court records (pre-1877):

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Minute books: books containing copies of the accusation and disposition associated witheach case

Deeds: books containing instruments pertaining to ownership and transfer of ownership ofreal and personal property

Mortgages: records of claims against real property Probate court records (pre-1877):

Minute books: books containing copies of the accusation and disposition associated witheach case

Wills: wills of decedents

Marriages: records of marriages

Plats: books containing maps of property Records of other local agencies:The Archives may accept records from other local agencies upon request by the local official.

Only records in original formats will be accepted. The Archives will accept other local government recordscreated after 1878 on a case-by-case basis.

This policy will be reviewed periodically by the Archives to determine if revision is needed.

Contact Information

If you have questions about this schedule or about records management issues, please contact us.

Records and Information Management ServicesThe Georgia Archives5800 Jonesboro Road

Morrow, GA 30260-1101Tel: 404-756-4860Fax: 678-364-3860

Email: [email protected]: www.GeorgiaArchives.org

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Schedules

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How to Read the Schedules

The six columns in the schedules are:

These classifications canalso serve as a guidelinewhen selecting appropriaterecord formats (paper, film,electronic).

RECORD TITLE The common name of the records and the information contained therein.

Record title may also include the designation VR identifying the record asa vital record for disaster recovery.

DESCRIPTION A brief summary of the records.

RETENTION The period of time the record or information must be kept. Retention peri-ods are stated from the creation of the record (i.e., Retain for 5 years) ortriggered by an event (i.e., Retain for 5 years after settlement of case).

LEGAL CITATION The specific Federal and/or State Code which stipulates the retention pe-riod. This information may not exist for certain records.

RETENTION CLASSIFICATION One of four general classifications used to group records by disposition.The four classifications areTRANSITORY Information of a temporary nature that does not

meet the requirements for longer retention pre-scribed by O.C.G.A. 50-18-94(1).

TEMPORARY-SHORT TERM Information that needs to be retained less thanfifteen years.

TEMPORARY-LONG TERM Information that needs to be retained for fifteenyears or longer, but which does not need to beretained permanently.

PERMANENT Information that for legal, historical, fiscal, or

administrative reasons needs to be retainedforever.

Procedural instructions provided by the Georgia Archives to assist agen-cies in implementing retention classifications. These instructions may alsodenote vital records needed in the event of a disaster.

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SPECIAL INSTRUCTIONS


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Common Schedules

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Records and Information Management Services

Schedule for Local Government Common Records


Description Legal CitationRetentionClassificationRecord Title Retention

AccountingSpecialInstructions

Accounts Payable Files Records documenting paymentsmade by agency for servicesrendered or items purchased

5 years O.C.G.A. 11-2-725;36-11-1

Temporary - ShortTerm

Vital Record -duplicate and storeoffsite

Accounts ReceivableFiles

Records documenting moniesowed to and collected by theagency

5 years O.C.G.A. 11-2-725 Temporary - ShortTerm


Annual FinancialStatements

Annual reports of the accounts,income and liabilities of an agency

Permanent Permanent Vital Record -duplicate and storeoffsite

AccountingApproved: October 2010

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Bank Loan Records Include outstanding financialobligations incurred by an agencyin the form of bank loans

5 years aftersettlement ofloan


Bank Statements Periodic computations of depositsand credits to a bank account



Bids and CompetitiveSelection Records

Records documenting quotes byvendors to supply products orservices to an agency

CapitalImprovementProjects: 11yearsAll OtherRecords: 7 years

O.C.G.A. 9-3-24; 9-3-51; 11-2-725


Cancelled Checks,Vouchers, and EFTs

Copies (or originals) of paidwarrants


Capital Improvement

Bonds, Retired

Document the repayment of funds

raised through bond issues

5 years Temporary - Short

Term

Cash Balances andReconciliations

Records documenting cashbalances, receipts anddisbursements completed duringthe day

5 years Temporary - ShortTerm


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Collection Records Records documenting an agency'sefforts to collect unpaid accounts.Includes PeopleSoft collectionreports

5 years afteraccount paid infull or deemeduncollectible

O.C.G.A. 9-3-25 Temporary - ShortTerm


Contracts andAgreements

Records documenting servicesand products provided to anagency for a specified cost andperiod of time

CapitalImprovementProjects: 10years afterexpiration.Other Contracts:7 years afterexpiration

O.C.G.A. 9-3-24; 9-3-26



Contracts, Employee Service contracts between anindividual and government agency

7 years afterexpiration



Cost AccountingReports

Financial reports by cost center ofall expenditures


Credit CardAdministrationRecords

Records documentingadministration of credit cardsissued to individual agency staffor offices



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Deposit Slips andReconciliations

Documents recording transactionin a bank account


Federal and StateGrant Project Files -Non-EducationAgencies

Records document federally andstate funded projects

3 years aftersubmission offinal financialreport

UniformAdministrativeRequirements forGrants andCooperativeAgreementsBetween State andLocal Governments(Common Rule)


Federal and StateGrant Project Files,Education Agencies

Records documenting grants toschool systems from federal andstate agencies

3 years aftersubmission offinal report ordenial ofapplication

34 CFR 74.53(b) Temporary - ShortTerm

Federal Revenue

Sharing Records

Records documenting federal,state, county and municipal

revenue-sharing; includessummaries, expenditures, andinvestments

5 years aftersubmission of

final report



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Franchise Records Records documenting franchisesgranted to utility companies orother organizations allowing themto provide services to localresidents

Permanent Permanent

General Ledger andTrial Balances

Record of final entry for allfinancial transactions



Investment Records Records documenting the savingsand investments of funds by anagency


Invoices Records requesting payment forgoods and services provided to anagency


Journal Entries

(Journal Vouchers)

Adjustments to financial accounts 5 years O.C.G.A. 9-3-25 Temporary - Short

Term

Vital Record -

duplicate and storeoffsite

Journals and Registers Financial logs recording detailedtransactions, encumbrances, andobligations of an agency



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Moving Expenses Records documenting a newemployee's moving and travelexpenses paid by the agency


Official Bonds andOaths

Bonds required of local officialsand custodians of funds

6 years afterdate of action



OutstandingObligations

Documents the unpaid accounts ofan agency



Payment Schedules Schedules of the deferredpayment of goods, equipment andservices



ProfessionalMembership Records

Records documenting agency-paidindividual memberships andactivities in professional

organizations


Receipts Documentation of monies collected 5 years O.C.G.A. 11-2-201;11-2-725




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Reconciliations Periodic reconciliations ofaccounts within operating andgeneral ledgers


Refund/DisbursementRequests

Records documenting requestsand disbursements made foroverpayment of funds

4 years O.C.G.A. 9-3-25; 11-2-725



Returned Checks Records documenting attempts tocollect monies for non-negotiable(usually insufficient funds) checksreceived for payment to agencyaccounts


SignatureAuthorizations

Records documenting thecertification of employees who areauthorized to sign fiscal andcontractual documents

7 years afterauthorizationexpires



Travel - RegistrationFee Payments

Records documenting payment ofregistration fees which are notconsidered travel expenses



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Travel Authorizationand ReimbursementRecords

Records documenting requests forauthorization from supervisors totravel on official business andrelated material, such asreimbursement of expenses and

itineraries



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AdministrationSpecialInstructions

Accident Reports Reports of accidents involvinggovernment-owned vehicles


Annexations Records documenting theapproved additions of property tothe city boundaries

Permanent O.C.G.A. 36-36-3 (e) Permanent Vital Record -duplicate and storeoffsite

Annual and Ad HocNarrative Reports

Annual and ad hoc narrativereports that describe agencyfunctions and activities

Permanent.Retain 1 copy.Destroy allothers when nolonger useful.

Permanent

City Charter Includes the constitution and by-laws of an incorporated city


Code Violations Any violations of the Code of

Ordinances pertaining to property


Term

Correspondence,Fiscal

Records documenting purchases,issuance of fiscal policy, orobligations and revenues

5 years O.C.G.A. 9-3-25; 11-2-725


AdministrationApproved: October 2010

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Correspondence,General

Correspondence related to day-to-day operations of the office


Crisis or DisasterRecords

Records documenting events anddamages to agency property dueto storms, riots, fires, drought,floods, and other acts affectingthe citizens or agency facilities;may include photos, logs, reports,notes, and correspondence


Daily Broadcast Logs Records documenting agencydaily broadcast activities via radioor television

2 years 47 CFR 73.1840 Temporary - ShortTerm

Daily/Monthly ActivityReports

Record of daily/monthly activities 2 years Temporary - ShortTerm


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DCA MandatedSurveys

Surveys required by theDepartment of CommunityAffairs; includes, but is not limitedto: Solid Waste ManagementSurvey and Full Cost Report,

Report of Local GovernmentFinances, Independent AuthorityBonded Indebtedness Form, Wageand Salary Survey, andGovernment ManagementIndicators Survey


Deeds and CondoPlats

Records documenting individualownership or property that arefiled with the local government


Deeds, Right-of-Way Records authorizing use of landfor road widening or public works


Deeds, Security

Deeds to properties on which an

agency holds the second mortgage

5 years after

final payment

Temporary - Long

Term

Vital Record -



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Easements Records documenting the grantingof access by a property owner toa local government to run wiring,water or sewage pipes, and otherpublic works (or other reasons)


e-Certified Mail andReturn Receipts

Technology implemented toreplace the "Green Card" certifiedmail receipts.

6 years Temporary-ShortTerm

Note: system willstore receipts for 7years

EmergencyPreparedness Plans,Superseded

Business recovery plans for man-made and natural disasters



Emergency ReliefRecords

Records documenting eligibility forfinancial assistance following anatural or other type of disaster


Federal and State

Grant Final Reports

Final narrative summary

submitted according torequirements of the fundingagency

Permanent Uniform

AdministrativeRequirements forGrants andCooperativeAgreementsBetween State andLocal Governments(Common Rule)

Permanent


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Historic PreservationFiles

Records documentingpreservation of local landmarksand buildings

Permanent Permanent

Maps and Plats,Copies

Copies of maps and plats used forreference purposes

Retain for usefullife

Transitory

Maps, Plats, andDrawings

Records documenting the locationof roads, subdivisions, water andsewage lines


Meeting Notices Official notification of the time andplace of regular and specialmeetings


Minutes and Agendas Official record of agency meetingsand the decisions made

Permanent O.C.G.A. 36-1-25 Permanent Vital Record -duplicate and storeoffsite

Open Records ActRequests andCorrespondence

Inquiries from members of thepublic requesting access toinformation under the GeorgiaOpen Records Act (O.C.G.A. 50-18-70 et.seq.)



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Petitions Signatures of local residentsrequesting action by an agency ona specific issue

5 years andresolution ofissue


Photographs Aerial and other photographs ofcounty property and functions

Permanent Permanent

Policies andProcedures

Standard operating practice forbusiness processes

Permanent.Retain 1 copy

Permanent Vital Record -duplicate and storeoffsite

Printing Service Files Includes printing requests, costestimates, mock-ups, proofs, andprinting plates

1 year aftersuperseded


Publications Newsletters, handbooks,pamphlets, and brochurespublished by the agency


Permanent

Relocation AssistanceFiles

Records documenting financialassistance to individuals searchingfor new homes under theCommunity Development Program



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Reports, Periodic Quarterly and other narrativereports (not annual) that describeagency functions and activities


Resolutions andOrdinances

Local laws and actions adopted bythe board of county commissioners


Right-of-WayAgreements

Agreements with property ownersspecifying the terms of access toproperty for public works purposes


Speeches Records relating to publicspeaking engagements of localofficials

Permanent Permanent

Visitors Logs andSign-In Sheets

Consists of sign-in forms orsheets generally located at anagency's reception desk to

document visitors to the facility



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Administrative SupportSpecialInstructions

Blank Forms andDuplicates

Extra copies of blank forms andduplicates of reports or othermaterials that are no longerneeded


Transitory

Calendars Desk calendars and otherscheduling media; does notinclude court calendars


Transitory

Certified Mail Logs Receipt books containing recordof certified mail sent out


Transitory

Data Input Forms Any type of forms used to collectinformation for input intoelectronic form

Destroy uponverification/auditof data entry


Email Messages Text documents which arecreated, stored, and delivered in

an electronic format; email is acommunication tool, equivalent topaper, microfilm, etc. in status;retention of email is decided bythe CONTENT not format of therecord

Transitory;Administrative

Support; orPolicy andProgram

Administrative SupportApproved: October 2010

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Emails,AdministrativeSupport

Messages of a facilitative naturecreated or received in the courseof administering programs;examples - correspondence,daily/weekly activity reports,

appointments

Identifyfunctionalcontent(financial,administrative,

etc.) and consultrelevantcommonschedules


Emails, Policy andProgram

Messages documenting theformulation and adoption ofpolicies and procedures and themanagement of agency programsor functions; examples - case filemanagement, constituentcorrespondence, periodic reports,budget documents

Identifyfunctionalcontent(financial,administrative,etc.) and consultrelevantcommonschedules

Temporary - LongTerm

Emails, Transitory Messages of short-term interestwith no documentary or evidential

value; examples - routinerequests for publications;transmittal letters; agency eventnotices (holidays, parties,charitable campaigns)


Transitory


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Indexes Provide a ready reference orpointer into larger sets of records

Retain untildestruction ofindexed set ofrecords



Mailing Lists Various standard lists of namesand addresses


Transitory

News Clippings andScrapbooks

Copies of news articles andphotos maintained by the agencyas a historical record of activities

NewspaperClippings:Retain for usefullifeScrapbooks:Permanent

Permanent

Reference Files Copies of records, publications,and other materials used toanswer routine inquiries andquestions


Transitory

Telephone and FaxMachine Contact Logs

Lists of telephone and faxmachine contacts and related data


Transitory

Telephone ReturnMessage Records

"While You Were Out" messageslips and related data


Transitory


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AuditsSpecialInstructions

Audit Reports Reports prepared by externalauditors examining and verifyingthe agency's financial activities fora defined period of time


Internal AuditingRecords

Records documenting the conductof an internal review of agencyfinancial accounts and processes


AuditsApproved: October 2010

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BudgetingSpecialInstructions

Budget MaintenanceRecords

Records documenting changesmade in the agency's initialbudget including change requests,request authorizations, funds

transfers, and other records


Budget Reports Reports documenting the status ofan agency's budget


Vital Record -duplicate and storeoffsite (latest copy)

Budget RequestRecords

Records documenting thepreparation of a budget requestpackage and reporting of thestatus of funds, requestingamendments of allotments, andreporting program performance

5 years after theend of the fiscalyear


Cooperative FederalPrograms BudgetPreparation, Project,and Allocation Records

Records used to develop,estimate, propose, and planpreliminary budget requests for

cooperative state/federalprograms and reflects the processby which annual budgetallotments are distributed



Final Budgets Includes the final approvedbudget for an agency

Permanent;Retain 1 copy

Permanent Vital Record -duplicate and storeoffsite (latest copy)

BudgetingApproved: October 2010

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Information TechnologySpecialInstructions

Computer InventoryRecords

Records documenting theassignment of a specific computerto an individual as well as aninventory of the software licensed

for that computer; also mayinclude IP address or mailboxassigned to the individual

4 years aftercomputerremoved fromservice or staff

leaves agency

O.C.G.A. 16-9-93(g)(4)



Computer SystemDocumentation

Hardware and software manualsand program coding

5 years andmigration of allpermanentrecords to newsystem



Equipment andNetwork UsageDocumentation

Policies and procedures forappropriate use of agencyequipment and software

4 years aftersuperseded

O.C.G.A. 16-9-93g(4) Temporary - ShortTerm

Equipment Records Include purchase orders,warranties, operation manuals

and service contracts for allcomputer hardware and software

4 years afterdisposition of

equipment

O.C.G.A 9-3-32 Temporary - ShortTerm

Network and PCPassword andSecurityIdentifications

Records document the issuance orselection of a network passwordand the administration of securityand monitoring of the agency'snetwork

4 years O.C.G.A. 16-9-93(g)(4)



Information TechnologyApproved: October 2010

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Information TechnologySpecialInstructions

System ArchitectureDocuments andWiring Schemas

Records documenting the locationof wiring and the design of theoverall agency networkenvironment

3 years afterobsolete orreplaced


Information TechnologyApproved: October 2010

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LegalSpecialInstructions

Attorney Case Files Documents the work of theagency legal counsel in advisingand representing a localgovernment

6 years aftersettlement ofcase


Attorney's Opinions Interpretations of the law and anagency's compliance with the law

Permanent Permanent

LegalApproved: October 2010

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PayrollSpecialInstructions

Annual PayrollEarnings Reports

Summary of employees' payrollearnings for a fiscal year,including deductions

50 years afterthe tax year inwhich therecords were

created



DeductionAuthorizations

Records documenting individualemployee's authorizations towithhold taxes, to allow directdeposits and other deductionsfrom the employee's pay

5 years afterend of fiscal year

O.C.G.A. 48-7-111;26 CFR 31.6001-1



Direct DepositRecords

Including blank checks used toestablish direct deposit ofemployee's paycheck

1 year Temporary - ShortTerm

Employee RetirementContribution Reports

Documents relating toparticipation in an agency-supported retirement program

6 years O.C.G.A. 47-2-26;48-7-111


Family Medical LeaveAct (FMLA)Compliance Records

All records pertaining to FMLA'sleave requirements, includingdates and hours of FMLA leave;copies of employer notices,documents describing premiumpayments, employee benefits, andrecords of disputes over FMLAbenefits.

3 years 29 CFR 825.500 Temporary-Short-Term

PayrollApproved: October 2010

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Garnishments Records documenting thewithholding of funds from anemployee's wages at the requestof the courts or a state agency

4 years afterrelease fromgarnishment

26 CFR 31.6001-1;29 CFR 516.5



HIPAA/HITECHRecords

Compliance policies andprocedures.

6 years 45 CFR 164.316(b);45 CFR 164.530(j)

Temporary-Short-Term

Periodic Tax Reports Records documenting taxable andnon-taxable income of an agency


Salary and WageRecords

Pre-payroll reports, monthlypayroll check registers, monthlyfund distribution reports, andpayroll action forms


O.C.G.A. 9-3-25; 26CFR 31.6001-1


Unclaimed Paychecks Checks that remain unclaimed byemployees

1 year O.C.G.A. 44-12-206 Temporary - ShortTerm

UnemploymentCompensationRecords

Documentation relating toemployee claims forunemployment compensation

5 years after theend of the fiscalyear in whichthe transactionoccurred



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Wage and Rate Tables Records utlized to calculatestraight time and overtime workschedules.

2 years 29 CFR 516.6; 29CFR 1620.32


Wage and TaxStatements

An information return used toreport wages paid to employeesand the taxes withheld from them

4 years O.C.G.A. 48-7-111;26 CFR 31.6001-1


WithholdingAllowance Certificates(W-4)

Federal and state formscompleted by an individual toestablish the amount of taxeswithheld from wages

4 years O.C.G.A. 48-7-111;26 CFR 31.6001-1


Work-Time Schedules Records documenting employee'sdaily and weekly time worked.

4 years andsettlement of allclaims due

29 CFR 516.6; 29CFR 1620.32



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PersonnelSpecialInstructions

Accident Reports Reports of employee accidentsand injuries; may include worker'scompensation claims

2 years O.C.G.A. 9-3-33; 36-11-1


Affirmative ActionAudits and AnnualReports

Document agency response tofederal program reviews, statecompliance audits, annualreporting requirements, andinternal audits


Affirmative ActionPlans

Records documenting an agency'scompliance with the requirementsof the Equal EmploymentOpportunity Commission


Applications forEmployment, NotHired

Records documenting applicationsfor job openings includinginterview notes and materials,transcripts, background surveys,correspondence, etc.


Applications forEmployment,Unsolicited orIncomplete

Records documenting applicationsfor job openings



PersonnelApproved: October 2010

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Background Surveys Copies of fingerprint cards andcriminal background checks ofnew employees


Cafeteria Plan(Flexible Benefits)Records

Records documenting salaryreduction-type plans authorizedby the Internal Revenue Service

6 years aftertermination ofparticipation

IRS Code, Section125; O.C.G.A. 36-1-11.1


Continuation ofInsurance Benefits(COBRA) Records

Copies of notices required byCOBRA; documentaiton thatnotices were received;documentaiton of anycircumstance in which COBRAcontinuation is not offered due togross misconduct.

2 years 29 USC 1027 (ERISArequirements); 42USC 300bb-1 to 08and 29 USC 1161 etseq



Contracts, Teacher School contracts for teachingservices



Converted PersonalLeave Request

Records documenting convertedpersonal leave requests

1 year afterleave used


Drug TestingRecodrs - EquipmentCalibration

Equipment calibrationdocumentation, and other recordsrelated to administration ofalcohol and controlled substancestesting programs.



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Drug Testing Records Records documenting the randomdrug testing of employees toinclude pre-employment, andreasonable suspicion

Positives &Refusals: 5years. Negatives& Cancelled: 2years


Drug TestingRecords - Collection

Records related to the collectionprocess including collectionlogbooks; documents relating tothe random sampling process, andreasonable suspicion testing.


Employee AssistanceProgram Case Files

Records documenting the referraland treatment of employees in anagency-sponsored assistanceprogram

5 years afteremployeecompletesprogram


Employee GrievanceAction Case Files,Resolved

Resolution of employeecomplaints against supervisor orother employee


Employee Handbooks Guidelines created to explain theinternal operations andprocedures of the agency to anew employee

Permanent Permanent


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Employee MedicalFiles,Toxic/HazardousSubstance Exposure

Documentation of employeeexposure to hazardous materials

30 years afterseparation

29 CFR 1910.1020(d) Temporary - LongTerm


Employee ParkingRecords

Records documenting employeeparking permit applications,cards, and permits

5 years afterexpiration ofpermit


Employee PersonnelFiles - PermanentStaff

Records documenting anemployee's work history with theagency, generally maintained as acase file; includes records ofcontinuing education,performance evaluations,disciplinary actions, andbackground checks

7 years afterseparation

O.C.G.A. 45-20-13;47-2-94



Employee PersonnelFiles - Temporary

Staff

Records documenting the work oftemporary staff that accrue noretirement benefits as part of

their employment

7 years after nolonger employed


Employee RetirementPlans

Copies of pension plans, bothcurrent and past, summarizingbenefits and eligibility criteria


Permanent


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Employee RetirementRecords, Inactive

Records including declaration ofbeneficiary, requests forretirement, insuranceauthorizations, correspondence,election of options forms, and

other related materials

7 years afterbenefits end


Employee SalarySchedules

Records documenting pay scalesand salary levels for all employees


EmploymentEligibility VerificationRecords

I-9 forms 3 years afterdate of hire or 1year afterseparation,whichever islonger

8 CFR 274a.2(b) Temporary - ShortTerm

Equal EmploymentOpportunity

Commission (EEOC)Charges

Records documenting charges ofdiscrimination filed against anagency

2 years or untilfinal dispositionof the charge or

action

29 CFR 1602.31 Temporary - ShortTerm

Equal EmploymentOpportunityCommission (EEOC)Reports

Reports classifying employees byrace and gender that documentcompliance with EEOC rules

3 years 29 CFR 1602 Temporary - ShortTerm


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Family Medical LeaveCase Files

Records documenting extendedabsence from work by anemployee under provisions of theFamily Medical Leave Act


Georgia Commissionon Equal Opportunity(GCEO) Complaints

Records documenting charges ofdiscrimination filed against anagency

2 years or untildisposition ofcharge or action

29 CFR 1602.31 Temporary - ShortTerm

Group HealthInsurance Policies,Expired

Group insurance policies held by alocal government as part of theemployee benefits program


Hazardous MaterialsExposure Records

Records monitoring the exposureto hazardous materials byemployees.


Insurance Claims,Closed

Records documenting theadministration of a government-

operated insurance program

5 years O.C.G.A. 9-3-31; 9-3-32; 9-3-33


Job RecruitmentMaterials

Records documenting efforts toadvertise positions and attractqualified personnel



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Leave DonationRecords

Records documenting thedonation of leave by employees toassist an individual who must beabsent from work for an extendedperiod of time due to illness

1 year afterleave used


Leave Records Records documenting hoursworked, leave earned, and leavetaken; does not include final leavestatus


Leave Status, Final Records documenting cumulativeleave held by an individualemployee

Place inpersonnel fileafter separation



Position ClassificationMaterials

Records documenting jobrequirements, description, andsalary range

4 years afterposition is re-classified


Pre-employmentAssessments, NotHired

Exams taken by those applyingfor positions with a localgovernment


Retirement IncentiveProgram Records

Records documenting employeeswho elect for early retirementunder government-offeredincentive programs




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Retirement SystemTransaction Reports

Status of individual pensionaccounts including interest,contributions, and withdrawals

10 years afterfiscal year inwhich the recordwas created



SAVE Affidavits Affidavits testifying to anindividual's right to receive publicbenefits.

3 years Temporary-Short-Term

Retention appliesonly to thoseaffidavits notmaintained as partof another record,such as a contract orbid response.

Short/Long TermDisability Leave Files,Non-FMLA

Records documenting extendedabsence from work by anemployee; non-FMLA

3 year Temporary-ShortTerm

Training Records Records documenting attendanceand course content for continuingeducation training


Training Records -Breath-Alcohol Testing

Records related to the training ofindividuals for breath-alcoholtesting.

2 years afterindividualceases toperform thetesting function

49 CFR 382.401 Temporary-Short-Term


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Workers'CompensationClaims, Closed

Records documenting employeeaccidents, injuries, and medicalclaims




Worker's Permits Permits to allow persons under 18years old to obtain summeremployment

Return toissuing officer(school board)aftertermination orfailure to appearfor 30 days


Work-Time Schedules Records documenting employee'sdaily and weekly time worked.


29 CFR 516.6; 29CFR 1620.32



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PropertySpecialInstructions

Acquisition Records Records documenting thepurchase of property (real andpersonal) by an agency; does notinclude deeds or titles



Architectural ProjectMonitoring Files

Monitoring of the construction oflocal government facilities

7 years afterprojectcompletion


Blueprints andSpecifications, As-Built

Plans and specifications ofgovernment-owned facilities

Permanent O.C.G.A. 9-3-51 Permanent Vital Record -duplicate and storeoffsite

Building/GroundsMaintenanceRemodeling andRepair Records

Documents the condition, upkeepand routine maintenance onagency facilities and grounds



Capital ConstructionProject Records

Provides a record of the planning,administration andimplementation of capitalconstruction projects; includesproject descriptions andrequirements, bid records, planreviews, project schedules,contract changes, consultantcontracts, and budgets

11 years aftercompletion ofproject


PropertyApproved: October 2010

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DepreciationSchedules

Records documenting useful lifeand depreciation of agency-ownedequipment and property, usuallyfor insurance purposes

3 years afterdisposition ofequipment orproperty



Equipment andVehicle Purchases

Records documenting thepurchase of agency-ownedvehicles

5 years afterdisposition ofequipment


EquipmentMaintenance Records

Includes purchase orders,warranties, operating manuals,service contracts and service logsfor maintenance of agency-ownedequipment and vehicles

5 years O.C.G.A. 9-3-31; 9-3-32


Facility InspectionFiles and Reports

Records documenting inspectionof facilities to comply withstandards, rules, and codesaffecting health and safety of theoccupants; includes security andsafety inspections

Building Age 0-8years: 11 yearsBuilding Age 9years and older:3 years

O.C.G.A. 9-3-33; 9-3-51


Facility/BuildingSecurity Records

Records documenting securitymeasures and procedures




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Federal PropertyRecords

Records documenting the loan orlease of federal governmentequipment

7 years afterexpiration ofcontract ordisposal ofequipment


Fuel and Oil UsageReports

Periodic reports of theconsumption of diesel, gas, andoil in government-owned vehicles


Fuel Tax Reports Periodic reports of taxable andnon-taxable diesel fuel usage bygovernment-owned vehicles


GovernmentEquipment LeaseRecords

Records documenting the lease ofgovernment equipment (federal orstate) by local governments

7 years afterexpiration oflease


Insurance Fund

Claims

Records documenting requests for

payment of insurance claims

5 years after

claim is paid ordenied

O.C.G.A. 9-3-31; 9-

3-32; 9-3-33

Temporary - Short

Term

Vital Record -


Insurance Policies Records documenting insurancepurchase for agency facilities or ofmembership in risk managementcooperatives

7 years afterexpiration ofpolicy ormembership

O.C.G.A. 9-3-24 Temporary - LongTerm



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Inventories Listings of agency-owned propertyand equipment

Retain untilsuperseded

Transitory Vital Record -duplicate and storeoffsite

Leasing and RentalRecords

Records documenting the leasingor renting of land, buildings, orfacilities

7 years afterexpiration (ortermination) ofcontract



MaintenanceSchedules

Schedules for maintenance ofagency-owned equipment andvehicles


Maintenance WorkOrders

Records documenting routinemaintenance on facilities andproperty


Motor Pool VehicleRecords

Records documenting reservationand use of motor pool vehicles by

agency personnel and gasolineusage by motor pool vehicles


Property DispositionRequests (SurplusProperty Records)

Documents a request for changein status of government-ownedproperty



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Real PropertyOwnership Records

Deeds and supportingdocumentation for land owned byan agency

11 years afterthe year inwhich theproperty wassold or

transferred



Receipts ofResponsibility

Records documenting propertytemporarily in use or possessionof an employee

Retain untilreturn of item topropertymanager

O.C.G.A.9-3-31; 9-3-32; 50-5-80



RestrictedArea/AccessAuthorizationIdentification Records

Documents the issuance ofsecurity/access badges to staff

5 years afteremployeeseparation fromservice



SpacePlanning/DesignManagement Project

Files

Evaluation and design of officespace for local governmentagencies

3 years afterprojectcompletion


Utility SystemsOperating andMaintenance Records

Records include equipmentoperations logs, mechanicalreading charts, equipmentmaintenance histories

5 years afterequipment is nolonger in service




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Vehicle AccidentReports

Records documenting damage toagency-owned vehicles

5 years O.C.G.A. 9-3-33; 9-3-32


Vehicle andEquipment CostReports

Reports generated to assess andmonitor the costs of agency-owned vehicles and heavyequipment


Vehicle andEquipmentMaintenance Files

Records documenting routinemaintenance on vehicle andequipment

5 years after thevehicle is sold orreplaced

O.C.G.A. 9-3-31; 9-3-32



Vehicle Parts Lists Lists of replacement parts foragency-owned vehicles


VehiclePermits/SecurityIdentification Records

Records documenting theissuance of vehicle decalsproviding access to security areas



Vehicle Title Records Documents agency ownership ofcars, vans, trucks, trailers,tractors, etc.

Applications:Retain untilreceipt of titleTitle: Retain forduration ofownership




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Vehicle Usage Reports Reports used to track fuel usageand mileage


Vehicle UseAuthorizations andRequests

Records documenting permissionfor employees to use their privateautomobiles for official businessand receive reimbursement formileage

5 years O.C.G.A. 9-3-31; 9-3-32



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Records ManagementSpecialInstructions

Annual MasterNegative InspectionReports

Reports documenting thestatistical sample of film inspectedeach year for signs of physicaldeterioration

Permanent Permanent

Condition Reports ofDuplicating Masters

Records documenting theinspection of microfilm duplicatingmasters for signs of physicaldeterioration


Transitory

Destruction Records Records documenting thedestruction of agency records



Inventories Current listings of records createdand maintained by an agency



Microfilm ProcessingRecords

Records documenting the properprocessing of silver gelatin anddiazo films to show compliancewith standards; does not includequality inspection reports


Records ManagementApproved: October 2010

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Microfilm ProductionRecords

Records documenting thepreparation and filming of recordssuch as production reports,activity reports, film logs, retakeorders, title targets, and lists of

records to be filmed


Microfilm QualityInspection Reports(Quality ControlReports)

Reports documenting the qualityof individual rolls of film

Retain for life ofmicrofilm


MicrofilmTransmittals andEvaluation Reports

Records documenting the transferof film to a security storagefacility and the condition of thefilm upon acceptance into thefacility (evaluation report iscompleted by storage facility)

Retain for life ofmicrofilm



Microfilm Vault

Monitoring Records

Records documentingtemperature and humidity

conditions within a storage facility


Vital Record -duplicate and store

offsite

Records Schedules,Record Copy

Records retention scheduleapproved by resolution/ordinance;may be filed with otherresolutions/ordinances

Permanent Permanent


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Records Schedules,Reference Copies

Copies of approved agencyrecords retention schedules



Records TransmittalRecords

Records documenting the transferof agency records into thecustody of a records center facility

5 years afterdisposition oftransferredrecords

O.C.G.A. 16-8-4; 50-18-80; 50-5-146



Reference Requests Reference pull sheetsdocumenting the retrieval ofrecords from a records storagefacility



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55

Specific Schedules


65/155

Records and Information Management Services

Schedule for Local Government Specific Records



BuildingSpecialInstructions

Blueprints andSpecifications, As-Built

Plans and specifications submittedby contractors when applying forbuilding permits

Retain for life ofstructure


Blueprints andSpecifications,Interim and NeverConstructed

Plans and specifications submittedby contractors when applying forbuilding permits; these buildingswere never constructed or plans

were altered prior to construction


Building Codes Published code books containingbuilding standards

Permanent Permanent

BuildingApproved: October 2010

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BuildingSpecialInstructions

Certificates ofOccupancy

Records documenting compliancewith minimum standards requiredby the safety fire laws


Demolition Records Records relating to the demolitionand clearance of buildingsdeemed unfit for habitation


RehabilitationApplications, Inactive

Applications from owners ofsubstandard property for financialassistance to improve property


Sewage DisposalSystem InspectionReports

Records documenting theinspection of building sewagesystems for compliance withbuilding codes


Street Address Lists Listings of streets and housenumbers


Transitory Vital Record -duplicate and store

offsite

BuildingApproved: October 2010

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CemeterySpecialInstructions

Interment Records Provide a cross-reference forother cemetery records by listingname of deceased, location, costs,and date of burial

Permanent Permanent

Lot Owner Card Files Description of cemetery plots thatprovides owner name, date ofpurchase, and deed number

Permanent Permanent

Registers Lists of cemetery plots indicatinglocation, purchaser, and deednumbers


CemeteryApproved: October 2010

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Courts - MunicipalSpecialInstructions

Arrest Warrants,Executed

Summons for an individual whohas not appeared in court forsentencing

3 years aftercourt appearance

Temporary-ShortTerm

Arrest Warrants, Open Summons for an individual whohas not appeared in court forsentencing

50 years formurder; 15years for allothers

Temporary-LongTerm

Cash Bond List List of offenses under the court'sjurisdiction and bond amount setfor each offense


Temporary-ShortTerm

Citation Intake List List of citations received frompublic safety officers by the court

Until no longeruseful

Temporary-ShortTerm

Court Calendar Documents relating to list of matters to be heard, dates and

styles of cases (99-0012)


Court Docket Books which generally containessential information in summaryform about each traffic caseadjudicated

10 years fromdate of last entry

SCO0502 (81-0630)Common RecordsRetention Schedulefor courts MPR-5

Temporary-ShortTerm

Courts - MunicipalApproved: October 2010

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DDS ElectronicTransfer

List of convictions and failures toappear transferred to DDS

6 years Temporary-ShortTerm

DismissedMisdemeanor andMisdemeanor TrafficCase Files

Documents relating to theinvestigation and prosecution ofmisdemeanor and traffic offensesunder Ga. Law and allegedviolations of city ordinances whichare brought against an individual

3 years afterclosure

Temporary-ShortTerm

Within 90 days afterdecision not to filean accusation orcitation is made:1.Forward GCICOBTS finaldisposition form toGCIC; 2.Return toclerk's office anyoriginal documentsfrom the clerk of thecourt

DUI Notices/Photos Notice of conviction of 2nd andsubsequent DUI sent to localnewspaper

Until no longeruseful

O.C.G.A. 40-6-391(J)(1)

Temporary-ShortTerm

GCIC/NCIC Printouts Driver and Criminal Histories

printed for use by prosecutor andjudge

Until no longer

useful

Jail List List received showing defendantsincarcerated from public safety orjail

Until no longerneeded


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Misdemeanor CaseFiles, Traffic Court

Court adjudication ofmisdemeanor traffic citationsissued by authorized public safetyofficers and documents specific tothe case


O.C.G.A. Title 40,Chapters 5,6, 8, and9

Temporary-ShortTerm

Misdemeanor CourtRecords-Case Files

Documents supporting theadjudication of a case


Temporary-LongTerm

Misdemeanor TrafficOffenses Transferredto Another Jurisdiction

Citations, accusations andsummons transferred to highercourt for jury trial or anothercourt of jurisdiction


O.C.G.A. Title 40,Chapters 5, 6, 8,and 9

Temporary-ShortTerm

Prisoner Mail Logs Record of all mail received by aninmate



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EducationSpecialInstructions

Accident Reports,Student or Visitor

Reports and investigations ofinjuries occurring on the schoolcampus


Adult and CommunityEducation ProgramCourse Offerings

Lists of courses offered for eachterm


Permanent

After-School ProgramDaily Records

Non-financial school recordsdocumenting daily attendance andactivities of the after schoolprogram, such as attendance, latepick up, etc.



Annual Reports,Driver Education

Annual reports to the state on thenumber of students and teachersparticipating in driver's edprograms


Attendance Recordsfor Home-SchooledStudents

Records documenting requiredhours of study for home-schooledstudents

Retain untilstudent reachesage 18


EducationApproved: October 2010

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AYP, School Choiceand PermissiveTransfers, Denied

Records documenting requests totransfer schools within a schooldistrict through permissivetransfers, or school choicetransfer programs.

3 years 34 CFR 80.42(b) and200.44


Behavior Policy/Codeof Conduct Records

Copies of written school policy ofstudent behavior, signed annuallyfor each student by parent orguardian

1 year or untilsuperseded


Certificate ofNoncompliance-Lossof Drivers License

Information provided by the localschool system to the Departmentof Drivers' Services as notificationthat the individual is not qualifiedto hold a driver's license based ondropping out of school or lack ofattendance.

3 years Temporary-Short-Term

Certificates ofEligibility - Migrant

Education Agency

Documents relating to theeligibility of migrant families to

participate in the migranteducation program


Vital Record -duplicate and store

offsite


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Civil Rights Reports Statistical reports analyzing racialand gender breakdowns ofstudent bodies

Final Report:PermanentAll otherrecords: 6 years

Permanent

Class Rolls Lists of students in each class 3 years Temporary - ShortTerm

Clinic ActivityInformation

Documents the disbursing ofmedication and clinic visits bystudents


Completed andGraded StudentWork, Not Returnedto Student

Tests and other schoolassignments not returned to thestudent

Retain until endof school year


Court-ordered BusingPlans and Maps

Overall plans designating whichneighborhoods are served by each

school in the system andindicating bus routes, that werecreated originally in response to acourt order

Permanent Permanent


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Curriculum CourseGuides

Handbook documenting thecontent, objectives, andevaluation criteria for all schoolcourses


Permanent

Declarations ofIntent, Home School

Notices by parent or guardian thata child will participate in a homestudy program


Department andProgram OperationalRecords

Documentation of day-to-dayoperations of a department orprogram, includingcorrespondence and reports


Dropout Reports Reports generated to documentstudents who cease attendingschool


Emergency Contact

Cards

Record of individuals to be

notified in event of studentaccident or illness

Retain for useful

life

Temporary - Short

Term

Emergency/Fire DrillReports

Documentation of all fire drillsheld in each school



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Enrollment Records -Student Did NotAttend

Records relating to studentsaccepted for enrollment who didnot attend school


Federally-AffectedAreas MembershipCounts

Reports of numbers of studentswhose parents reside or areemployed on federal property


Field TripAuthorizations/Parental Permissions

Authorization of parent forstudent to participate in an off-campus school activity

Retain until endof school year


Georgia High SchoolAssociation Files

Documents school participation inthe state high school association


Gifted and TalentedProgram Selectionand PlacementRequirements

Documentation

Core documentation about theadmission criteria and programrequirements


Permanent

Grade Distributionand Failure Reports

Statistical analysis of studentgrades and attendance



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Grade Reports Reports of indiv idual test scoresand average course grade

1 year afterdate distributed

AACRAO Schedule C Temporary - ShortTerm

Graduate, Withdrawaland Class RankingLists

Listings of graduates, withdrawalsand rankings in class

Permanent Permanent

Honor Rolls Listing of students placed onvarious honor rolls for academicachievement

Grades K-8: 2years. Grades 9-12: 5 years


Investigations Files Records documentinginvestigations involving teacher,parents, and/or students

7 years O.C.G.A. 17-3-1(c) Temporary-ShortTerm

Learning ResourcesServices (GLRS) Files

Records documenting programsfor the handicapped through theGeorgia Learning ResourcesServices



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Limited EnglishProficient (LEP)Student Records

Records documenting efforts toincrease the English languageproficiency of students. Programis also known as English forSpeakers of Other Languages

(ESOL)


OutstandingAchievement Awards

Awards to schools, teachers, orprofessional staff for outstandingachievement


Awards to schoolsmay warrantadditional retentionbased on historicalsignificance.

Private SchoolEnrollments

Reports submitted to the stateabout enrollments in privateschools

Permanent Permanent

Private Tutor Records Teaching certificates and otherrequired documentation forindividuals who "home school"students

5 years afterinstruction ends



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Race and EthnicityForms

Records documenting therace/ethnicity of individualstudents within the school system.

3 years 34 CFR 74.53 and80.42; chapter 5 ofManaging an IdentityCrisis: Forum Guideto Implementing

New Federal Raceand EthnicityCategories (NFES2008-802)


Reports to StateDepartment ofEducation

Report of statistical information tothe state

Annual reports:10 years;Periodic: 5 years


Requests forTranscripts

Records documenting requestsfrom former students for copies oftheir records


Requests to UseSchool Bus

Requests by individual schools touse a school system bus anddriver for a special trip


Safe and Drug-FreeSchools Records

Records documenting theactivities and initiatives sponsoredby this federally-funded program



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Scholarships andAwards

Documents the selection ofoutstanding students to receivescholarships


Transitory

School Bus DriversPhysical Exams

Certification of bus drivers forsatisfactory physical condition

2 years or untilreplaced withnew certificate


School Bus Schedules Information about schedules,timing, and distance for individualbuses

1 year or untilsuperseded


School Censuses Compilation of numbers of schoolage children

2008 and Prior:Permanent. Post-2008: Retain foruseful life

Permanent Post-2008 Censusinformation includedin Annual Reports toDOE

School ConstructionProject Files

Records documenting all activitiespertaining to planning and

construction of educationalfacilities

Retain for life offacility



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School HistoryRecords and Objects

Scrapbooks, newspaper articles,photographs, and artifacts thatdocument the development of theschool system

Permanent Permanent

SchoolPsychologist/Psychometrist Files

Records, such as studentevaluations, created by the schoolsystem psychologist orpsychometrist


School Social WorkerReports

Statistical reports of caseload tothe state

Annual Reports:15 years.PeriodicReports: 3 years


School System Re-zoning Records

Documents relating to the revisionof student attendance zones tomaximize the use of schoolfacilities

Approved Plan:Permanent; Allother records:3 years

Permanent

School SystemStudies and Reports

Studies of the conditions andfunding levels in the school system

Refer toretention forperiodic reportsin theAdministrativeCategory.


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Southern Associationof Colleges andSchools (SACS)Applications forAccreditation

Applications for and certificates ofaccreditation by SACS

AccreditationCertificate:PermanentApplications: 5years

Southern Associationof Colleges andSchoolsAccreditationGuidelines; O.C.G.A.

20-2-20; 20-3-411


Southern Associationof Colleges andSchools (SACS) SelfStudy Reports

Accreditation review andmaintenance records

Final Report:PermanentAll otherrecords: Retainuntil completionof report

Permanent

Special EducationProgram Selectionand PlacementRequirementsDocumentation

Core documentation of admissioncriteria and program requirements

Permanent;Retain 1 copy


Standardized Test

Results

Records documenting the

administration and results of staterequired standardized studenttesting programs


Term


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Standardized TestSummary Reports

Records documenting staterequired standardized student testsummaries showing overall schoolor system results

10 years Temporary- ShortTerm

Stipends Records documenting theexpenditure of funds awarded tocertified personnel,paraprofessionals, and aides forthe successful completion ofeducation opportunities

7 years O.C.G.A. 9-3-24 Temporary-ShortTerm

Student ActivitiesHistory Files

Documentation of student clubsand organizations, events,publications, contests, andcompetitions

Refer toretention forScrapbooks intheAdministrativeSupportCategory

Student Counseling

Test Records

Teacher counseling records for

indi

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