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Ports Authority, Georgia [ Total entries: 54 ]
Description: This schedule contains reports of incidents of suspected criminal activity investigated by sworn peace officers or reports of incidents of miscellaneous non-criminal activity investigated by sworn peace officers or security personnel.
Retention: 5 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains records used to investigate complaints against public safety officers. When relevant, polygraph case files containing official polygraph reports and associated documents.
Retention: (0916-0006A) Founded: 50 years; (0916-0006B) Unfounded: 10 years after separation
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains reports analyzing what occurred during an incident. The report explains the nature of the event and what happened, what went well, challenges encountered, failures, and how to address similar situations in the future based on lessons learned during the incident.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains a record of arrests for suspects charged with criminal offenses.
Retention: 25 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule documents relating to asset forfeitures. When assets, such as money, are sized from criminals, the agencies involved split the money amongst themselves. The money is used for specific items, such as vehicles, training, or equipment.
Retention: 6 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documentation requesting time off and benefits to be utilized.
Retention: Retain until entered into eTime.
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule reports the arrival of rail cars and disposition for unloading and releasing rail cars. Records in this series include, but are not limited to, car reports, spot sheets, pull orders, Bulk Facility logs, demurrage explanation assistance logs, rail orders, and rail car reports for bad orders.
Retention: 2 years.
Vital Record: FALSE
Updated: April 27, 2023
Description: This schedule reports traffic and other accidents on public property.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule recorded information received through incoming calls and logged at the time of dispatch.
Retention: 7 years
Vital Record: FALSE
Updated: April 27, 2023
Description: The schedule contains documents relating to Administering Construction Projects.
Retention: 11 years after the completion of the project. Before destruction, evaluate for possible permanent retention.
Vital Record: FALSE
Updated: April 27, 2023
Description: This schedule records summarizing crime statistics in an area.
Retention: (0916-0013A) Annual Report: Permanent;(0916-0013B) All other periodic reports: 5 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on investigations of misdemeanor crimes.
Retention: 5 years after adjudication
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains investigation documents of suspected criminal activity to arrest and convict the perpetrators; includes incident reports and supplements, documentary evidence, criminal history sheets, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports, and any other documents relevant to the investigation. When relevant, polygraph case files containing official polygraph reports and associated documents.
Retention: 50 years after adjudication
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on investigations of felony crimes, other than capital offenses.
Retention: 7 years after adjudication
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on the investigation of personal injury or serious non-criminal accidents, including incident reports and supplements, documentary evidence, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports, and any other documents relevant to the investigation.
Retention: 7 years after settlement of case.
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on investigation unit/division criminal case files whose subject matter is a non-violent felony offense.
Retention: 12 years after closed
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on investigation unit/division criminal case files whose subject matter is a serious violent felony as defined by OCGA 17-10-6.1.
Retention: 20 years after closed
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on investigation unit/division criminal case files whose subject matter is a misdemeanor offense.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains records advising subjects that they are prohibited from entering GPA properties.
Retention: Retain until trespass expires, or if a permanent trespass exists retain for 100 years.
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains certification standards, standards status reports, written directives, photographs, and other documents related to proof of compliance with the Customs Trade Partnership Against Terrorism (CTPAT) Program.
Retention: 3 years after confirmation of certification/recertification
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains forms identifying vessels, corresponding berth assignments, and dock conditions pre-arrival and post-departure.
Retention: 2 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains records documenting the types of emergency operations and assistance provided.
Retention: 5 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains digital or analog voice recordings of radio and telephone communications.
Retention: (0916-0024A) Retain until settlement of claims; (0916-0024B) No known incident/accident: 30 days
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains records documenting the management of evidence. This Includes chain of custody reports; Evidence Storage Area Visitor Logs; Storage Area Inventory Reports; Release of Evidence/Property Records.
Retention: 5 years after disposition of property
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains records documenting the transfer of a criminal to a different jurisdiction for trial.
Retention: 5 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains paper copies of fingerprints taken by law enforcement.
Retention: Retain until entered into fingerprint database or part of an investigative file.
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documentation regarding sworn personnel referred for evaluation.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on equipment calibration and other records related to the administration of alcohol and controlled substances testing programs.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains files related to employee training and audits for departmental compliance with Georgia Crime Information Center regulations/rules.
Retention: 4 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains Certification Standards, standards status reports, written directives, photographs, and other documents related to proof of compliance with the Georgia Law Enforcement Certification Program (GLECP).
Retention: 3 years after confirmation of certification/recertification
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents relating to Insurance policies for G.P.A.
Retention: 7 years after expiration of policy/membership and settlement of all claims
Vital Record: FALSE
Updated: April 27, 2023
Description: This schedule contains documents on reports maintained on individuals given breath tests to determine alcohol levels.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on confidential sources/informants - both paid and unpaid.
Retention: 10 years after informant becomes inactive
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on state form recordings of any criminal accusations made against a juvenile.
Retention: 5 years or adjudication of case
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains records relating to canines owned by GPA (Police). This includes medical and training records.
Retention: 4 years after the dog leaves unit (retires)
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on U.S. Coast Guard required MTSA compliance documentation specific to training; drills and exercises; security incidents and breaches; changes in MARSEC levels; maintenance, calibration, and testing of security equipment; security threats; declarations of security (DoS); annual security audits; vulnerability assessments; and facility security plans.
Retention: (0916-0038A) Vulnerability assessments and security plans: 7 years; (0916-0038B) All other records: 3 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains any reports of damages, accidents, or incidents occurring on Georgia Port Authority terminals and/or facilities. This includes property damages, cargo damages, equipment damages, accidents, and incidents at Georgia Ports Terminals and/or facilities. This schedule applies to all damage reports.
Retention: 5 years
Vital Record: FALSE
Updated: April 27, 2023
Description: This schedule contains the form used to track tests conducted of the RADAR/LIDAR devices.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on the notification of lost, stolen, destroyed, or damaged property owned by GPA through the chain of command. The department replaces property damaged or destroyed in the line of duty; officers must replace items damaged or destroyed while not on duty. Includes a description of the property and how the damage occurred.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains requests for outside or secondary employment.
Retention: Retain until employee separates from department.
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on speed detection device permits, approved road lists, and updates to the road list - additional records such as applications, officer certifications, device calibration records, and radio station frequency licenses.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents of subpoenas / summons received by the department for members to appear before the court.
Retention: 3 years after disposition of case
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains a record of unit/watch/tour activities and particularly noteworthy events.
Retention: Retain for useful life.
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains a listing of parking tickets and other traffic citations issued by the department and documentation of court delivery.
Retention: 5 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documentation related to personnel training, requests for training, training delivered, field training reports, and training attendance rosters. Department training lesson plans, including subject, activity, and/or project.
Retention: (0916-0046A) Individuals: 10 years following employee separation; (0916-0046B) All current lesson plans: housed with training and (0916-0046C) Discontinued or revised plans: 2 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documents on Unclaimed Property: Records documenting a financial asset that has been abandoned or unclaimed by the rightful owner as described under O.C.G.A. Title 44.
Retention: 7 years after property abandoned
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains charging documents or warnings given to drivers for identified/observed traffic violations.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documentation related to reporting the use of force by department personnel. Information contained in the report includes what level of force was used and why. The report supplements an incident report.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains documentation to record the determination of the vehicle collision review board, which reviews vehicle collisions involving department employees. Information includes: if the employee was or was identified to be at fault; if the collision was avoidable; the identified proximate cause; and what, if any, discipline and/or remedial training is appropriate.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains records documenting the towing, impoundment, and release of vehicles by members of the department.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains video recordings from law enforcement body-worn devices, devices located on or inside of law enforcement vehicles, and drones.
Retention: Five years from the date of the recording and, if litigation is commenced during such period, it shall be retained until a final adjudication of such litigation.
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains visitor sign-in logs for GPA-limited or controlled access buildings.
Retention: 2 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains communication documentation through the chain of command that a citation has been voided for a valid reason. Reasons tickets are voided include an error on the officer’s part or the violator providing the officer with inaccurate information.
Retention: 7 years
Vital Record: TRUE
Updated: April 27, 2023
Description: This schedule contains written directives concerned with policy, rules, and procedures for department personnel, including General Orders (GO), Special Orders (SO), Operational Orders, Instructional Memorandums, and the department's Standard Operating Procedure (SOP).
Retention: Permanent
Vital Record: TRUE
Updated: April 27, 2023
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
