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Records Management and Archives

The goal of Records Management is to promote and ensure the proper retention and disposal of records to satisfy the legal, fiscal and administrative need of the University and to assist the staff and faculty with record management issues.  The University will abide by the policies set forth by the Board of Regents and fulfills the requirements of Georgia statues. Records Management has set up trained departmental liaisons to assist with questions regarding forms, schedules, destruction and storage. 

Departmental Representatives

Each office should be aware of the retention periods, as listed in the, for records in its care. If records are not listed in the schedule or there are necessary changes, this office will contact the State Archives. Records not listed in the schedule cannot be legally destroyed. 

The University will not maintain records (including electronic records) longer than necessary, but the records are not to be destroyed until authorized by the Records Management Officer. Therefore, offices should consider an annual review and destruction time for their records.

Procedures

  • Records Management will review, considering the records vs schedule and need or requirement for archival
  • Records Management’s written authorization will be given to destroy or archive
  • Should records require archiving, all departments/offices will follow the procedures set forth with Â鶹´«Ã½ Archives
  • For analog materials, complete the and include a completed copy of the . Then contact Â鶹´«Ã½ Special Collect