GeorgiaCOE: COE Business Office: Retention Questions

Record Retention - Retention Questions

Retention Question	UGA Record Copy	COE Record Copy	How Long?	Retention Reference
1-9 Forms	Human Resources	Departments	3 years following separation of employee from institution — COE keeps 50 years	G74 (G2)
Appointment Package	Faculty Affairs	Dean’s Office, Business/Faculty Affairs	Full time Faculty appointments – 50 years Part time Faculty Appointments – 3 years after employee separation	G74 (G1&G11) G2
Audit Records	COE	Departments/Units	10 years	A9
Course and Instructor Schedules	Registrar	Departments	Permanent for 1 copy of the schedule of classes booklets, 1 year for all other records	B4
Course Evaluations	Dean’s Office, Academic Programs (Bubble sheets); OIT (online forms) {Digital}	Departments (Paper Copies)	7 years	G44
Course Records	Academic Affairs	Dean’s Office, Academic Programs — Digital	7 years after obsolescence	B6
Department Budget Sheets	COE	Dean’s Office, Business Office	4 years	A94
Department Credit Hours	Academic Affairs	Dean’s Office, Academic Programs — Digital	Two years	B7
Equipment Inventory	Property Management	Department/Units	4 years for biennial inventory records & 4 years after disposal of equipment	A43
Faculty Activity Reports	COE	Departments	3 years after employee separation	G2
Faculty and Staff Records	Human Resources	Dean’s Office, Business Office & Faculty Affairs	50 years following separation of employee from institution	G74 (G1 & G11)
Faculty Critiques	COE	Dean’s Office, Business Office	50 years following separation of employee from institution	G74 (G2)
Faculty Searches	COE	Departments	2 years after search	G40
Faculty Vitas	HR	Departments	HR 7 years following separation; COE 3 years after employee separation	G1 & G2
Graduate Assistantship Records	COE	Departments	5 years after termination of employment for successful applicants and 3 years for denied applicants	G25
Graduate Faculty Application	COE	Departments/Units	3 years after employment ends (replace old application with new one each time reappointed)	G2
GRANT: Check Request, Travel Reimbursements, Purchase Orders	Research Accounting	Departments/Units	7 years after final financial report is submitted & account closed	I17
Mid Year Salary Request	COE	Dean’s Office/Business Office	2 years after superseded	G41
P Card Transactions	COE	Departments/Units	7 years	A85
Personnels	HR	Dean’s Office/Business Office	3 years following separation of employee — COE keeps for 50 years	G2 & G74
Post Tenure Review	COE	Department/Units	3 years after employee separation	G2
Program and Student Handbooks to include Program of Studies	COE	Departments	Permanent for 1 copy of each edition	B14
Promotion and/or Tenure Dossiers	COE	Dean’s Office, Faculty Services	7 years after end of employment	G35
Retension Requests	COE	Deans Office/Business Office	2 years after superseded	G41
Retire/Retire	COE	Dean’s Office, Faculty Services	3 years after employee separation	G25
Staff Evaluations	HR	Dean’s Office, Business Office	HR 7 years following separation; COE keeps 50 years	G11 & G74
Staff Searches	HR	Departments/Units	3 years after position is filled or recruitment canceled	G13
STATE: Check Request, Travel Reimbursements, Purchase Orders & P-Card Transactions	Business Services	Departments/Units	5 years	A53
Student Employee Personnel Records	COE	Dean’s Office, Business Office	5 years after employee separation for work-study & 3 years after employee separation for other student employee records	G43
Student Records	COE	Departments/Units	5 years after graduation or date of last enrollment	K33, K47, K49,K60, K62, K63, K68, K69& K77
Summer School Requests	COE	Dean’s Office/Business Office	4 years	A94
Travel Records	Business Office – Travel	Departments/Units	4 years	A91