Georgia courts journal, Apr. 2005

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Special Edition April 2005

Journal

A Publication of the Judicial Council of Georgia

Judicial Council of Georgia Approves Retention
Schedules for Administrative Records
Editor's Note: This Special Edition of the Georgia Courts Journal presents Records Retention Schedules approved for use by administrative groups within the Judicial Branch. The schedules are in no way binding upon local court administrators. They are published here as a reference for those who may wish to implement a records management program for non-judicial documents, etc.

At its December 10, 2004 meeting, the Judicial Council approved the Administrative Record Retention schedules found in the following pages. Initially, the schedules were considered by a Task Force appointed by Chief Justice Norman Fletcher in 2003. This Task Force adapted retention schedules promulgated by the Georgia Secretary of State to conform to judicial administrative language. Subsequently, a Judicial Council Records Retention Committee was appointed by Chief Justice Fletcher to "review and recommend record retention schedules of judicial branch agencies." The committee was also directed to "study issues associated with the destruction, disposal, or release of evidence."
The schedules published herein are the committee recommendations as presented to the Judicial Council by Chief Judge Wallace Cato. As already stated the full Council reviewed and adopted the work of this committee.
Retention Schedules
The retention schedules for administrative records are organized into the following categories.

Accounting - 01 Administration - 02 Administrative Support - 03 Audit - 04 Budget - 05 Information Technology - 06 Payroll - 07 Personnel - 08 Property - 09 Records Management - 10
Records Management
A successful records management program requires planning, organizing, and incremental implementation. The schedules themselves, with numerical suffixes, are a convenient way to organize a basic filing system. Many records managers have found that this file structure along with an index by calendar year makes routine maintenance easy to manage.
The goal of any records management program is to control a record or series of records from its creation to the end of its useful and legally-required time of retention. Principles guiding implementation of a record management program include developing policies, procedures, and controls that are consistent and easily understood by all users. This might include cost efficiency measures, obtaining supplies, and plans to microfilm or electronically scan records.

Once the records management program has been developed, it is essential that controls are put into place regarding access to the records. Most managers designate a records officer to make sure that records are properly identified before being placed into a file storage system. A list of employees authorized to "check out" records and a log of their use should be kept. Prior to destruction of a record series or a single record the records officer should log in the name of the record series or single record, the date of destruction, the name of the individual authorized to terminate a record, and the method of destruction.
No single centralized authority can mandate a record management program. Records are, by their very nature, creations of the local users; successful records management programs are carried out locally.
Mr. David Ratley, Director of the AOC, stated, "These record retention schedules will advance judicial administration in Georgia immediately and will serve administrators well into the future."
For more information, contact Mr. Greg Arnold of the AOC at 404-656-5171 or the State Archives at 678-364-3700.

2 Georgia Courts Journal April 2005
ACCOUNTING -- 01
Accounts Payable Files Records documenting payments made by agency for services rendered or items purchased; 5 years; OCGA 11-2-725; Temporary Short Term
Accounts Receivable Files Records documenting monies owed to and collected by the agency; 5 years; OCGA 11-2-725; Temporary Short Term
Bank Statements Periodic computations of deposits and credits to a bank account; 5 years; OCGA 9-3-25; Temporary Short Term
Cancelled Checks Copies (or originals) of paid warrants; 5 years; OCGA 9-3-25; Temporary Short Term
Cash Balances and Reconciliations Records documenting cash balances, receipts and disbursements completed during the day; 5 years; OCGA 9-3-25; Temporary Short Term
Collection Records Records documenting an agency's efforts to collect unpaid accounts; 5 years after account paid in full or deemed uncollectible; OCGA 9-3-25; Temporary Short Term
Contracts and Agreements Records documenting services and products provided to an agency for a specified cost and period of time; Capital Improvements: 10 years after expiration; Other contracts: 7 years after contract expiration; OCGA 9-3-24, 9-3-26; Temporary Short Term
Cost Accounting Reports Financial reports by cost center for all expenditures; 3 years; Temporary Short Term
Credit Card Administration Records Records documenting administration of credit cards issued to individual agency staff or offices; 7 years; OCGA 9-3-24; Temporary Short Term
Deposit Slips and Reconciliations Documents recording transactions in a bank account; 6 years; OCGA 9-3-25; Temporary Short Term
Federal and State Grant Project Files, Non-Education Agencies Records documenting federal and state-funded grant projects 3 years after submission of final financial report; Uniform Requirements for Grants and Cooperative Agreements between State and Local Governments (Common Rule); Temporary Short Term
General Ledger and Trial Balances Record of final entry for all financial transactions; 7 years; OCGA 9-3-24; Temporary Short Term
Invoices Records requesting payment for goods and services provided to an agency; 5 years; OCGA 11-2-725; Temporary Short Term

Journal Entries (Journal Vouchers) Adjustments to financial accounts; 5 years; OCGA 9-3-25; Temporary Short Term
Outstanding Obligations Documents the unpaid accounts of an agency; 5 years; OCGA 9-3-25; Temporary Short Term
Payment Schedules Schedules of the deferred payment of goods, equipment, and services; 5 years; OCGA 9-3-25; Temporary Short Term
Professional Membership Records Records documenting agency-paid individual memberships and activities in professional organizations; 5 years; OCGA 9-3-26; Temporary Short Term
Purchase Orders Approvals for the purchase of supplies and equipment; 5 years; OCGA 11-2-725; Temporary Short Term
Receipts Documentation of monies collected; 5 years; OCGA 11-2201, 11-2-725; Temporary Short Term
Reconciliations Periodic reconciliations of accounts within operating and general ledgers; 5 years; OCGA 9-3-25; Temporary Short Term
Refund/Disbursement Requests Records documenting requests and disbursements made for overpayment of funds; 4 years; OCGA 9-3-25, 11-2-725; Temporary Short Term
Returned Checks Records documenting attempts to collect monies for nonnegotiable (usually insufficient funds) checks received for payment to agency accounts; 5 years; OCGA 11-2-725; Temporary Short Term
Signature Authorizations Records documenting the certification of employees who are authorized to sign fiscal and contractual documents; 7 years after authorization expires; OCGA 9-3-24; Temporary Short Term
Travel Authorization and Reimbursement Records Records documenting requests for authorization from supervisors to travel on official business and related material, such as reimbursement of expenses and itineraries; 3 years; OCGA 50-6-7; Government Accounting Procedures Manual for the State of Georgia; Temporary Short Term
Travel Registration Fee Payments Records documenting payment of registration fees which are not considered travel expenses; 4 years; OCGA 45-7-26; Temporary Short Term
Vouchers Individual transactions for the purchase of supplies and equipment; 5 years; OCGA 11-2-725; Temporary Short Term

ADMINISTRATION -- 02
Administrative Rules Records Records documenting reviews and changes to administrative rules issued in compliance with OCGA 50-13-1 through 44; 5 years after expiration; OCGA 9-3-25; Temporary Short Term
Agency Director's Files Records of the agency head, commissioner, or director that provide an overview of agency policy and program activities; Permanent; Permanent; [Transfer to Archives every 1-4 years.]
Correspondence, Fiscal Records documenting purchases, issuance of fiscal policy, or obligations and revenues; 5 years; OCGA 9-3-25, 11-2725; Temporary - Short Term
Correspondence, General Correspondence related to day-to-day operations of the office; 5 years; OCGA 9-3-25; Temporary - Short Term
Crisis or Disaster Records Records documenting events and damages to agency property due to storms, riots, fires, drought, floods, and other acts affecting the citizens or agency facilities; may include photos, logs, reports, notes and correspondence; 5 years; OCGA 93-32, 38-3-30; Temporary - Short Term; [Contact Archives staff for mandatory review before disposition to ensure that no permanent materials are destroyed.]
Daily Broadcast Logs Records documenting agency daily broadcast activities via radio or television; 3 years; 47 CFR 1073.1840; Temporary Short Term
Daily/Monthly Activity Reports Record of daily/monthly activities; 5 years; OCGA 9-3-25; Temporary - Short Term
Emergency Preparedness Plans Business recovery plans for man-made and natural disasters; 5 years after superseded or updated; OCGA 9-3-32; Temporary - Short Term

April 2005 Georgia Courts Journal 3
Federal and State Grant Reports Final narrative summary submitted according to grant requirements of the funding agency; Permanent; Uniform Requirements for Grants and Cooperative Agreements between State and Local Governments (Common Rule); Permanent; [Transfer to Archives every 1-4 years.]
Legal Reference Materials Opinions (both formal and informal), recommendations, and correspondence to the agency from the Attorney General or other legal counsel that is not part of a legal case file; Permanent; Permanent
Maps, Apportionment Maps describing and documenting judicial districts and circuit boundaries; Permanent; Permanent; [Transfer to Archives every 11-14 years.]
Minutes and Agenda Official record of agency meetings and the decisions made; Permanent; Permanent; [Transfer to Archives every 1-4 years.]
Periodic Reports Annual and other periodic narrative reports that describe agency functions and activities; Permanent. Retain 1 copy; Permanent; [Transfer to Archives.]
Policies and Procedures Standard operating practice for business processes; Permanent; Permanent
Printing Service Files Include printing requests, cost estimates, mock-ups, proofs, and printing plates; 1 year after superseded; Temporary Short Term
Publications Newsletters, handbooks, pamphlets, and brochures published by an agency; Permanent. Retain 1 copy; Permanent; [Transfer to Archives.]
Visual Materials (Videos and Films) Films, videos, DVDs, and other visual representations of agency public service announcements, events, and productions; Permanent; Permanent; [Transfer to Archives.]

ADMINISTRATIVE SUPPORT -- 03
Blank Forms and Duplicates Extra copies of blank forms and duplicates of reports or other materials that are no longer needed; Retain for useful life; Transitory
Calendars Desk calendars and other scheduling media; Retain until no longer useful; Transitory

Data Input Forms Any type of form used to collect information for input into electronic form; Destroy upon verification/audit of data entry; Temporary - Short Term
Email Messages Text documents which are created, stored, and delivered in an electronic format; email is the communication tool, equivalent to paper, microfilm, etc. in status; retention of email is decided by the CONTENT not format of the record; Transitory; Administrative Support; or Policy and Program; OCGA 45-6-1, 50-18-70(a)

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ADMINISTRATIVE SUPPORT -- 03 continued

Emails, Administrative Support Messages of a facilitative nature created or received in the course of administering programs; examples - correspondence, daily/weekly activity reports, appointments; Identify functional content (financial, administrative, etc.) and consult relevant common schedules; Temporary - Short Term
Emails, Policy and Program Messages documenting the formulation and adoption of policies and procedures and the management of agency programs or functions; examples - case file management, constituent correspondence, periodic reports, budget documents; Identify functional content (financial, administrative, etc.) and consult relevant common schedules; [Contact Archives staff for assistance in establishing a routine transfer process for permanent email.]
Emails, Transitory Messages of short-term interest with no documentary or evidential value; examples - routine requests for publications; transmittal letters; agency event notices (holidays, parties, charitable campaigns); Retain for useful life; Transitory
Indexes Provide a ready reference or pointer into larger sets of records; Retain until destruction of indexed set of records; Temporary - Short Term; [Indexes of permanent records must accompany the records to the Archives.]

Mailing Lists Various standard lists of names and addresses; Retain for useful life; Transitory
Newspaper Clippings and Scrapbooks Copies of news articles and photos maintained by the agency as a historical record of activities Newspaper Clippings: Retain for useful life. Scrapbooks: See Archival Instructions; Transitory; [Scrapbooks: Contact Archives staff before disposition to ensure that no permanent materials are destroyed.]
Reference Files Copies of records, publications, and other materials used to answer routine inquiries and questions; Retain for useful life; Transitory
Telephone and Fax Machine Contact Logs Lists of telephone and fax machine contacts and related data; Retain for useful life; Transitory
Telephone Return Message Records "While You Were Out" message slips, fax contact logs, and related data; Retain for useful life; Transitory

AUDIT -- 04
Annual Financial Statements (Department of Audits) Provides an annual statement of net assets and activities; often called a comprehensive annual final statement or report (CAFR); Permanent; OCGA 50-6-24; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations; Government Accounting and Standards Board No. 34; Permanent [Transfer to Archives annually.]
Audit Reports (Agency Copies) Reports prepared by the Department of Audits examining and verifying the agency's financial activities for a defined period of time; 5 years or two successive audits, whichever is longer; OCGA 50-6-24; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations; Temporary - Short Term

Internal Auditing Records Records documenting the conduct of an internal review of agency financial accounts and processes; 5 years or two successive audits, whichever is longer; OCGA 50-6-24; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations; Temporary - Short Term

BUDGET -- 05
Budget Maintenance Records Records documenting changes made in the agency's initial budget including change requests, request authorizations, funds transfers, and other records; 6 years; OCGA 45-89, 45-12-83, 45-12-87; Temporary - Short Term

Budget Request Records Records documenting the preparation of a budget request package and reporting of the status of funds, requesting amendments to allotments, and reporting program performance; 6 years; OCGA 45-8-9, 45-12-78; Temporary Short Term

INFORMATION TECHNOLOGY -- 06
Computer Inventory Records Records documenting the assignment of a specific computer to an individual as well as an inventory of the software licensed for that computer; also may include IP address or mailbox assigned to the individual; 4 years after computer removed from service or staff leaves agency; OCGA 16-993, 45-11-1, 50-5-51, 50-5-80, 50-5-146; Temporary - Short Term
Computer System Documentation Hardware and software manuals and program coding; 5 years and migration of all permanent records to new system; Temporary - Short Term
Equipment and Network Usage Documentation Policies and procedures for appropriate use of agency equipment and software; 4 years after superseded; OCGA 16-993g(4); Temporary - Short Term
Equipment Records Include purchase orders, warranties, operation manuals and service contracts for all computer hardware and software; 4 years after disposition of equipment; OCGA 9-3-32, 169-93, 50-5-51, 50-5-80; Temporary - Short Term

April 2005 Georgia Courts Journal 5
Network and PC Password and Security Identifications Records documenting the issuance or selection of a network password and the administration of security on an agency's network; 4 years; OCGA 16-9-93g(4); Temporary - Short Term
System Architecture Documents and Wiring Schemas Records documenting the location of wiring and the design of the overall agency network environment; 3 years after obsolete or replaced; OCGA 9-3-33; Temporary - Short Term
Accession Records Master record of all acquisitions; Permanent; Permanent
Circulation and Retrieval Records Records documenting daily, monthly, and annual reference activity; 3 years; Temporary - Short Term
Membership Registrations Records used to grant borrowing, viewing, or access privileges to viewers; 2 years after expiration; Temporary - Short Term

PAYROLL -- 07
Annual Payroll Earnings Reports Summary of employees' payroll earnings for fiscal year, including deductions; 50 years after tax year in which the records were created; Temporary - Long Term
Deduction Authorizations Records documenting an individual employee's authorization to withhold taxes and other deductions from the employee's pay; 5 years after deductions are changed; OCGA 48-7-111; 26 CFR 31.6001-1; Temporary - Short Term
Deduction Records Records documenting retirement contributions, and all other deductions for insurance, bank accounts, or cafeteria plans that are withheld from the pay of individual employees; 5 years after end of fiscal year; OCGA 48-7-111; 26 CFR 31.6001-1; Temporary - Short Term
Employee Salary Schedules Records documenting pay scales and salary levels for all employees; Permanent; Permanent; [Transfer to Archives every 1-4 years.]
PERSONNEL -- 08
Applications for Employment, Unsolicited or Incomplete Records documenting applications for job openings; 3 months; Temporary - Short Term

Garnishments Records documenting the withholding of funds from an employee's wages at the request of the courts or a state agency; 3 years after release from garnishment; 26 CFR 31.6001-1; 29 CFR 516.5; Temporary - Short Term
Periodic Tax Reports Records documenting taxable and non-taxable income of an agency; 5 years; OCGA 48-7-111; Temporary - Short Term
Salary and Wage Records Pre-payroll reports, monthly payroll check registers, monthly fund distribution reports and payroll action forms; 5 years after the end of the fiscal year; OCGA 9-3-22, 9-325, 26 CFR 31.6001-1; Temporary - Short Term
Unclaimed Pay Checks Checks that remain unclaimed by employees; 1 year; OCGA 44-12-206; Temporary - Short Term
Withholding Allowance Certificates (W-2 and W-4 forms) Federal forms completed by an individual to establish the amount of taxes withheld from wages; 5 years after superseded; OCGA 48-7-111; 26 CFR 31.6001-1; Temporary - Short Term
Continuation of Insurance Benefits (COBRA) Records Records documenting individual election to continue insurance benefits beyond employment with an agency; 3 years; Consolidated Omnibus Reconciliation Act of 1986; Temporary - Short Term

6 Georgia Courts Journal April 2005

PERSONNEL -- 08 continued
Employee Assistance Program Case Files Records documenting the referral and treatment of employees in an agency- sponsored assistance program; 6 years after employee completes program; OCGA 45-20-13; Temporary - Short Term
Employee Grievance Action Case Files, Resolved Resolution of employee complaints against supervisor or other employees; 2 years after all parties have left employment at the agency; 29 CFR 1602.31; Temporary - Short Term
Employee Handbooks Guidelines created to explain the internal operations and procedures of the agency to a new employee; Permanent; Permanent; [Transfer to Archives every 1-4 years.]
Employee Medical Files, Toxic/Hazardous Substance Exposure Documentation of employee exposure to hazardous materials; 30 years after separation; 29 CFR 1910.1020(d); Temporary Long Term
Employee Parking Records Records documenting employee parking permit applications, cards, and permits; 5 years after expiration of permit; OCGA 9-3-30; Temporary - Short Term
Employee Personnel Files - Permanent (Full-time) Staff Documents an employee's work history with the agency, generally maintained as a case file; includes records of continuing education, performance evaluations, disciplinary actions, and background checks; 7 years after separation; OCGA 45-2013, 47-2-2, 47-2-70(c), 47-2-92, 47-2-94, 47-2-125; Temporary - Long Term
Employee Personnel Files - Temporary Staff Records documenting the work of temporary staff that accrue no retirement benefits as part of their employment; 6 years; OCGA 47-2-99; Temporary - Short Term
Employee Retirement Contribution ReportsDocuments relating to participation in an agency supported retirement program; 6 years; OCGA 47-2-26, 48-7-111; Temporary Short Term
Employee Retirement Plans (Employee Retirement System) Copies of pension plans, both current and past, summarizing benefits and eligibility criteria; Permanent. Retain 1 copy; Permanent; [Transfer to Archives every 1-4 years.]
Employee Retirement Plans, Copies of Copies of pension plans, both current and past, summarizing benefits and eligibility criteria; Retain for useful life; Transitory
Employment Eligibility Verification Records I-9 forms. 3 years after date of hire or 1 year after separation, whichever is longer; 8 CFR 247a.2; Temporary - Short Term

Equal Employment Opportunity Commission (EEOC) Reports Reports classifying employees by race and gender that document compliance with EEOC rules; 3 years; 29 CFR 1620.32; Temporary - Short Term
Family Medical Leave Case Files Records documenting extended absence from work by an employee under provisions of the Family Medical Leave Act. 3 years after separation; 29 CFR 825.16, 29 CFR 516.1, 29 CFR 516.5, 29 CFR 516.6; Temporary - Short Term
Final Leave Status Records documenting cumulative leave held by an individual employee; Place in personnel file after separation; OCGA 47-2-91; Temporary - Long Term
Group Insurance Policies, Expired Group insurance policies- such as life, health, or workers' comp - held by an agency as part of the employee benefits program; 10 years; Temporary - Long Term
Job Recruitment Materials Records documenting efforts to advertise positions and attract qualified personnel; 2 years; 29 CFR 1620.32, 29 CFR 516.6; Temporary - Short Term
Leave Donation Records Records documenting the donation of leave by employees to assist an individual who must be absent from work for an extended period of time due to illness; 1 year after leave used; Temporary - Short Term
Leave Records Records documenting hours worked, sick leave donations, leave earned, and leave taken; does not include final leave status; 5 years; Temporary - Short Term
Official Bonds and Oaths Bonds required of state officials and custodians of funds; 5 years after expiration of term; OCGA 20-2-104, 36-6-2, 36-6-3, 36-6-4; Temporary - Short Term
Position Classification Materials Records documenting job requirements, description, and salary range; 4 years after position is reclassified; 29 CFR 1620.32, 29 CFR 516.5, 29 CFR 516.6; Temporary - Short Term
Pre-employment Assessments, Not Hired Exams taken by those applying for positions with a state agency; 3 years; 29 CFR 1620.32, 29 CFR 516.5; Temporary Short Term
Retirement Incentive Program Records Records documenting employees who elect for early retirement under government offered incentive programs; 6 years after final payment; Temporary - Short Term
Worker's Permits Permits to allow persons under 18 years old to obtain summer employment; 2 years; 20 CFR 655, subpart J, appendix A; Temporary - Short Term

PROPERTY -- 09
Blueprints and Specifications, As-Builts Plans and specifications maintained by an agency for its own facility. Used by facilities management to facilitate repairs and upgrades to the building; Permanent; Historical value, OCGA 9-3-51; Permanent [Transfer to Archives every 1-4 years.]
Capital Construction Project Records Provides a record of 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; 11 years after completion of project; OCGA 51-1-11; Temporary - Long Term
Depreciation Schedules Records documenting useful life and depreciation of agency-owned equipment and property, usually for insurance purposes; 4 years; OCGA 9-3-31, 9-3-32; Temporary - Short Term
Equipment Maintenance Records Includes purchase orders, warran.ties, operating manuals, service contracts and service logs for maintenance of agency-owned equipment and vehicles; 5 years; OCGA 9-3-31, 9-3-32, 9-3-33; Temporary - Short Term
Facility Inspection Files and Reports Records documenting inspection of facilities to comply with standards, rules, and codes affecting health and safety of the occupants; includes safety inspections; Building Age 0-8 years: 11 years; Building Age 9-up years: 3 years; OCGA 9-3-33, 9-3-51; Temporary - Long Term
Facility/Building Security Records Records documenting security measures and procedures: includes security inspections; 5 years; OCGA 9-3-30; Temporary - Short Term
Fuel and Oil Usage Reports Periodic reports of the consumption of diesel, gas, and oil in government-owned vehicles; 3 years after disposition of equipment or cars; Temporary - Short Term
Fuel Tax Reports Periodic reports of taxable and non-taxable diesel fuel usage by government-owned vehicles; 3 years; Temporary - Short Term
Insurance Fund Claims Records documenting requests for payment of insurance claims from the Georgia Department of Administrative Services Risk Management Division; 5 years after claim is paid or denied; OCGA 9-3-31, 9-3-32, 9-3-33; Temporary - Short Term
Insurance Policies Records documenting insurance purchase for agency facilities or of membership in risk management cooperatives. 7 years after expiration of policy or membership; OCGA 9-3-24; Temporary - Long Term

April 2005 Georgia Courts Journal 7
Inventories Listings of agency-owned property and equipment; 5 years after disposition of equipment; OCGA 9-3-30, 9-3-31, 9-3-32, 9-3-33, 16-8-4, 50-5-51, 50-5-80, 50-5-146; Temporary - Short Term
Leasing and Rental Records Records documenting the leasing or renting of land, buildings, or facilities; 7 years after expiration (or termination) of contract; OCGA 9-3-24, 50-5-65, 5-5-80, 50-5-146; Temporary - Short Term
Property Disposition Requests (Surplus Property Records) Requests for change in status of state-owned property. 5 years; OCGA 9-3-26; Temporary - Short Term
Receipts of Responsibility Records documenting property temporarily in use or possession of an employee; Retain until return of item to property manager; OCGA 9-3-31, 9-3-32, 50-5-80; Transitory
Restricted Area/Access Authorization Identification Records Documents the issuance of security/access badges to staff. 5 years after employee separation from service; OCGA 16-9-93g(4); Temporary - Short Term
Space Planning/Design Management Project Files Evaluation and design of space for government agencies. 3 years after project completion; Temporary - Short Term
Vehicle Accident Reports Records documenting damage to agency-owned vehicles. 5 years; OCGA 9-3-31, 9-3-32, 9-3-33; Temporary Short Term
Vehicle and Equipment Maintenance Files Records documenting service history, mileage, damage repair, routine preventative maintenance and disposition of agency vehicles; 5 years after disposition of vehicle; OCGA 9-3-33; Temporary - Short Term
Vehicle and Equipment Purchases Records documenting the purchase of equipment and vehicles; 5 years after disposition of equipment; OCGA 9-331, 11-2-725; Temporary - Short Term
Vehicle Permits/Security Identification Records Records documenting the issuance of vehicle decals providing access to secure areas; 2 years after expiration; Temporary - Short Term
Vehicle Title Records Documents agency ownership of cars, vans, trucks, trailers, boards, tractors, etc; Applications: Retain until receipt of title; Title: Retain for duration of ownership. OCGA 9-3-31; Temporary - Short Term
Vehicle Use Authorizations and Requests Records documenting permission for employees to use their private automobiles for official business. 5 years after superseded or obsolete; OCGA 9-3-31, 9-3-32; Temporary - Short Term

PRESORT STANDARD U.S. POSTAGE
PAID ATLANTA, GA PERMIT #1880

RECORDS MANAGEMENT -- 10
Destruction Records Records documenting the destruction of agency records. 7 years; OCGA 9-3-24; Temporary - Short Term
Inventories Current listings of records created and maintained by an agency. 5 years after disposition of records; OCGA 9-3-32, 16-8-4, 50-5-80, 50-5-146; Temporary - Short Term
Microfilm Production Records Records documenting the preparation and filming of records such as production reports, activity reports, film logs, retake orders, title targets, and list of records to be filmed; 7 years; OCGA 9-3-32; Temporary - Short Term
Microfilm Quality Inspection Reports (Quality Control Reports) Reports documenting the quality of individual rolls of film. Retain for life of film; Temporary - Long Term
Microfilm Transmittals and Evaluation Reports Records documenting the transfer of film to a security storage facility and the condition of the film upon acceptance into the facility (evaluation report is completed by storage facility). Retain for life of film; Temporary - Long Term

eorgia Courts Journal G
Administrative Office of the Courts 244 Washington Street, S.W., Suite 300 Atlanta, GA 30334-5900
NORMAN S. FLETCHER Chief Justice
DAVID L. RATLEY Director
COURTS JOURNAL STAFF Billie Bolton Ashley G. Stollar Philippa Maister

Microfilm Vault Monitoring Reports Records documenting temperature and humidity conditions within a storage facility; 5 years; OCGA 9-3-32; Temporary - Short Term
Records Transmittal Records Records documenting the transfer of agency records into the custody of a records center facility; 5 years after disposition of transferred records; OCGA 9-3-32, 16-8-4, 50-5-80, 50-5-146; Temporary - Short Term
Reference Requests Reference pull sheets documenting the retrieval of records from a records center facility; 7 years; OCGA 9-3-24; Temporary Short Term
Records Schedules, Reference Copies Copies of approved agency records retention schedules. 5 years after superseded; OCGA 50-18-99, 50-18-102; Temporary - Short Term
Records Schedules, Record Copy (Judicial Council/AOC) Records retention schedules approved by the Judicial Council and maintained by the AOC or other governing authority; Permanent; OCGA 50-18-99, 50-18-102; Permanent [Transfer to Archives when superseded.]