USG Records Retention Schedules
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CATEGORY: Police, Security and Safety Total: 26
Asbestos Records
Number: 0472-13-004A and B
Description: This series documents a building by building survey and plan to correct asbestos material hazards. This series may include but is not limited to: surveys; monitoring tests and reports; data forms; building plans; correction checklists; and removal records.
Retention: (0472-13-004A) Records documenting personal contact with asbestos: 30 years after separation; (0472-13-004B) All other records: 30 years.
Building System, Fire, and Inspection Records
Number: 0472-13-006
Description: This series documents building security and fire alarm systems, including maintenance and inspection records; inspections done by various agencies such as the city building department, health department, or fire department in the course of routine business and is used by the institution to correct and analyze safety problems and to document compliance with regulations.
Retention: 5 years.
Campus Security Authority (CSA) Reporting Records
Number: 0472-13-037
Description: This series includes reports of alleged incidents to have occurred on campus but not reported to police.
Retention: 7 years.
Carcinogenic Comp Inventory Research & Use, Chem & Hazardous Waste Dispose, Survey Rep, Incident Rep
Number: 0472-13-007A and B
Description: Full Name of Series: Carcinogenic Compound Inventory Research and Use, Chemical and Hazardous Waste Dispose, Survey Reports, and Incident Reports. This series documents the inventory and use of hazardous carcinogenic compounds by institutional researchers. This series may contain but is not limited to: inventories; research protocols; applications for use of Class B and C chemical carcinogens; chemical carcinogen animal care requirement forms; lists of personnel involved in laboratory contact with chemical carcinogens; and lists of carcinogenic compounds to be used in the specific research projects. Also includes receipt, shipment, and disposal of chemical material or hazardous wastes including inspection records, drum packing sheets, Uniform Hazardous Waste forms (EPA 8700), certificates of disposal from vendors; land disposal notification forms, and waste disposal records. Also includes records used to document student and employee exposure to hazardous chemicals as required by federal regulations.
Retention: (0472-13-007A) Records documenting personal contact with compounds: 30 years after separation; (0472-13-007B) All other records: 30 years.
Criminal Incident Statistical Reports
Number: 0472-13-033A and B
Description: Uniform Crime Reports.
Retention: (0472-13-033A) Annual Report: Permanent; (0472-13-033B) Other periodic reports: 5 years.
Criminal Trespass Notification Records
Number: 0472-13-034
Description: These records document persons who have been prohibited from entering campus properties.
Retention: 6 years.
Dispatch and Automatic Call Distribution Vector Records
Number: 0472-13-005
Description: This series documents dispatch of officers to both criminal and noncriminal incidents occurring on campus and the technical programming for automatic call distribution.
Retention: 3 years or until case is adjudicated, whichever is longer.
Emergency Management Operations Reports
Number: 0472-13-035
Description: Records documenting the type of emergency operation and the assistance provided.
Retention: 3 years.
Updated: April 05, 2017
Environmental Regulations Records
Number: 0472-13-012
Description: This series documents institutional compliance with environmental laws and guidelines of federal, state, or local governments. This series may include but is not limited to: Title V Air Discharge permits; air quality reports; waste water discharge permit applications; waste water discharge permits; water quality reports; waste water discharge records; notices of violation; and notices of non-compliance.
Retention: 10 years.
Evidence and Property Logs
Number: 0472-13-036
Description: Documents evidence, property stored for safekeeping, and found property acquired and maintained by the police dept.
Retention: 5 years after disposition of property.
Human Materials Authorizations Records
Number: 0472-13-014
Description: This series documents faculty proposals to use human biological materials in classroom instruction.
Retention: 10 years.
Identification/Signature Card Records
Number: 0472-13-015
Description: This series documents the issuance of identification cards.
Retention: 4 years after superseded or employee separation.
Incident & Accident Reports, Criminal Investigation Case Files - Non-Capital Felonies & Misdemeanor
Number: 0472-13-001B
Description: This series documents reports of incidents of known or suspected criminal activity, vehicular accidents, personal injury reports, and miscellaneous calls for service occurring on campus and surrounding streets. Records include incident type, date, time, case number, and details of the incident.Criminal Investigation Case Files include any documents relevant to the investigation of suspected criminal activity in order to arrest and convict the perpetrators; includes incident reports and supplements, documentary evidence, criminal history information, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports etc.
Retention: 20 years after settlement of case.
Incident & Accident Reports, Criminal Investigation Case Files - Personal Injury Cases & Vehicle Acc
Number: 0472-13-001C
Description: Full Title: Incident and Accident Reports, Criminal Investigation Case Files - Personal Injury cases and Vehicle Accident Reports This series documents reports of incidents of known or suspected criminal activity, vehicular accidents, personal injury reports, and miscellaneous calls for service occurring on campus and surrounding streets. Records include incident type, date, time, case number, and details of the incident.Criminal Investigation Case Files include any documents relevant to the investigation of suspected criminal activity in order to arrest and convict the perpetrators; includes incident reports and supplements, documentary evidence, criminal history information, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports etc.
Retention: 7 years
Incident and Accident Reports, Criminal Investigation Case Files - Miscellaneous Reports
Number: 0472-13-001D
Description: This series documents reports of incidents of known or suspected criminal activity, vehicular accidents, personal injury reports, and miscellaneous calls for service occurring on campus and surrounding streets. Records include incident type, date, time, case number, and details of the incident.Criminal Investigation Case Files include any documents relevant to the investigation of suspected criminal activity in order to arrest and convict the perpetrators; includes incident reports and supplements, documentary evidence, criminal history information, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports etc.Miscellaneous Reports documents incidents that may not be criminal in nature (neither felony nor misdemeanor) and miscellaneous calls for service occurring on campus and surrounding streets. These can include witness to civil actions, or emergency response, etc.
Retention: 3 years.
Incident and Accident Reports, Criminal Investigation Case Files - Capital Felonies
Number: 0472-13-001A
Description: This series documents reports of incidents of known or suspected criminal activity, vehicular accidents, personal injury reports, and miscellaneous calls for service occurring on campus and surrounding streets. Records include incident type, date, time, case number, and details of the incident. Criminal Investigation Case Files include any documents relevant to the investigation of suspected criminal activity in order to arrest and convict the perpetrators; includes incident reports and supplements, documentary evidence, criminal history information, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports etc.
Retention: Capital Felonies: 50 years after settlement of case.
Internal Affairs Investigations
Number: 0472-13-032A and B
Description: This series contains records used to investigate complaints against public safety officers.
Retention: (0472-13-032A) Founded: 50 years after settlement of case; (0472-13-032B) Unfounded: 1 year after investigation completed.
Material Safety Data Sheets Records
Number: 0472-13-020
Description: This series documents the institution's inventory of hazardous chemicals; record keeping is mandated by the Hazardous Communications Program of the Occupational Safety and Health Administration (OSHA).
Retention: 30 years.
Protective Wear and Device Request Records
Number: 0472-13-023
Description: This series documents the authorization and acquisition of specialized safety devices and clothing for employees working in hazardous situations.
Retention: 3 years after disposal of items.
Radiation Material Licensing, Handling, Disposal, Monitoring, Exposure, and Safety Committee
Number: 0472-13-024
Description: This series documents the licensing of the institution to receive, use, store, dispose of, and ship radioactive materials and to provide a record of the reception, handling, shipment, and disposal of radioactive material or radioactive hazardous wastes at the institution to comply with federal and state record keeping and reporting requirements. Records may include: waste material pick up requests and tags; radioactive waste drum inventory forms; uniform hazardous waste manifest forms; radiation waste shipment and disposal manifest forms; radiation material inventory sheets; radiation material shipment receipt record forms; waste disposal record cards; disposal site letters of arrival acknowledgment; sewered radioactive material log sheets etc.
Retention: Retain in office.
Security Access Records
Number: 0472-13-028A, B, and C
Description: Records documenting employee, student, and visitor access to institution facilities.
Retention: (0472-13-028A) Cardkey and key issuance records: 5 years after superseded; (0472-13-028B) Security access logs: 6 months; (0472-13-028C) Securities log: 60 days.
Security Surveillance Records
Number: 0472-13-029A, B, and C
Description: This series includes video/audio recordings from patrol vehicles, body worn cameras, and campus security/surveillance systems.
Retention: (0472-13-029A) Digital or analog video recordings and images from agency security systems: 30 days or until settlement of known civil claims; (0472-13-029B) Video recordings from vehicles or body worn devices shall be retained from 180 days; (0472-13-029C) If video is part of an investigation, accident, detainment, or use of force: 30 months or until after final adjudication.
Speed Detection Device Documentation
Number: 0472-13-039A and B
Description: This series of documents include the Dept. of Transportation approved resolution to run radar, a list of streets approved to run radar and all updates to the list. Additional records include applications to run radar, officer certifications, and the Certificate of Calibration.
Retention: (0472-13-039A) Resolution, original application documents, database, and road list: Retain in office; (0472-13-039B) Additional records: 6 years.
Traffic and Parking Citations, Citation Logs, and Warnings
Number: 0472-13-022
Description: This series documents traffic and/or misdemeanor violations of law or city ordinances.
Retention: 2 years after final adjudication.
Use of Force
Number: 0472-13-038
Description: Documents related to reporting use of force. Information contained in the report includes what level of force was used and why.
Retention: 7 years.
Vehicle Assistance and Parking Related Records
Number: 0472-13-031
Description: This series documents registration and parking of motor vehicles, motorcycles, and bicycles. This shall include, but not be limited to; vehicle registration, decal assignment, parking space assignment, release of liability waivers, and all other documents and reports related to parking and registration.
Retention: 5 years.
University System of Georgia, 270 Washington St., Atlanta, GA 30334