Georgia Tech Records Management & Retention Policy
In accordance with the Georgia Records Act, O.C.G.A § 50-18-90 et seq., Georgia Tech shall follow the Records Retention schedule set forth by the USG Records Retention Schedule and follow the USG Records Management Policies.
Each department shall retain and dispose of records in accordance with the USG Records Retention Schedule. The Schedule describes the required amount of time that a specific type of record shall be retained before it is destroyed. Georgia Tech will not maintain records longer than necessary.
The Georgia Tech Records Management and Retention Policy communicates how records are to be maintained and destroyed.
Q: What is a record?
A: Any recorded information in any form, regardless of medium or characteristics, including data in computer systems, created or received and maintained by GT or GT personnel in the transaction of business and kept as evidence of such activity.
Q: Do all records require approval before they can be destroyed?
A: Transitory records can generally be destroyed without documentation and can simply be deleted or placed in recycling. Transitory records are records that do not document decisions or contain significant information about GT’s programs, fiscal status, or operations. These can include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, reference files, personal correspondence, non-university publications, junk mail/spam, and other records of a preliminary or information nature. If you are not sure something can be disposed of without authorization contact Records Management.
Q: Can I keep my records longer than the Retention Schedule prescribes?
A: USG requires that records not be maintained any longer than is necessary. However, should your records be subject to a legal hold or an audit, they may be required to be kept longer than prescribed in the Retention Schedule. If you have a business need that requires you to retain records longer than prescribed by the Retention Schedule, contact Records Management for guidance.
Vital Records & Disaster Recovery
Vital records are those records which are essential for the day to day functioning of the Institute. In most instances today, these records are in electronic form. Your department should develop a disaster recovery plan that would address the recovery of such mission-critical records in the event of an emergency.
The Georgia Tech Records Center can provide off-site, off-line storage for back-up copies of vital records.