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Administrative Services, Department of [ Total entries: 39 ]
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
Vital Record: TRUE
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.
Vital Record: TRUE
Updated: October 25, 2023
Description: Documents relating to appeals of adverse action for classified employees.
Retention: 6 years
Vital Record: FALSE
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.
Vital Record: TRUE
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
Vital Record: TRUE
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.
Vital Record: TRUE
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.
Vital Record: TRUE
Updated: October 25, 2023
Description: This series includes communications received or sent that document significant
Retention: Permanent
Vital Record: TRUE
Updated: October 25, 2023
Description: This series includes correspondence that documents formal decisions regarding routine matters.
Retention: 5 years
Vital Record: TRUE
Updated: October 25, 2023
Description: Records documenting administration of credit cards issued to individual agency staff or offices.
Retention: 7 years
Vital Record: TRUE
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.
Vital Record: TRUE
Updated: October 25, 2023
Description: Documents relating to reviewing and approving State agency requests for data processing and computing hardware and software.
Retention: Permanent
Vital Record: FALSE
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
Vital Record: FALSE
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.
Vital Record: TRUE
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
Vital Record: FALSE
Description: Record of final entry for all financial transactions.
Retention: 7 years
Vital Record: TRUE
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.
Vital Record: TRUE
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.
Vital Record: TRUE
Updated: October 25, 2023
Description: Documents relating to the recording of State funds and interest earned at each bank.
Retention: 4 years
Vital Record: FALSE
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.
Vital Record: TRUE
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.
Vital Record: TRUE
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.
Vital Record: TRUE
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.
Vital Record: TRUE
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.
Vital Record: TRUE
Updated: October 25, 2023
Description: Publications, copies of records, and other materials that provide general reference for agency employees.
Retention: Retain for useful life.
Vital Record: TRUE
Updated: October 25, 2023
Description: Documents relating to processing of a request proposal file.
Retention: 6.25 years
Vital Record: FALSE
Updated: October 25, 2023
Description: Purchase Requests from employees, or departmental end-users, which undergo approvals and budget commitments, to purchase goods or services, or to conduct a solicitation event, or to request contract documentation initiation.
Retention: (0403-02-023A) Capital Bid Related: 11 years; (0403-02-023B) Non-Capital Bid Related: 7 Years; ( 0403-02-023C) All other records: 5 years.
Vital Record: TRUE
Updated: October 25, 2023
Description: Claims and lawsuits filed against insured state employees and/or insured state entities; various requests for legal advice or services; investigations conducted regarding claims and lawsuits.
Retention: 7 years after case closed.
Vital Record: FALSE
Updated: April 27, 2021
Description: A solicitation conducted by the state, or any of its agencies, to initiate a competitive bidding process amongst suppliers, for execution of a contract or a PO award document.
Retention: (0403-02-027A) Capital Bid related: 11 years; (0403-02-027B) Non-Capital Bid Related: 7 Years; (0403-02-027C) All other records: 5 years.
Vital Record: TRUE
Updated: October 25, 2023
Description: Documents relating to statewide contracts established by purchasing agents for use by State agencies.
Retention: 6 years
Vital Record: FALSE
Updated: October 25, 2023
Description: This series is used as a quick reference of vendor data, selection, and update pertaining to agency operations. This series may include, but is not limited to, reports containing bidder or vendor numbers, addresses, contacts, Tax ID numbers (such as FEIN, TIN, SSN etc.), category codes, banking information, payee names, invoice numbers, amounts, warrant/voucher numbers, message comments, copies of purchase orders, requisitions, sourcing events, responses and awards, and product specification sheets.
Retention: (0403-02-029A) Capital Bid Related: 11 years; (0403-02-029B) Non-Capital Bid Related: 7 Years; (0403-02-029C) Inactive Vendors: 2 years after last activity; (0403-02-029D) All other records: 5 years.
Vital Record: TRUE
Updated: October 25, 2023
Description: Documents relating to transferring and disposing of surplus State property.
Retention: Surplus Property File: 4 years; Surplus Property Transfer Form File: 1 year
Vital Record: FALSE
Description: Documents relating to controlling the inventory of the State property within the surplus property warehouse.
Retention: 30 days
Vital Record: FALSE
Description: Records documenting the location of wiring and the design of the overall agency network environment.
Retention: Until superseded or obsolete and all audit requirements have been met.
Vital Record: TRUE
Updated: October 25, 2023
Description: Records with short-term interest that have no documentary or evidential value,
Retention: Retain for useful life.
Vital Record: TRUE
Updated: October 25, 2023
Description: Records documenting the purchase of equipment and vehicles.
Retention: 5 years after disposition of equipment.
Vital Record: TRUE
Updated: October 25, 2023
Description: Documents relating to the credit standing of vendors desiring to do business with the State.
Retention: 2 years
Vital Record: FALSE
Updated: October 25, 2023
Description: Documents relating to disbursing monies for workers' compensation and self insurance claims.
Retention: 10 years
Vital Record: FALSE
Description: Risk Management Services Workers' Compensation files
Retention: 10 years after case is closed.
Vital Record: FALSE
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
