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. Records Management also provides storage for semi-active and inactive records for all departments in accordance with the Records Retention Schedule of the Board of Regents: www.USG.edu, and fulfills the requirements of Georgia statues 50-18-92-94.
Active record -- A record consulted frequently.
Archives -- An area utilized for the permanent storage of valuable records and documents for the benefit of scholars and posterity.
Inactive record -- A record no longer need in the conduct of current business.
Retention Period -- The period of time during which records must be kept before they are either destroyed or stored in an archival area.
The Board of Regents of the University System of Georgia has established guidelines, www.USG.edu for how long university records should be kept to satisfy federal and state laws, and to comply with external agencies and accrediting entities.
Record Control Form
To request records from storage the following information is needed:
Records may be requested by telephone (678) 466-4251 or inner-office mail to Facilities Management ). Please allow at least 24 hours from the time of the records request until delivery.
When records that are stored in Records Management have been retained for the period of time specified on the storage box, Records Management will notify the originating department that destruction of records will take place. Records Management will coordinate with a shredding vendor to have the documents destroyed.
If a department prefers to maintain all their records within their location, then the department will be responsible for contacting the vendor to have their records destroyed.
In order to receive a quote for shredding services, please contact Records Management (678) 466-4251 for the local vendor contacts in your area.