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CATEGORY: FINANCIAL (08) [ Total entries: 17 ]
Description: Records include: accounts payable files; accounts receivable files; bank statements; cancelled checks, vouchers, and EFTS; cash balances and reconciliations; Bank Loans; Credit card records; Collection Records; 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 20, 2016
Description: Reports prepared by external auditors examining and verifying the agency's financial activities for a defined period of time.
Retention: Permanent
Updated: October 20, 2016
Description: Records documenting quotes by vendors to supply products or services to an agency.
Retention: (LG-08-005A) Capital Improvement Projects: 11 years; (LG-08-005B) All Other Records: 7 years
Updated: October 20, 2016
Description: Records documenting changes made in the agency's initial budget including change requests, request authorizations, funds transfers, and other records.
Retention: 6 years
Updated: October 20, 2016
Description: Records documenting the preparation of a budget request package and reporting of the status of funds, requesting amendments of allotments, and reporting program performance.
Retention: 5 years after the end of the fiscal year
Updated: October 20, 2016
Description: Document the repayment of funds raised through bond issues.
Retention: 5 years
Updated: October 20, 2016
Description: Records documenting services and products provided to an agency for a specified cost and period of time.
Retention: (LG-08-010A) Capital Improvement Projects: 10 years after expiration; (LG-08-010B) Other Contracts: 7 years after expiration
Updated: October 20, 2016
Description: Records used to develop, estimate, propose, and plan preliminary budget requests for cooperative state/federal programs and reflects the process by which annual budget allotments are distributed.
Retention: 5 years after the end of the fiscal year
Updated: October 20, 2016
Description: Records documenting useful life and depreciation of agency-owned equipment and property, usually for insurance purposes.
Retention: 4 years
Updated: October 20, 2016
Description: Records documenting grants from federal and state agencies.
Retention: 3 years after submission of final report or denial of application
Updated: October 20, 2016
Description: Records documenting federal, state, county, and municipal revenue-sharing; includes summaries, expenditures, and investments.
Retention: 5 years after submission of final report
Updated: October 20, 2016
Description: Includes the final approved budget for an agency.
Retention: Permanent
Updated: October 20, 2016
Description: Records documenting franchises granted to utility companies or other organizations allowing them to provide services to local residents.
Retention: 7 years after superseded
Updated: October 20, 2016
Description: Record of final entry for all financial transactions
Retention: 7 years
Updated: October 20, 2016
Description: Insurance claims records documenting accidents, property damage, or other incidents involving government owned vehicles or contractors.
Retention: 5 years after settlement
Updated: October 20, 2016
Description: Records documenting the conduct of an internal review of agency financial accounts and processes.
Retention: 5 years or two successive audits, whichever is longer
Updated: October 20, 2016
Description: Records documenting the certification of employees who are authorized to sign fiscal and contractual documents.
Retention: 7 years after authorization expires
Updated: October 20, 2016
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
