Retention Schedules

What is a retention schedule?

A retention schedule is a list of the types of records (record series) created and received by an institution. The Georgia Archives of the University System of Georgia (USG) writes the retention schedules used by the University of West Georgia. The Schedules, as a functional extension of the Records and Information Management Policy, are adopted as the minimum length of time records are kept.

Why do we need retention schedules?

As a state agency, everything the University community creates - both in hardcopy and electronically – is considered a record. As per the Georgia Records Act O.C.G.A. § 50-18-102(b), no record may be legally destroyed unless through the operation of an approved retention schedule. The Office of the Governor approves all State of Georgia retention schedules.

How are the schedules organized?

The USG Records Retention Schedules are organized by categories based upon the function of the record. Retention schedules provide a description and retention information for each record series.

These retention schedules are continuously updated as we learn about new records created and received by the University as well as changes to existing business processes that affect current records. If you have any questions, suggestions, revisions, or additions regarding the schedules, please contact us at