Due to space and budget constraints, the University Records Management Office provides minimal holding space for inactive records, therefore university departments are responsible for the storage, transfer and/or destruction of their own inactive records in accordance with the law and the university's policies, procedures, and records management program.
As the official repository for records created by Georgia State University, the Gerogia State University Archives provides secure storage for inactive records in any format that are of vital, or historic, or long-term value to the university. For more information on what to transfer and how to do it, please view Tranfering Records online or contact Laurel Bowen at firstname.lastname@example.org.
The State of Georgia Archives located South of Atlanta will store back-up copies of inactive, (permanent) vital records in electronic or microform format, with prior approval (having met approved retention guidelines). Be sure that University Archives has received a copy of these records before sending back-up copies off-site. Contact Jan McCord for more information at (404) 413-2236 or via e-mail at email@example.com.
For a minimal fee and with prior approval, the State Records Center may provide temporary secure storage and retrieval for inactive records (of non-permanent or non-historic value) having an approved retention period.
The University System of Georgia's Records Retention Schedules are a set of instructions for disposition of records that includes how long a record should be kept, based on federal and state laws and (often) other considerations. See Records Retention Guidelines below.
The University System of Georgia’s Records Retention Series and Record Retention Guidelines should be used to determine the MINIMUM period that your records must be retained and can be found online. The schedule is broken down by category (i.e. Human Resources) and then by series (class).
If your department is unable to locate a record within the University System of Georgia Retention Series or you feel it necessary to keep your records longer than the approved guidelines, please contact Jan McCord in the Records Management Office at ext. (404) 413-2236 or firstname.lastname@example.org. Please note that official records of the same series type created and held across the university should meet the same retention guidelines. In addition, duplicate record copies should not be held longer than the official record.