Total entries: 39 (Listed alphabetically by title)
Description: Records include: accounts payable files; accounts receivable files; bank statements; cancelled checks, vouchers, and EFTS; cash balances and reconciliations; cost accounting records; deposit slips and reconciliations; invoices; journal entries (journal vouchers); outstanding obligations; payment schedules; purchase orders; receipts; returned checks; reconciliations; refund/disbursement requests; moving expenses; agency-paid individual memberships and activities in professional organizations; registration fees; and travel authorization and reimbursement records.
Retention: 5 years
Updated: October 25, 2023
Description: This series documents the procurement of equipment and service valued in excess of bid limit. This series may include but is not limited to: requests for proposal (RFP); requests for invitations to bid (RFI); procurement protest documents; requests for quotes (RFQ); vendors proposals and bids; records for all bids received; competitive quotes; and protests, appeals, briefing documents, and agency decisions.
Retention: (0403-02-005A) Capital Improvement Projects: 11 years; (0403-02-005B) All other records: 7 years.
Updated: October 25, 2023
Description: Documents relating to appeals of adverse action for classified employees.
Retention: 6 years
Updated: April 27, 2021
Description: This series includes records documenting an agency's efforts to collect unpaid accounts; includes PeopleSoft collection reports.
Retention: 5 years after account paid in full or deemed uncollectible.
Updated: October 25, 2023
Description: Records documenting the addition, modification, maintenance, and removal of software and/or hardware from an agency's computer system. Records may include: computer equipment inventories; hardware performance reports; component maintenance records; system backup reports; backup tape inventories; system overviews; operations logs; job listings; system development logs; system specifications and changes; conversion notes; dataset logs; dataset inventories; dataset record layouts; hard copies of tables; data dictionaries; programming logs; program specifications and changes; record layouts; user views; control program table documentation; program listings; instruction manuals; software purchase records; software inventories; and licenses.
Retention: A) Computer Equipment Inventories: 4 yrs after surplussed and all audit requirements have been met; B) Records related to backup: Retain for 2 backup cycles; C) All other records: Life of system, software, or component and all audit requirements met
Updated: October 25, 2023
Description: This series documents the negotiation, execution, amendments, completion, and termination of legal agreements between an agency and other parties to acquire or provide services or products.
Retention: (0403-02-028A) Capital Bid related: 11 years after expiration; (0403-02-028B) Non-Capital Bid Related: 7 Years after expiration; (0403-02-028B) All other records: 5 years.
Updated: October 25, 2023
Description: This series documents the negotiation, execution, completion, and termination of legal agreements between an agency and other parties to acquire or provide services or products.
Retention: (0403-02-007A) Capital Improvements: 10 years after expiration; (0403-02-007B) Other contracts: 7 years after contract expiration.
Updated: October 25, 2023
Description: This series includes communications received or sent that document significant
Retention: Permanent
Updated: October 25, 2023
Description: This series includes correspondence that documents formal decisions regarding routine matters.
Retention: 5 years
Updated: October 25, 2023
Description: Records documenting administration of credit cards issued to individual agency staff or offices.
Retention: 7 years
Updated: October 25, 2023
Description: Any type of form used to collect information for input into electronic form.
Retention: Destroy upon verification/quality control of data entry.
Updated: October 25, 2023
Description: Documents relating to reviewing and approving State agency requests for data processing and computing hardware and software.
Retention: Permanent
Description: Final documents submitted for consideration under any program the State Personnel Board establishes as an Employee Suggestion Program, Incentive Compensation Plan, or Goal-Based Plan as permitted under O.C.G.A. 45-21-1, et seq. to encourage state employees to improve the operation and perception of state government and its instrumentalities.
Retention: 2 years
Updated: April 21, 2022
Description: Records documenting service history, mileage, damage repair, routine preventative maintenance and disposition of agency vehicles and equipment. Records type include warranties, operating manuals, service contracts, and service logs for maintenance of agency-owned equipment and vehicles etc.
Retention: 5 years after disposition of vehicle or equipment.
Updated: October 25, 2023
Description: Documents relating to auditing departmental procedures for emergency purchases, field purchases and purchases of supplies or equipment on existing contract.
Retention: 1 year
Description: Record of final entry for all financial transactions.
Retention: 7 years
Updated: October 25, 2023
Description: This series documents the planning and development of agency information systems. Records may include: information technology plans; feasibility studies; cost-benefit analyses; studies and surveys; system specifications and revisions; component proposals; technical literature; and vendor literature and proposals.
Retention: (0403-02-016A) Implemented systems: Life of system and all audit requirements have been met; ( 0403-02-016B) Unimplemented systems: Retain for useful life.
Updated: October 25, 2023
Description: Records documenting insurance purchase for agency facilities or of membership in risk management cooperatives.
Retention: 7 years after expiration of policy or membership.
Updated: October 25, 2023
Description: Documents relating to the recording of State funds and interest earned at each bank.
Retention: 4 years
Description: Records documenting the issuance or selection of a network password and the administration of security and monitoring of the agency's network, servers, and computers.
Retention: 1 year after superseded or the employee separates from the agency, and all audit requirements have been met.
Updated: October 25, 2023
Description: This series documents administration of procurement cards issued to agencies. Records may include applications, master monthly billing statements, reconciliations, receipts, individual card holders' statements, billing summaries, number of charges and stores, and use summaries.
Retention: (0403-02-026A) Capital Bid related: 11 years; (0403-02-026B) Non-Capital Bid Related: 7 Years; (0403-02-026C) All other records: 5 years.
Updated: October 25, 2023
Description: This series consists of an approved, and budget obligated, purchase document, on behalf of the state or any of its agencies, authorizing a supplier to begin delivery of goods or services as desired in the document.
Retention: (0403-02-025A) Real-property: 11 years after sold; (0403-02-025B) Vehicle purchase: 5 years after disposition; (0403-02-025C) Capital Bid Related: 11 years; (0403-02-025D) Non-Capital Bid Related: 7 Years; (0403-02-025E) Insurance policy related: 7 years; (0403-02-025F) All other records: 5 years.
Retention: See description.
Updated: October 25, 2023
Description: Deeds, titles, purchasing records, and supporting documentation for land owned by an agency.
Retention: 11 years after the year in which the property was sold or transferred.
Updated: October 25, 2023
Description: This series documents system transactions, usually referencing POs, that are recorded acknowledging the delivery of goods or services by a supplier.
Retention: (0403-02-024A) Software: Life of system, software, or component; (0403-02-024B) Real-property: 11 years after sold; (0403-02-024C) Vehicle purchase or maintenance: 5 years after disposition; (0403-02-024D) Capital Bid Related: 11 years; (0403-02-024E) Non-Capital Bid Related: 7 Years; (0403-02-024F) Insurance policy related: 7 years; (0403-02-024G) All other records: 5 years.
Retention: See description.
Updated: October 25, 2023
Description: Publications, copies of records, and other materials that provide general reference for agency employees.
Retention: Retain for useful life.
Updated: October 25, 2023
