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Human Services, Department of [ Total entries: 328 ]
Description:
Retention: 2 years
Vital Record: FALSE
Description: Locating absent parents of children receiving Public Assistance and to collecting child support monies from such parents.
Retention: Unlocated parent: Retain until determination that parent cannot be located. Located parent: 1 year after child's eligibility for public assistance is terminated.
Vital Record: FALSE
Description: Collecting payments from deserting parents for support of their child(ren), who receive public assistance; and distributing those funds to the proper authorities.
Retention: See original documentation
Vital Record: FALSE
Description: Records pertaining to clients older than 18 years of age
Retention: 10 years from date of last service
Vital Record: FALSE
Description: Recording disciplinary and adverse actions taken against DHR employees.
Retention: 5 years after case is completed and no further action anticipated.
Vital Record: FALSE
Description: Maintaining a weekly report of patient activity for all patients receiving treatment from the Alcohol and Drug Abuse Program.
Retention: Record Copy: 2.5 years. Reference Copy: 1 year.
Vital Record: FALSE
Description: Treating alcohol and drug abuse clients/outpatients in the alcohol and drug treatment centers.
Retention: 35 years after all records are found to be in order at the treatment center to which client was referred
Vital Record: FALSE
Description:
Retention: 3 years
Legal Citation: CFR Title 26, Section 213, p. 175
Vital Record: FALSE
Description:
Retention: Material Management Section: 5 years. Other offices: Retain until no longer needed for audit or administration.
Vital Record: FALSE
Description: Balancing salary and retirement contribution totals on computer tape with the summary totals for the year.
Retention: 4 years
Vital Record: FALSE
Description: Monitoring contracted organizations to determine compliance with Appalachian Regional Development Act regulations.
Retention: 5 years
Vital Record: FALSE
Description: Researching and recording criminal history of applicants and employees in classes of positions or designated positions within classes with direct care/treatment/custody responsibilities for DHR clients.
Retention: Record and Reference copies: 4 years
Vital Record: FALSE
Description: Approving service providers for foster care/day care.
Retention: See original documentation.
Vital Record: FALSE
Description: Requests to the Medical Care Foundation from hospitals for payment by the Department for services provided to patients who were required to remain in hospitals for a longer period of time than the normal limits established by the Department.
Retention: 4 years
Vital Record: FALSE
Description:
Retention: 5 years
Vital Record: FALSE
Description: Auditing, by Office of Audits staff, to determine accuracy of funds collected and expended for respective DHR programs in Georgia counties State-wide.
Retention: 5 years
Vital Record: FALSE
Description: Auditing (by outside agencies - other than DHR Office of Audits staff) DHR units and programs which may be: a financial unit to determine financial accountability, or a performance audit to determine operation efficiency and effectiveness.
Retention: 5 years
Vital Record: FALSE
Description: Reviewing forms, received from counties State-wide, concerned with authorizing foster care for children who need this service.
Retention: Accounting, District/County Offices: 3 years or until audit questions have been resolved. Monthly prinout: Retain for useful life.
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description: Monitoring bank accounts.
Retention: 5 years or until unresolved claims/audits are resolved, whichever is longer
Vital Record: FALSE
Description: Business enterprise for the blind and severely handicapped of the state.
Retention: 5 years
Vital Record: FALSE
Description: Maintaining individual personnel records for each blind worker employed at State facilities.
Retention: 50 years after termination of employment
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description: Appointments to County Boards of Departments of Family and Children Services.
Retention: Record copy: Permanent. District offices: See original documentation for retention.
Vital Record: FALSE
Description: Appointments, by County Grand Jury, of members to the County Board of Health.
Retention: Record copy of Register: Permanent. Papers and District offices: See original documentation for retention.
Vital Record: FALSE
Description:
Retention: 5 years
Description: Preparing and submitting to DHEW Federal operating budgets and expenditure projection reports for the various titles of the Social Security Act.
Retention: 5 years
Vital Record: FALSE
Description: Planning, coordinating, reviewing, and approving operating budgets for institutions and divisions of DHR; including hospitals.
Retention: Budget Offices: 4 years. Section and Unit Offices: 2 years.
Vital Record: FALSE
Description: All areas of responsibility and interest to the Director of the Office of Budget Administration, State-wide.
Retention: 5 years
Vital Record: FALSE
Description:
Retention: Paper: Authorize banks to hold for 90 days (until microfilm verified). Microfilm (Record copy): 5 years, (Duplicate): Retain until audit/program questions resolved.
Vital Record: FALSE
Description: Processing orders (by mail) for supplies, forms, and drugs to county physicians, hospitals, and pharmacies; and for County Health Departments, Vocational Rehabilitation, Family & Children Services, and all other county offices.
Retention: Record (Central Supply) copy: 3 years. Other copies: Until receipt of all items requested.
Vital Record: FALSE
Description: The receipt and tabulation of Child Abuse Reports.
Retention: Ruled Out Cases: 3 years. Confirmed, Suspected, Undetermined Cases: 10 years.
Vital Record: FALSE
Description:
Retention: Years ending in 0: Permanent. All other years: 3 years.
Vital Record: FALSE
Description:
Retention: See original retention documentation for instructions
Vital Record: FALSE
Description: Records pertaining to clients younger than 18 years of age
Retention: 10 years after client reaches age of majority (18 in Georgia) or 28 calendar years from date of last service
Vital Record: FALSE
Description: Monitoring contracted organizations for determining compliance with Title XX regulations.
Retention: 6 years
Vital Record: FALSE
Description: Administering the Title XX Programs throughout Georgia.
Retention: Years ending in 1 or 6: Transfer to State Archives for permanent retention. All other years: 6 years.
Vital Record: FALSE
Description:
Retention: Years ending in 4: Permanent. All other years: 3 years.
Vital Record: FALSE
Description:
Retention: See original retention documentation for instructions
Vital Record: FALSE
Description:
Retention: Years ending in 9: Permanent. All other years: 2 years.
Vital Record: FALSE
Description:
Retention: See original retention documentation for instructions
Vital Record: FALSE
Description:
Retention: Cut off at end of each 6 months then destroy
Vital Record: FALSE
Description:
Retention: Return Form 5721 to county from which received after determination that parent cannot be located
Vital Record: FALSE
Description:
Retention: Follow procedure in DFACS Handbook
Vital Record: FALSE
Description: Locating deserting parent (s) of children not receiving public assistance.
Retention: 10 years after case is closed
Vital Record: FALSE
Description:
Retention: 18 months or until State audit is comleted, whichever is earlier
Vital Record: FALSE
Description: Establishing paternity of child(ren) of absent parent and obtaining, from that absent parent, agreement to pay child support.
Retention: Retain until end of calendar year in which child attains age of 18. See original documentation for detailed instructions.
Vital Record: FALSE
Description: Contracting the services of District Attorneys, Statewide, to assist DHR in establishing paternity and for securing support for minor needy children from their parents or other legally responsible persons.
Retention: Contracts Management (Record copy): 6 years. DA's copy: same as Child Support Recovery Unit.
Vital Record: FALSE
Description: The administration of child welfare papers.
Retention: 5 years
Vital Record: FALSE
Description: All documents relating to health services provided to Babies Can't Wait and Children First clients.
Retention: 5 years from date of last service; for Children First, 5 years from the child's exit from the program or 5th birthday
Vital Record: FALSE
Description: All health records pertaining to clients seen by Children's Medical Services.
Retention: 6 years after client reaches age of majority (21 years per Medicaid)
Vital Record: FALSE
Description:
Retention: Retain until age 18
Vital Record: FALSE
Description:
Retention: 3 years after case is closed.
Vital Record: FALSE
Description:
Retention: 5 years
Vital Record: FALSE
Description: Investigations of complaints against DHR and its service providers by clients. (Civil Rights Act, 1964)
Retention: 15 years after disposition of charge or action
Vital Record: FALSE
Description: Investigating, evaluating and planning for children and families who are involved in the adoption process.
Retention: Permanent
Legal Citation: OCGA 19-8-18
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description: Maintaining records concerning enrollment and termination of individuals participating in the work experience program.
Retention: 3 years
Vital Record: FALSE
Description:
Retention: 3 years after termination of emloyment
Vital Record: FALSE
Description: Procurement of services by contracting various parties to perform specific operational functions for DHR Division Services.
Retention: 6 years
Vital Record: FALSE
Description:
Retention: Record copy: 5 years after audit questions resolved. Non-record copies: 2 years after audit questions resolved.
Vital Record: FALSE
Description: Grants to local organizations for the development of innovative and effective child care programs.
Retention: 4 years
Vital Record: FALSE
Description:
Retention:
Vital Record: FALSE
Description: Copyright use of materials.
Retention: 10 years after expiration of authorization
Vital Record: FALSE
Description: Grants to local organizations for the development of innovative and effective child care programs.
Retention: Permanent
Vital Record: FALSE
Description: Changing, recording and verifying county payroll deductions.
Retention: 5 years
Vital Record: FALSE
Description:
Retention: 3 years or until resolution of audit, whichever is longer
Vital Record: FALSE
Description: The tabulation and computation of the number of public assistance cases within a county.
Retention: Permanent
Vital Record: FALSE
Description:
Retention: 100 years
Vital Record: FALSE
Description:
Retention: Recorded on master index: retain for useful life; not recorded: retain for 2 years
Vital Record: FALSE
Description:
Retention: 20 years
Vital Record: FALSE
Description:
Retention: 6 years
Vital Record: FALSE
Description: Auditing State-allocated funds expended by County Health Departments, Health Districts, and Mental Health Catchment areas.
Retention: Record copy: 5 years after audit questions resolved. Non-record copies: 2 years after audit questions resolved.
Vital Record: FALSE
Description: The number of cases a Court Service Worker has assigned to him
Retention: 1 year
Vital Record: FALSE
Description: Paying utility bills for eligible clients.
Retention: 3 years
Vital Record: FALSE
Description: The administration of monthly Assistance Payments to Cuban Refugees.
Retention: Social History file: Permanent. Financial Files: 5 years.
Vital Record: FALSE
Description: Collecting statistical information for use in hospital care health planning and resource development in Georgia.
Retention: Permanent
Vital Record: FALSE
Description: Dead and Old Age Assistance Cases.
Retention: 1 year
Vital Record: FALSE
Description: Receiving and answering requests for information concerning the Public Assistance Program in Georgia.
Retention: 1 year
Vital Record: FALSE
Description: Projecting, analyzing, and estimating the annual budget for the Department of Family and Children Services (DFCS).
Retention: 5 years
Vital Record: FALSE
Description: Recording and analyzing county DFCS offices performance and effectiveness.
Retention: Every fourth year (beginning FY80): Permanent. All others: 5 years
Vital Record: FALSE
Description: Documents relating to recording complaints filed by employees under the DHR Employee Complaint Procedure.
Retention: Central Office: 5 years after final decision is received and no appeal is pending. Other offices: 1 year after final decision and no appeal is pending
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description: The determination of degree of disability and/or eligibility for supplemental security income payments under Titles II and XVI of the Social Security Act.
Retention: 18 months after case is closed.
Vital Record: FALSE
Description: Records of children placed in DFCS foster care
Retention: Retain until child reaches 23 years of age
Legal Citation: DFCS Social Service Policy Manual, Chapter 70.5, Foster Care Records Management and Retention Section
Vital Record: FALSE
Description: Control of jobs performed by commercial State contractors, commercial printing plants or photo shops.
Retention: 2 years
Vital Record: FALSE
Description: Maintaining case files for individuals certified as Emergency Medical Technicians-ambulance.
Retention: 1 year after termination of EMT-A Certification
Vital Record: FALSE
Description: Maintaining emergency plans in DHR Institutions containing provisions for emergency relief and continuity of operations in cases of major disasters, i.e. fire; storms (tornados, hurricanes, severe wind storms, earthquakes); explosion (electrical, steam, fuel or natural gas, nuclear); bomb threats.
Retention: Retain for useful life
Vital Record: TRUE
Description: Maintaining various reports of tests and exercises performed to evaluate Emergency Plans developed for emergency situations at DHR Institutions.
Retention: 3 years
Vital Record: FALSE
Description: Documents relating to maintaining a record of employee wage garnishment.
Retention: 4 years
Vital Record: FALSE
Description: Processing applications (from residents of Georgia) for financial help with home energy costs through Federal grants.
Retention: Energy Assistance Office/County Offices: 3 years
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description: The collection of raw data to be compiled and analyzed over a period of time.
Retention: Retain until completion of raw data
Vital Record: FALSE
Description: Scheduling appointments at County Health Departments for children eligible for Early Periodic Screening Diagnosis and Treatment (ESPDT).
Retention: See original retention documentation
Vital Record: FALSE
Description: Investigating employee/applicant grievances concerning employment.
Retention: 5 years after final disposition of charge or action.
Vital Record: FALSE
Description: Request for an equipment status change, i.e. : surplus, destruction, theft or loss.
Retention: Consult Archives
Vital Record: FALSE
Description: Documenting agency expenditures for goods, equipment and services.
Retention: 5 years or until audit/unresolved claims resolved, whichever is longer
Vital Record: FALSE
Description: Researching and recording the criminal history of directors and employees of all types of Child Care Facilities and Personal Care Homes.
Retention: 7 years
Vital Record: FALSE
Description: Documents relating to processing, conducting, and decision making on all programmatic and administrative areas of the Department where hearings are required.
Retention: 3 years
Vital Record: FALSE
Description: auditing State-allocated funds expended by Family and Children Services County Food Stamp Programs.
Retention: Record copy: 5 years after audit questions resolved. Non-record copies: 2 years after audit questions resolved.
Vital Record: FALSE
Description:
Retention: See original retention documentation for instructions
Vital Record: FALSE
Description:
Retention: Years ending in 9: Permanent. All other years: 3 years.
Vital Record: FALSE
Description:
Retention: 50 years
Vital Record: FALSE
Description:
Retention: 10 years from date of last service
Vital Record: FALSE
Description: Visits of Field Representatives to County Departments of Family and Children Services.
Retention: Permanent
Vital Record: FALSE
Description: Manufacturing brooms, mops and mattresses at Georgia Factory for the Blind.
Retention: 2 years
Vital Record: FALSE
Description:
Retention: 9 months
Vital Record: FALSE
Description:
Retention: 1 year
Vital Record: FALSE
Description:
Retention: 1 year
Vital Record: FALSE
Description:
Retention: Retain for useful life
Vital Record: FALSE
Description:
Retention: Building evacuation plans: Retain until superseded. All other files: 3 years.
Vital Record: FALSE
Description: Schedules 1980-0001 through 1980-0209. List of 209 reports with various retention periods. See original documentation.
Retention: See original documentation
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description:
Retention: 5 years
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description:
Retention: Retain for useful life
Vital Record: FALSE
Description: Administering the Food Stamp program in the State of Georgia.
Retention: 3 years
Vital Record: FALSE
Description: Court suits filed against various State agencies and/or United States Department of Agriculture personnel, to include the State of Georgia Food Officer.
Retention: 3 years
Vital Record: FALSE
Description: Administering the program to restore food stamp benefits which had been lost.
Retention: 3 years
Vital Record: FALSE
Description: Surveying and evaluating, State-wide, the efficiency and effectiveness of the Food Stamp Program in Georgia.
Retention: 3 years
Vital Record: FALSE
Description: Validation by State authorities of County action in determining recipient eligibility for food stamps as required by Federal Regulation.
Retention: Files covering fiscal years ending in 3 or 8 (one cubic foot selected at random): Permanent. All other files: 3 years.
Vital Record: FALSE
Description: Administering the Food Stamp program in the State of Georgia.
Retention: 3 years
Vital Record: FALSE
Description: Issuing coupons in Georgia for the Food Stamp Program (Food Stamp Act of 1964).
Retention: 3 years
Vital Record: FALSE
Description: Administering the Food Stamp Outreach Program in Georgia.
Retention: 3 years
Vital Record: FALSE
Description: Maintaining records for the Federal audit of books and records for County Food Stamp Programs State-wide.
Retention: 5 years or until audit quesitons have been resolved, whichever is longer.
Vital Record: FALSE
Description: Maintaining records of the internal audit of books and records for County Food Stamp Programs State-wide.
Retention: Years ending in 1 or 6: Transfer to State Archives. All other years: 5 years or until audit quesitons have been resolved, whichever is longer.
Vital Record: FALSE
Description: Issuing food stamp books and collecting and depositing funds collected for the State.
Retention: 5 years
Vital Record: FALSE
Description: Staff visits and surveys conducted to provide advice and assistance, and to evaluate the effectiveness of forms management operations and programs.
Retention: 1 year or until another survey is made
Vital Record: FALSE
Description: Maintaining requests for the original copy of a cancelled public assistance check from agencies involved in the investigation of forged endorsement of check.
Retention: 2 years
Vital Record: FALSE
Description:
Retention: 5 years
Vital Record: FALSE
Description: Recording daily data transactions of the Georgia Child Welfare Information System.
Retention: 4 years
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description: Shipping products ordered by the United States Government.
Retention: 3 years
Vital Record: FALSE
Description: Payment of payrolls for construction of health facilities.
Retention: Return to contractor 3 years after end of construction project
Vital Record: FALSE
Description: Files document that grants are awarded in a fair and impartial manner.
Retention: 4 years
Vital Record: FALSE
Description:
Retention: 5 years or until audit questions are resolved, whichever is longer.
Vital Record: FALSE
Description:
Retention: Years ending in 3: Permanent. All other years: 3 years.
Vital Record: FALSE
Description:
Retention: See original retention documentation for instructions
Vital Record: FALSE
Description:
Retention: 1 year after registration terminated
Vital Record: FALSE
Description:
Retention: 3 years
Vital Record: FALSE
Description:
Retention: 3 years
Vital Record: FALSE
Description:
Retention: Retain for useful life
Vital Record: FALSE
Description:
Retention: Retain until termination of employment, permit is superseded, or permit is revoked
Vital Record: FALSE
Description:
Retention: 2 years after return or release of property
Vital Record: FALSE
Description:
Retention: See instructions
Vital Record: FALSE
Description:
Retention: 3 years
Vital Record: FALSE
Description:
Retention: 5 years after completion of project
Vital Record: FALSE
Description: Includes only consent forms for immunization
Retention: 5 years from date of last service
Vital Record: FALSE
Description: Includes, but is not limited to recording of date of immunizations and associated clinical information in electronic system (GRITS)
Retention: 6 years after client's death
Vital Record: FALSE
Description: Paper immunization records
Retention: Retain until child reaches age 28; includes any paper record of immunizations not entered into electronic database; does not include informed consent form
Vital Record: FALSE
Description: Identifying debtors who owe money to the State; and in cooperation with the Department of Revenue, collecting those debts by setting off a claim against (State Income Tax) refunds due the debtor.
Retention: 5 years or after audit requirements fulfilled, whichever is longer
Vital Record: FALSE
Description:
Retention: Transfer to Medical Personnel for inclusion in Patient Medical Record (Chart)
Vital Record: FALSE
Description:
Retention: Retain for useful life
Vital Record: FALSE
Description:
Retention: Transfer to physician or medical personnel as requested
Vital Record: FALSE
Description:
Retention: Surgial Pathology Reports: 5 years. All other lab test reports: 2 years.
Vital Record: FALSE
Description: Documents relating to review of plans and specifications of institutions constructed within the State.
Retention: 10 years after reviews completed and preliminary plans approved
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description:
Retention: Record copy: 5 years after audit questions resolved. Non-record copies: 2 years after audit questions resolved.
Vital Record: FALSE
Description: The transfer of a juvenile, under the jurisdiction of the Youth Service Section of the State of Georgia, to or from another State.
Retention: Years ending in 0 or 5 (one cubic foot selected at random): Permanent. All other files: 4 years after case become inactive.
Vital Record: FALSE
Description: Documents relating to supply inventory control, management, billing and accounting of consumable goods.
Retention: Paper files: 5 years. Electronic file: Update as needed. Reference copies: Retain for useful life
Vital Record: FALSE
Description: Apprehending youth who escape from State custody; and investigating circumstances for determining proper handling of each case.
Retention: Care terminated in the year youth reaches 18: 4 years after youth reaches age 18. Care terminated before youth reaches 18: 3 years after youth reaches age 18.
Vital Record: FALSE
Description:
Retention: Retain until job description is superceded or position abolished
Vital Record: FALSE
Description:
Retention: Retain until completion of job standard or when project is discontinued
Vital Record: FALSE
Description:
Retention: 1 year
Vital Record: FALSE
Description:
Retention: 1 year
Vital Record: FALSE
Description: Testing and analyzing blood samples for metabolic disfunctions, hypertension, and lead poisoning.
Retention: 2 years
Vital Record: FALSE
Description: Requisition requests for supplies from a centralized office (Laboratory Services).
Retention: 3 years
Vital Record: FALSE
Description:
Retention: 3 years
Vital Record: FALSE
Description: Documents relating to maintaining lease and rental agreements on all leased space for the department.
Retention: Consult State Archives
Vital Record: FALSE
Description: Receiving requests from County Departments of Family & Children Services; arranging for legal services to clients through the State Department of Law; and approving payment for those services.
Retention: Preventive, Supportive, and Adult Services Unit: 2 years. DHR Office of Budget Administration: See Schedule 1975-0240. DHR Office of Accounting Services: See Schedule 1978-0185.
Vital Record: FALSE
Description:
Retention: Evaluations, Standards and Planning Unit copy: 5 years. MHMR Cost Accounting Office copy: 3 years or until no longer needed for audit purposes. Consortium copy: 3 years or until no longer needed for reference.
Vital Record: FALSE
Description:
Retention: 2 years after license terminated
Vital Record: FALSE
Description:
Retention: Files for years ending in 0: Permanent. All other files: 4 years.
Vital Record: FALSE
Description:
Retention: 4 years
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description:
Retention: 1.5 years
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description: Reporting (to the Maternal Health Section by each county of the State) health services to women during the child-bearing years.
Retention: Permanent
Vital Record: FALSE
Description:
Retention: See original retention documentation for instructions
Vital Record: FALSE
Description:
Retention: Years ending in 3: Permanent. All other years: 3 years.
Vital Record: FALSE
Description:
Retention: Cut off annually and destroy
Vital Record: FALSE
Description:
Retention: Magnetic disk: Retain until superseded. Monthly/Quarterly Reports COM: Retain until verification of Annual Updated Report. Annual Updated Report: 5 years or until audit questions resolved, whichever is longer.
Vital Record: FALSE
Description:
Retention: Monthly/Quarterly Reports COM: 21 months. Annual Updated Report: 5 years or until audit questions resolved, whichever is longer.
Vital Record: FALSE
Description: Maintaining a list of Georgia residents eligible for Medicaid assistance payments.
Retention: Monthly Reports COM: Retain until verification of following month's report. Annual Report COM: 5 years or after audit questions resolved, whichever is longer.
Vital Record: FALSE
Description: The licensing of hospitals and nursing homes in Georgia which participate in the Medical Assistance Program.
Retention: Files for years ending in 0: Permanent. All other files: 4 years.
Vital Record: FALSE
Description: Maintaining annual financial statements of payments made to Medicaid nursing homes and to clarifying cost adjustments (supplementary or refunded payments) to the financial statements.
Retention: 4 years or after audit resolved, whichever is longer
Vital Record: FALSE
Description: Paying Medicaid providers for services rendered to Medicaid clients.
Retention: Security copy microfilm: 7 years. Office copies microfilm: 3 years. Provider Invoice Form: Retain until microfilm verified.
Vital Record: FALSE
Description: The overpayments of Medicaid Assistance Funds to Medicaid Vendors (Physicians, hospitals, nursing homes and other health facilities) and the subsequent refunding of these overpayments to the Department of Human Resources.
Retention: 4 years
Vital Record: FALSE
Description: Determining eligibility of Medicare (federally-funded and operated programs) recipients for supplemental Medicaid assistance (state-operated programs).
Retention: Monthly Reports COM: Retain until verification of Annual Updated Report. Annual Report COM: 5 years or after audit questions resolved, whichever is longer.
Vital Record: FALSE
Description: Authorizing qualified Emergency Medical Technicians to render patient care which has been legally approved for their level of training.
Retention: 1 year after termination of Medical First Responder License
Vital Record: FALSE
Description: The licensing of hospitals and nursing homes in Georgia which participate in the Medical Assistance Program - Title XVIII.
Retention: Files for years ending in 0: Permanent. All other files: 4 years.
Vital Record: FALSE
Description: Requests for all services and treatment for individuals who apply for services for retardation disabilities in the State.
Retention: Central Registry and Institutions: 35 years after individual is ineligible for service
Vital Record: FALSE
Description:
Retention: Retain until superseded
Vital Record: FALSE
Description:
Retention: 5 years
Vital Record: FALSE
Description: Listing each employee's retirement salary and contribution amount on a monthly basis.
Retention: 4 years
Vital Record: FALSE
Description:
Retention: Retain until equipment salvaged or transferred from the inventory.
Vital Record: FALSE
Description:
Retention: See instructions
Vital Record: FALSE
Description:
Retention: 1 year
Vital Record: FALSE
Description:
Retention: Retain until posted to equipment historical record files
Vital Record: FALSE
Description: State Medical Institution vehicle fleet.
Retention: Retain until posted to new card or card is full
Vital Record: FALSE
Description: Investigating work place health hazards and recommending improvements for reduction of such hazards through education, training, and consultation.
Retention: 20 years, except for those determined by the Unit Chief to require long-term retention
Vital Record: FALSE
Description: Administering the program, State-wide, to improve the quality life for older people.
Retention: Permanent
Vital Record: FALSE
Description: Maintaining records for all areas of interest to the Director of the Office of Audits.
Retention: 5 years
Vital Record: FALSE
Description: Administering and coordinating the functions of the Office of Management Information Systems.
Retention: 4 years
Vital Record: FALSE
Description: Documents relating to all areas of responsibility of the director of Support Services.
Retention: Office director: 3 years. Section/Unit managers: 2 years
Vital Record: FALSE
Description: Conducting operational audits, other examinations of DHR units, special projects and investigations.
Retention: Office of Audits (Record copy): 5 years after all audit questions resolved. Reference copies: 2 years after all audit questions resolved.
Vital Record: FALSE
Description:
Retention: Record copy: 5 years after audit questions resolved. Non-record copies: 2 years after audit questions resolved.
Vital Record: FALSE
Description:
Retention: Retain for useful life
Vital Record: FALSE
Description: Documents used in orientations and briefings given to top management, visitors, or State officials about the mission, functions, and physical layout of the hospital/institution.
Retention: Retain for useful life
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description: Payments made by patients, family and/or patient's health insurance for medical services provided to the patient within the State Hospital System.
Retention: 1 year after determination that no further repayment can reasonably be expected.
Vital Record: FALSE
Description: Identifying deposits made by state hospitals (usually daily) to patient payment accounts.
Retention: 5 years
Vital Record: FALSE
Description: Maintaining corrections of transactions to the Patient Ledger File.
Retention: 10 years
Vital Record: FALSE
Description: Documents relating to recording the receipt of Medicaid funds reimbursed to the State for services rendered to Medicaid clients residing in State Institutions.
Retention: 4 years
Vital Record: FALSE
Description: Recording the receipt of Medicare funds reimbursed to the State for services rendered to Medicare patients residing in State Institutions.
Retention: 4 years
Vital Record: FALSE
Description: Maintaining out-patient charges incurred by patients.
Retention: 4 years
Vital Record: FALSE
Description: The maintenance of listings identifying financial accounts of patients admitted to State Hospitals.
Retention: Monthly ledger: Retain until next monthly summary verified. Annual ledger: 10 years.
Vital Record: FALSE
Description: Identifying payments made by patient income sources to DHR.
Retention: Monthly summary: Retain until next monthly summary verified. Annual summary: 7 years.
Vital Record: FALSE
Description: Changing, recording and verifying payroll deductions.
Retention: 5 years
Vital Record: FALSE
Description: In-service training received by DHR employees; and to developing training materials and/or curriculum standards for contracted agencies funded by Federal and/or State resources, and providing in-service training to personnel for those agencies State-wide.
Retention: Training Coordinator: 3 years. Contracted Agency Coordinators: 6 years. District Offices/Contracted Agencies: 3 years.
Vital Record: FALSE
Description: Correspondence regarding application for training.
Retention: 3 years
Vital Record: FALSE
Description: Relating to the use, receipt, and issuance of tax-free alcohol within the DHR institutions.
Retention: 3 years unless extended by federal authorities (see original documentation)
Legal Citation: See original documentation
Vital Record: FALSE
Description: Maintaining control records governing the administration and dispensing of drugs to patient-clients in Georgia Department of Human Resources Institutions for all non_controlled drugs and all drugs listed in the controlled substance schedules of the Comprehensive Drug Abuse Prevention Act of 1970, Public Law 91-513, dated October 27, 1970 and the Georgia Controlled Substances Act, Chapter 79A Amended, 1974, and any amendments to said schedules.
Retention: Medical Prescription Files: 2 years. Pharmacy Inventory, Distribution and Receipt Files: 2 years. Pharmacy Drug Reference Files: Retain for useful life. Poison Disperal Log: 5 years.
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description: Documents relating to maintaining, creating, revising or updating and issuing the Departments individual Administrative, Grants-to_Counties and DHR Board Policies and Procedures and related manuals which compile the policies and procedures.
Retention: Development documents: 7 years. Published policies/procedures: official copies: Permanent; reference copies: retain for useful life
Vital Record: FALSE
Description:
Retention: Retain for useful life
Vital Record: FALSE
Description: All documents relating to health services provided to PRS/PCM clients
Retention: 6 years from date of last service
Vital Record: FALSE
Description: Documents relating to processing data; and sample of each, printing job.
Retention: 2 years
Vital Record: FALSE
Description: Preparing, coordinating, issuing, and interpreting directives, policies, procedures, and comparable instructional material. These files accumulate from preparation and interpretation of instructions.
Retention: 7 years
Vital Record: FALSE
Description: Documents relating to constructing and renovating State owned and operated Department of Human Resources facilities.
Retention: Permanent
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description:
Retention: 3 years after determination that case is closed, uncollectible, or paid in full
Vital Record: FALSE
Description: Authorization of monetary assistance (Public Assistance) to eligible recipients in the State.
Retention: 3 years or until resolution of audit, whichever is longer
Vital Record: FALSE
Description: The recovery of public assistance funds from banks who have made unauthorized payment of public assistance checks.
Retention: 5 years
Vital Record: FALSE
Description: Maintaining record of disposition of cancelled PA check.
Retention: 5 years
Vital Record: FALSE
Description:
Retention: 3 years or until resolution of audit, whichever is longer
Vital Record: FALSE
Description: Maintaining reference listing of public assistance check numbers assigned by DOAS and corresponding preprinted MICR number.
Retention: 5 years
Vital Record: FALSE
Description: Official correspondence between county Department of Family and Children Services and the State Department.
Retention: 3 years
Vital Record: FALSE
Description:
Retention: 3 years or until resolution of audit, whichever is longer
Vital Record: FALSE
Description: Stopping payment on a Public Assistance check.
Retention: 3 years
Vital Record: FALSE
Description: Determining client medical eligibility for medical assistance only and incapacity.
Retention: Central Medical Eligibility Office: 3 years after client is no longer eligible for assistance. County Offices: Follow the disposition guidelines in the FCS Procedures Manual.
Vital Record: FALSE
Description: Determining client medical eligibility for medical assistance only and incapacity.
Retention: Central Medical Eligibility Office: 35 years (see original schedule for further instructions). County Offices: Follow disposition guidelines in FCS Procedures Manual.
Vital Record: FALSE
Description: Request, by recipients of the various Public Assistance Programs in the State, for information on these programs.
Retention: 1 year
Vital Record: FALSE
Description: Validation by State authorities of County action in determining recipient eligibility for public assistance as required by Federal Regulation.
Retention: Files covering fiscal years ending in 3 or 8 (one cubic foot selected at random): Permanent. All other files: 3 years.
Vital Record: FALSE
Description: Maintaining a listing of public assistance checks received from DOAS identifying checks that have not cleared the bank and have not been paid to Welfare clients during a monthly issuing period.
Retention: 5 years
Vital Record: FALSE
Description: Maintaining a listing of public assistance checks issued with corresponding batch control number.
Retention: Six-month report: 5 years. Monthly/Periodic reports: Retain for useful life.
Vital Record: FALSE
Description: Maintaining a listing of public assistance checks received from Bank identifying the checks that have cleared the bank and have been paid to Welfare clients during monthly issuing period.
Retention: 5 years
Vital Record: FALSE
Description: Maintaining a record of Public Assistance System client eligibility and financial data.
Retention: Security original: 5 years (at State Records Center). Duplicates: Retain for useful life.
Vital Record: FALSE
Description: Documents relating to control of publications work in progress.
Retention: 1 year
Vital Record: FALSE
Description: Validation of County action in determining recipient eligibility as required by Federal Regulation
Retention: 5 years
Vital Record: FALSE
Description: Determinations of the necessity of treatment for possible rabid victims.
Retention: 5 years
Vital Record: FALSE
Description: Conducting and coordinating studies for cost allocation for Federal reimbursement of funds for salary and travel of personnel who work in County Departments of Family and Children Services and support staff in the State Department of Human Resources.
Retention: 4 years
Vital Record: FALSE
Description: Specific instances of furnishing, denying, or granting access to information from State records.
Retention: Place release in corresponding Patient Medical Record Case File
Vital Record: FALSE
Description: Visits and surveys conducted to provide advice and assistance, or to evaluate the effectiveness of records management operations and programs.
Retention: 1 year or until another survey is made
Vital Record: FALSE
Description: Communications with the State Records Management Division concerning authority for disposition of specific files, and special studies of specific files for the purpose of establishing or revising disposition schedules.
Retention: 2 years
Vital Record: FALSE
Description:
Retention: 5 years
Vital Record: FALSE
Description:
Retention: 1 year after decision to not implement proposal
Vital Record: FALSE
Description: The daily population including name, sex, race, and vital information of the Regional Y.D.C.'s.
Retention: 1 year
Vital Record: FALSE
Description:
Retention: See original retention documentation for instructions
Vital Record: FALSE
Description:
Retention: Years ending in 3: Permanent. All other years: 3 years.
Vital Record: FALSE
Description: The number of juveniles served by the center for the month.
Retention: 3 years
Vital Record: FALSE
Description: Documents relating to requesting and monitoring issuance of rental car and petroleum credit cards.
Retention: Material Management Section: 5 years. Other offices: Retain until no longer needed for audit or administration.
Vital Record: FALSE
Description: A report of recipients served by the Division of Family and Children Services.
Retention: 1 month
Vital Record: FALSE
Description:
Retention: 15 years
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description: All health records pertaining to scoliosis screenings
Retention: 6 years from date of original screening
Vital Record: FALSE
Description: Maintaining semi-monthly payroll listings.
Retention: Retain until receipt of updated printout.
Vital Record: FALSE
Description:
Retention: 5 years
Vital Record: FALSE
Description: The review of applications for Community Action Programs by the State Equal Opportunity Office.
Retention: Initial grant application and program progress reviews: Permanent. Other files: 5 years.
Vital Record: FALSE
Description: Health records pertaining to one-time service encounters.
Retention: 5 years from date of service
Vital Record: FALSE
Description: Maintaining a listing of contributions made by Departmental divisions to the Social Security Trust Fund.
Retention: 1 year
Vital Record: FALSE
Description: All areas of interest and responsibility of the Director of Special Administrative Services.
Retention: 7 years
Vital Record: FALSE
Description: The reimbursement of Federal Funds for the purchase of milk at the YDC and RYDC's.
Retention: 3 years or until state audit is completed, whichever is longer
Vital Record: FALSE
Description: The care and supervision of juveniles in lieu of institutionalization. The Special Projects include Day Centers, Community Treatment Centers, and Group Homes.
Retention: Retain until the end of the year in which the child reaches majority.
Vital Record: FALSE
Description: The control and auditing of expenditures to determine the eligibility of counties to receive public assistance funds.
Retention: 5 years
Vital Record: FALSE
Description: All areas of responsibility and interest of the Director of the Comprehensive Health Planning Unit.
Retention: Permanent
Vital Record: FALSE
Description:
Retention: Retain until the end of the calendar year in which the license is terminated
Vital Record: FALSE
Description:
Retention: 7 years
Vital Record: FALSE
Description:
Retention: 3 years or until resolution of audit, whichever is longer
Vital Record: FALSE
Description: Maintenance of administrative control records for the Stroke and Heart Attack Prevention Program.
Retention: Adult Health Unit: Permanent. Other offices: Retain for useful life.
Vital Record: FALSE
Description: Maintenance of a medical file on each client participating in the screening and detection program for stroke and heart attack risk factors.
Retention: 5 years after client becomes inactive or 1 year after client is deceased.
Vital Record: FALSE
Description: Providing detail invoicing and network usage for telecommunication services.
Retention: All DHR Offices (record copy): 5 years. IT section: 6 months.
Vital Record: FALSE
Description: Documents relating to requesting additions, changes and deletions of telecommunication systems, equipment and related services.
Retention: Facilities Support Section: 5 years. Other offices: Retain until no longer needed for audit or administration.
Vital Record: FALSE
Description: Documents relating to requesting cancellation or new telephone credit cards.
Retention: Facilities Support Section: 5 years. Other offices: Retain until no longer needed for audit or administration.
Vital Record: FALSE
Description: The notification of the State Office that a juvenile has been held in a Regional Youth Development Center for thirty (30) days or longer.
Retention: 1 month
Vital Record: FALSE
Description: The compilation of an index of all social services available within the State.
Retention: Microfiche Original: 1 year. Magnetic Tape: Held permanently by DOAS. Other files: Retain until superseded.
Vital Record: FALSE
Description: Investigating complaints charging discrimination with respect to services available to eligible Georgia citizens. (Civil Rights Act, 1964)
Retention: 5 years after final disposition of charge or action.
Vital Record: FALSE
Description: monitoring service programs, provided by Title XX contracted agencies, to assure that Federal requirements are met.
Retention: 3 years
Vital Record: FALSE
Description: Reviewing and evaluating Title XX Programs State-wide for assuring that each program is operated according to all applicable laws and regulations.
Retention: 3 years
Vital Record: FALSE
Description: Monitoring and evaluating the service programs provided by the County Departments of Family and Children Services to assure that Federal Requirements are met.
Retention: 3 years
Vital Record: FALSE
Description: Maintaining documentation of services provided to clients receiving assistance in DHR Social Services programs.
Retention: 2 years
Vital Record: FALSE
Description:
Retention: 5 years
Vital Record: FALSE
Description: The issuance of permits governing the sanitational facilities in tourist accommodation (hotels, motels, etc.) in the State of Georgia, signifying compliance with the Rules and Regulations of the Ga. Dept. of Human Resources adopted pursuant to the Georgia Health code, Chapter 88-11, Georgia Laws 1964, p. 449, et seg..
Retention: 20 years
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description:
Retention: Retain for useful life
Vital Record: FALSE
Description: Authorizing participation in the Georgia Food Stamp Program.
Retention: Paper: 1 year after film verification. Microfilm security copy: 5 years after verification. Microfilm duplicate: Retain for useful life.
Vital Record: FALSE
Description: All documents relating to health services provided to tuberculosis patients; cases includes those clients with active TB infection and/or with latent TB infection (LTBI) and an abnormal chest X-ray
Retention: 21 years from date of last service
Vital Record: FALSE
Description:
Retention: 10 years from end of calendar year in which X-ray was taken
Vital Record: FALSE
Description:
Retention: 10 years from end of calendar year in which X-ray was taken
Vital Record: FALSE
Description: All documents relating to health services provided to tuberculosis clients; prophylaxis includes those clients with LTBI and a normal chest X-ray
Retention: 21 years from date of last service
Vital Record: FALSE
Description:
Retention: Negative: 3 years. Positive: 7 years.
Vital Record: FALSE
Description:
Retention: 3 years.
Vital Record: FALSE
Description:
Retention: Negative: 3 years. Positive: Place in TB Case File.
Vital Record: FALSE
Description:
Retention: Retain for useful life
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description: Recording wages paid to employees and taxes due for unemployment insurance.
Retention: 4 years
Vital Record: FALSE
Description: The number of juveniles served by Urban Detention Center (not State administered).
Retention: 1 year
Vital Record: FALSE
Description: Documents relating to monitoring the use of vehicles.
Retention: Material Management Section: 5 years. Other offices: Retain until no longer needed for audit or administration.
Vital Record: FALSE
Description:
Retention: Material Management Section: 5 years. Other offices: Retain until no longer needed for audit or administration.
Vital Record: FALSE
Description:
Retention: 2 years
Vital Record: FALSE
Description:
Retention: Paper record: 2 years; Floppy disk: retain for useful life
Vital Record: FALSE
Description: Case histories in vocational rehabilitation.
Retention: 3 years
Vital Record: FALSE
Description: Maintaining financial and statistical records for all clients in the Vocational Rehabilitation Program.
Retention: 3 years or until resolution of audit, whichever is longer
Legal Citation: 45 CFR, Part 74, Subpart D
Vital Record: FALSE
Description: Maintaining a client reference index card on each client serviced by the program.
Retention: Division Office Copy: Retain to end of Fiscal Year. District Office Copy: 3 years after case becomes inactive. Counselor's Copy: 3 years after case becomes inactive.
Vital Record: FALSE
Description: Projects for Vocational Rehabilitation services which receive grants from the Federal government. These grants are for the rehabilitation of people who, because of some defect, physical or mental, are unable to gain meaningful employment.
Retention: Permanent
Vital Record: FALSE
Description: Authorizing residents of Georgia to participate in the State Food Program.
Retention: 1 month
Vital Record: FALSE
Description: Maintaining records of projects served by persons known as Vista Volunteers.
Retention: Permanent
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description: The issuance of permits governing the impoundment of water in the State of Georgia, signifying compliance on date of issue with the Rules and Regulations of Ga. Dept. of Human Resources governing Mosquito Control and other measures on impounded waters.
Retention: 5 years
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description:
Retention: Retain for useful life
Vital Record: FALSE
Description:
Retention: Permanent
Vital Record: FALSE
Description: Reviewing and certifying the accuracy of Program participation and financial reports prepared by district offices and local health clinics, and to compiling and submitting required State reports to the Food and Nutrition Service; U.S. Department of Agriculture.
Retention: 4 years
Legal Citation: 7 CFR Ch. II, Section 246.25
Vital Record: FALSE
Description: WIC-associated health records; applies only to WIC health records kept separately from child health records (if WIC records are kept as part of child health records, follow schedule 427-017)
Retention: Retain for 3 years past the end of calendar year in which date of last service occurred
Vital Record: FALSE
Description: Processing claims by employees for injuries and/or disabilities received at their job.
Retention: 5 years
Vital Record: FALSE
Description: (X-ray film) relating to the examination and diagnosis of patients at hospitals, clinics, and facilities of the State of Georgia.
Retention: 7 years
Vital Record: FALSE
Description: Projecting, analyzing, and estimating the annual budget for the Department of Human Resources.
Retention: Office of Budget Services, Institutional/Division Budget Offices: 5 years. Section/Unit Budget Offices: 1 year
Vital Record: FALSE
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
