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  • Risk Mgmt. Manual
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    Records Management and Archives

    The goal of Records Management is to promote and ensure the proper retention and disposal of records to satisfy the legal, fiscal and administrative need of the University and to assist the staff and faculty with record management issues.  The University will abide by the policies set forth by the Board of Regents and fulfills the requirements of Georgia statues. Records Management has set up trained departmental liaisons to assist with questions regarding forms, schedules, destruction and storage. 

    Departmental Representatives

    Each office should be aware of the retention periods, as listed in the USG Records Retention Schedule, for records in its care. If records are not listed in the schedule or there are necessary changes, this office will contact the State Archives. Records not listed in the schedule cannot be legally destroyed. 

    The University will not maintain records (including electronic records) longer than necessary, but the records are not to be destroyed until authorized by the Records Management Officer. Therefore, offices should consider an annual review and destruction time for their records.

    Procedures

    • Complete the Documents Disposal Form
    • Records Management will review, considering the records vs schedule and need or requirement for archival
    • Records Management’s written authorization will be given to destroy or archive
    • Should records require archiving, all departments/offices will follow the procedures set forth with UNG Archives
    • For analog materials, complete the Records Transfer Authorization form and include a completed copy of the Record Transfer Inventory form. Then contact UNG Special Collections & Archives at archives@ung.edu to arrange for the materials to be picked up or dropped off in the library.
    • For electronic materials, please contact Special Collections & Archives at archives@ung.edu or 678-717-3656.

    If you need to destroy large quantities of documents, Document Destruction Services, INC. is one company that many offices on campus choose to use. Please contact your department representative or Records Management should you need assistance with another vendor. 

    There is not a central location for document destruction on campus at this time. However, our departmental representatives may pool together for a bulk shredding service to be arranged for if needed.

    For further assistance, visit the USG Records Management & Archives FAQ webpage. Failure to follow these procedures could result in significant legal problems for the university. We encourage you keep your records destruction process up to date.

    • Departmental Representatives
      Department Record Retention Liaison Email
      Academic Achievement Kristie Kiser kkiser@ung.edu
      Academic Affairs Ramona Robinson rkrobinson@ung.edu
      Advancement Services Amanda Harden alharden@ung.edu
      Athletics Derek Suranie djsuranie@ung.edu
      Center for Teaching, Learning and Leadership Kathleen Pendleton kdpendleton@ung.edu
      College of Arts and Letters Laura Mullins llmullins@ung.edu
      College of Education: Dahlonega Campus Angel Grizzle acgrizzle@ung.edu
      College of Education: Gainesville Campus Martha Murray mmmurray@ung.edu
      College of Health Sciences and Professions Susan Miller semiller@ung.edu
      College of Science & Mathematics Alisha DeLozier aadelozier@ung.edu
      Counseling Shanta Ghimire sghimire@ung.edu
      CURCA/NCS Allison Grundel algrundel@ung.edu
      Distance Education and Technology Integration Irene Kokkala ikokkala@ung.edu
      General Counsel Tamera Bardenwerper tbardenwerper@ung.edu
      Honors Program Candace Lovell cnlovell@ung.edu
      IE - Assessment and Accreditation Teresa Ledford tledford@ung.edu
      IE - Institutional Research Meagan Garris megarris@ung.edu
      IESA Jodi Carlyle jcarlyle@ung.edu
      Institutional Effectiveness and Research Administration Brenda Bishop bmbishop@ung.edu
      Interdisciplinary Healthecare Amy Brown ammbrown@ung.edu
      Internal Audit Jill Holman jdholman@ung.edu
      Kinesiology Lynn Foster lfoster@ung.edu
      Mike Cottrell College of Business Mary Anne Brown mabrown@ung.edu
      Nursing Regina Adjei-Bohyen rpadjeibohyen@ung.edu
      Office of the President Ellen Cormack emcormack@ung.edu
      Physical Therapy Staci Youngblood slyoungblood@ung.edu
      Student Affairs and Enrollment Management Lori Brooksher lbrooksher@ung.edu
      University Relations Josie Toney jvtoney@ung.edu
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