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Open Records and Records Management

Records Management and Archives

Some offices have a separately approved schedule for destroying records. This message does not apply to those offices.

Every office should be destroying some records every year.

As a reminder, the process is as follows:

  1.  Using the University System of Georgia Records Series Index (Records Retention Schedules) determine which records should be destroyed.  Please refer to the revised schedule. 
  2. Complete the UNG Certificate of Records Destruction Form. The RRSI Category Number will come from the USG Retention Site.
  3. Send the completed UNG Certificate of Records Destruction Form to Darren Martin (Risk Management/Compliance) for my approval to proceed with the records destruction. Sign the “Records Officer” line only.
  4. Risk Management/Compliance will sign the “Approving Official” line and send the form back to you. 
  5. You may then destroy the records. Sign the UNG Certificate of Records Destruction Form (the “Records Destroyed By” line) confirming that the records have been destroyed. Return the form to me (Risk Management/Compliance) so that I may keep the original form.

If you need to destroy large quantities of documents, Document Destruction Services, INC. is one company that many offices on campus choose to use. The phone number is 770-287-9605.

There is no central location for document destruction on campus. 

For further assistance go to Records Management & Archives FAQ.

Failure to follow these procedures could result in significant legal problems for the university. Please be sure you keep your records destruction process up to date. 

Open Records Requests

The University of North Georgia is dedicated to the principles of open government and strives to ensure compliance as set forth with the Georgia Open Records Act. 

Making an open records request

Pursuant to OCGA 50-18-71(b)(1)(B), the President of the University has designated Darren Martin as the institution's Open Records Act Officer.

All written requests should be made by sending an email to the designated Open Records Act Officer at openrecords@ung.eduYou may also contact Darren Martin at 706-864-1463. Requests may also be submitted by fax at 706-864-1365 or by mail to:

Attn: Darren Martin
Risk Management & Compliance Director
University of North Georgia
82 College Circle
Dahlonega, Georgia 30597

Any UNG employee receiving a request for records should immediately notify the Open Records Act Officer at 706-864-1463 and direct the request or individual making the request to the Open Records Act Officer.

Procedure for handling open records requests

When a request has been received, the Open Records Act Officer will work with the requestor to determine which records will best provide them the information desired. The Open Records Act Officer will contact University employees to determine whether documents related to the request exist, how voluminous they might be, and how much time might be required to search and assemble them.

Within three business days of receiving the request the Open Records Act Officer will notify the requestor of the existence of records, an estimate of the cost of searching, assembling and copying, and obtain authorization to proceed with responding to the request. If the requestor wishes to proceed with the request and agrees to pay the associated costs, the Open Records Act Officer will work with the necessary departments to gather the records and provide them as promptly as possible to the requestor. 

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