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
Department Academic Achievement	Record Retention Liaison Kristie Kiser	Email kkiser@ung.edu
Department Academic Affairs	Record Retention Liaison Ramona Robinson	Email rkrobinson@ung.edu
Department Advancement Services	Record Retention Liaison Amanda Harden	Email alharden@ung.edu
Department Athletics	Record Retention Liaison Derek Suranie	Email djsuranie@ung.edu
Department College of Arts and Letters	Record Retention Liaison Vacant	Email
Department College of Education: Dahlonega Campus	Record Retention Liaison Angel Grizzle	Email acgrizzle@ung.edu
Department College of Health Sciences and Professions	Record Retention Liaison Susan Miller	Email semiller@ung.edu
Department College of Science & Mathematics	Record Retention Liaison Alisha DeLozier	Email aadelozier@ung.edu
Department Counseling	Record Retention Liaison Shanta Ghimire	Email sghimire@ung.edu
Department CURCA/NCS	Record Retention Liaison Allison Grundel	Email algrundel@ung.edu
Department Distance Education and Technology Integration	Record Retention Liaison Irene Kokkala	Email ikokkala@ung.edu
Department General Counsel	Record Retention Liaison Tamera Bardenwerper	Email tbardenwerper@ung.edu
Department Honors Program	Record Retention Liaison Candace Lovell	Email cnlovell@ung.edu
Department IE - Assessment and Accreditation	Record Retention Liaison Vacant	Email
Department IE - Institutional Research	Record Retention Liaison Meagan Garris	Email megarris@ung.edu
Department IESA	Record Retention Liaison Jodi Carlyle	Email jcarlyle@ung.edu
Department Institutional Effectiveness and Research Administration	Record Retention Liaison Caity Walker	Email caity.walker@ung.edu
Department Interdisciplinary Healthecare	Record Retention Liaison Amy Brown	Email ammbrown@ung.edu
Department Internal Audit	Record Retention Liaison Jill Holman	Email jdholman@ung.edu
Department Kinesiology	Record Retention Liaison Lynn Foster	Email lfoster@ung.edu
Department Mike Cottrell College of Business	Record Retention Liaison Mary Anne Brown	Email mabrown@ung.edu
Department Nursing	Record Retention Liaison Regina Adjei-Bohyen	Email rpadjeibohyen@ung.edu
Department Office of the President	Record Retention Liaison Vacant	Email emcormack@ung.edu
Department Physical Therapy	Record Retention Liaison Staci Youngblood	Email slyoungblood@ung.edu
Department Student Engagement and Success	Record Retention Liaison Lori Brooksher	Email lbrooksher@ung.edu