Identifying Records

  • Use the University System of Georgia’s Records Retention Guidelines to help identify your records.
  • The Glossary of Records Management Terms [PDF] will help you better understand Records Management guidelines.
  • Conduct a records inventory of your office and organize your records.
  • Identify records retention and disposition requirements.
  • Classify your records: active, inactive, or vital.
  • Break files regularly (eg: each semester, quarterly, yearly, etc. as needed) and separate active from inactive and store inactive files.
  • Confer with the University Archivist to determine if your files have long-term informational, evidential, historical, or administrative value. These records must be preserved. See the following online examples.
  • Identify vital records and duplicate vital records off-site. Inactive vital records, and files with long-term value, may be housed in the University Archives. Contact the University Archivist, Laurel Bowen for more information at 404-413-2887 or
  • The Departmental Records Disposition form [PDF] may be used as a tool to assist departments in calculating the disposition dates of records, in locating records, and as an approval form for disposition and destruction of departmental records. The form should be housed within the department.