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Local Government Records Retention Schedules CATEGORY: ADMINISTRATION (01) [ Total entries: 42 ] LG-01-005 I Ad Hoc Narrative Reports Description: Ad Hoc Narrative Reports that describe agency functions and activities. Retention: 10 years Updated: October 20, 2016 LG-01-003 I Annexation Files Description: Records documenting the addition and/or incorporation of land into an existing city or county area. Retention: Permanent Updated: October 20, 2016 LG-01-004 I Annual Reports Description: Annual reports that describe agency functions and activities. Retention: Permanent Updated: October 20, 2016 LG-01-006 I Audio and Video Recording of Official Meetings Description: Audio and video of Council Meetings used for the preparation of written minutes. Retention: 90 days after minutes are prepared and verified. Updated: October 20, 2016 Georgia Archives University System of Georgia ---PAGE BREAK--- LG-01-007 I Certificate of Proof of Insurance Description: Certificate of Liability Insurance for contractors Retention: 7 years after contract expires Updated: October 20, 2016 LG-01-008 I City Charter Description: Includes the constitution and by-laws of an incorporated city. Retention: Permanent Updated: October 20, 2016 LG-01-009 I Code Violations Description: Any violations of the Code of Ordinances pertaining to property. Retention: 3 years Updated: October 20, 2016 LG-01-010 I Community Service Forms Description: Records documenting the terms of community service work or documenting the work provided. Retention: 3 years after completion of service or project Updated: October 20, 2016 LG-01-011 I Correspondence, Administrative Description: This series includes communications that document formal decisions regarding significant matters. Retention: Permanent Updated: October 20, 2016 ---PAGE BREAK--- LG-01-012 I Correspondence, General Description: This series includes correspondence that documents formal decisions regarding routine matters. If correspondence is related to records like contracts, bid selections, and the like where the retention is longer that five years but it would not be appropriate to keep permanent then the correspondence should be filed with the corresponding record. Retention: 5 years Updated: October 20, 2016 LG-01-013 I Correspondence, Transitory Description: This series includes records and communications received or sent that do not document decisions regarding significant matters. Retention: Retain for useful life. Updated: October 20, 2016 LG-01-014 I Crisis or Disaster Records Description: Records documenting events and damages to agency property due to storms, riots, fires, drought, floods, and other acts affecting the citizens or agency facilities; may include photos, logs, reports, notes, and correspondence. Retention: 5 years Updated: October 20, 2016 LG-01-015 I Daily Broadcast Logs Description: Records documenting agency daily broadcast activities via radio or television. Retention: 2 years Updated: October 20, 2016 LG-01-016 I Activity Reports Description: Record of activities. Retention: 2 years ---PAGE BREAK--- LG-01-017 I DCA Mandated Surveys Description: Surveys required by the Department of Community Affairs; includes, but is not limited to, Solid Waste Management Survey and Full Cost Report, Report of Local Government Finances, Independent Authority Bonded Indebtedness Form, Wage and Salary Survey, and Government Management Indicators Survey. Retention: 5 years Updated: October 20, 2016 LG-01-018 I e-Certified Mail and Return Receipts Description: Technology implemented to replace the "Green Card" certified mail receipts. Retention: 1 year, retain with corresponding documentation. Updated: October 20, 2016 LG-01-019 I Easements Description: Records documenting the granting of access by a property owner to a local government to run wiring, water or sewage pipes, and other public works (or other reasons). Retention: Permanent Updated: October 20, 2016 LG-01-020 I Emergency Preparedness Plans Description: Business recovery plans for man-made and natural disasters. Retention: 5 years after superseded Updated: October 20, 2016 LG-01-022A and LG-01-022B I Emergency Relief Grant Records Description: Records documenting eligibility for financial assistance following a natural or other type of disaster. Retention: (LG-01-022A) Records documenting federal grant: 5 years after final close out; (LG-01-022B) Other records: 3 years. ---PAGE BREAK--- Updated: October 20, 2016 LG-01-023 I Federal and State Grant Final Reports Description: Final narrative summary submitted according to requirements of the funding agency. Retention: 5 years after final closeout Updated: October 20, 2016 LG-01-024 I Historic Preservation Files Description: Records documenting preservation of local landmarks and buildings. Retention: Permanent Updated: October 20, 2016 LG-01-025 I Maps, Plats, and Drawings Description: Records documenting the location of roads, subdivisions, water, and sewage lines. Retention: Permanent Updated: October 20, 2016 LG-01-002-A and LG-01-002-B I Meeting Agendas, Minutes, and Packets Description: Records documenting proposed and executed proceedings of agency meetings. Retention: Minutes and approved attachments: Permanent; All other records: 5 years Updated: October 20, 2016 LG-01-026 I Meeting Notices Description: Official notification of the time and place of regular and special meetings. Retention: 5 years ---PAGE BREAK--- Updated: October 20, 2016 LG-01-041 I Milestone Event Record Description: Speeches and records documenting events marking a milestone in the local government. Retention: Permanent Updated: October 20, 2016 LG-01-027 I Open Records Act Requests and Correspondence Description: Inquiries from members of the public requesting access to information under the Georgia Open Records Act (O.C.G.A 50-18-70 et.seq.). Retention: 3 years Updated: October 20, 2016 LG-01-028 I Petitions Description: Signatures of local residents requesting action by an agency on a specific issue. Retention: 5 years Updated: October 20, 2016 LG-01-031 I Photographs or Videos - Other Description: With no historical significance Retention: Retain for useful life. Updated: October 20, 2016 ---PAGE BREAK--- LG-01-030 I Photographs or Videos for Maintenance or Project Records Description: Pictures collected by public works, parks, and community development departments during the course of performing and/or documenting routine work and maintenance. Retention: 5 years Updated: October 20, 2016 LG-01-029 I Photographs or Videos of Historical SignificancePhotographs or Videos of Historical Significance Description: Aerial and other photographs of county property and functions. Retention: Permanent Updated: October 20, 2016 LG-01-032 I Policies and Procedures Description: Standard operating practice for business processes Retention: Permanent. Retain 1 copy Updated: October 20, 2016 LG-01-033 I Printing Service Files Description: Includes printing requests, cost estimates, mock-ups, proofs, and printing plates. Retention: Retain for useful life. Updated: October 20, 2016 LG-01-034A and LG-01-034B I Project or Grant Applications Description: Applications for awards, grants, projects, et cetera. Retention: (LG-01-034A) 2 years, if not awarded. (LG-01-034A) Otherwise, 7 years after completion or award. ---PAGE BREAK--- Updated: October 20, 2016 LG-01-035 I Publications Description: Newsletters, handbooks, pamphlets, and brochures published by the agency. Retention: Permanent. Retain 1 copy Updated: October 20, 2016 LG-01-036 I Relocation Assistance Files Description: Records documenting financial assistance to individuals searching for new homes under the Community Development Program. Retention: 5 years Updated: October 20, 2016 LG-01-037 I Reports, Periodic Description: Quarterly and other narrative reports (not annual) that describe agency functions and activities. Retention: 3 years Updated: October 20, 2016 LG-01-038 I Resolutions and Ordinances Description: Local laws and actions adopted by the board of county commissioners. Retention: Permanent Updated: October 20, 2016 LG-01-039 I Right-of-Way Agreements Description: Agreements with property owners specifying the terms of access to property for public works purposes. Retention: Permanent Updated: October 20, 2016 ---PAGE BREAK--- LG-01-040 I Special Event Records Description: Speeches and records that reflect special events held or approved by the local government. E.g. parades, art show, auto show, craft show, holiday events. Retention: 5 years after the event Updated: October 20, 2016 LG-01-042 I Surveillance Video (Static) Description: Building or departmental video that monitors activities or traffic of a department or building. Retention: 180 days Updated: October 20, 2016 LG-01-043 I Visitors Logs and Sign-In Sheets Description: Consists of sign-in forms or sheets generally located at an agency's reception desk to document visitors to the facility. Retention: 2 years Updated: October 20, 2016 LG-01-044 I Website Information Description: The website reflects Records stored elsewhere as the copy of record. Retention: Retain until superseded. Updated: October 20, 2016 Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260 www.georgiaarchives.org