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

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.