Records Retention Schedule Change Request Process - University ...

Records Retention Schedule Application Change Request
Process and Instructions
The Regents Advisory Committee (RAC) provides a process for the review, approval,
disapproval, revision (i.e. amendment or modification) of the University System of Georgia
records retention schedules and those submitted by all institutions.
The review process is conducted by the Regents Advisory Committee twice yearly in February
and August. A completed and signed “Records Retention Schedule Change Request Form”
must be submitted to the Regents Advisory Committee by the end of the following months:
The process includes the following:
• January (for review in February)
• July (for review in August)
• Complete the Records Retention Schedule Change Request Form online at:
http://www.usg.edu/records_management/
• Ensure that the form has been signed by the appropriate authorities
• Submit or forward the form to your Campus Records Manager/Officer for processing:
o Records Manager/Officer will:
Review request
Submit the completed request to the Regents Advisory Committee (RAC)
Once the above steps have been completed the submitted application goes through the
following process:
Step 1: Submit
Records Retention
Change Form to
Campus Records
Manager
RECORDS
RETENTION
SCHEDULE
CHANGE
REQUEST
PROCESS
Step 2: Submit to
Regents Advisory
Committee for Review
Step 4: Submit to State
Records and Archives
for Final Review and
Approval
Step 3: Submit to the
Regents Advisory
Legal Team for
Review
REV. 11-04-11

Instructions for completing the “Records Retention Schedule Change Request” Form
Step 1- The very first step in completing the web-based application form (located at:
http://www.usg.edu/records_management/) is to fill out all fields under the heading “Contact
Information”.
Step 2- Next, under the heading “Purpose of This Request” choose by clicking on:
• “New Schedule proposal” if you are submitting a request for a new retention schedule
or
• “Revision to existing schedule” if you are submitting modification to an existing schedule
Procedure for application of a New Retention Schedule
Under the heading Records Information, complete the following:
• Records Title, enter the proposed new retention schedule title
• What is the department/office function for which this records series is being created?,
provide general information about the function of the department for which this new retention
schedule is being created
• Record Function, provide information about the record(s) in regards to its purpose, function
and level of importance
• Records Contents, provide a general idea of the contents of the record(s)
• Records Format, check all formats that are included in the record(s). If the applicable format
is not provided here, please specify in the space provided “Other”.
• Records Copy Held, indicate who is custodian or who maintains the official copy of the
record(s).
• Retention Period, indicate the proposed retention period and any unique exceptions
• Are there any legal citations(s) or references to support proposed schedule?, provide
any and all legal citations that may support the proposed retention schedule if known and/or
applicable
Under the heading of Verification fill in and complete all sections and click “Submit Application”.
Procedure for Retention Schedule Revision
Under the heading Records Series/Category & Title:
• Series/Category, select record for proposed revision
• Records Title, select a series to activate this field and the content appear in the section
Current Record Descriptions
Under the heading Records Information, complete the following:
• Revision Details, Include information justifying changes, amendment or requested
modification
• Provide Suggested Language, provide or language to be used for the proposed retention
schedule revision.
Under the heading of Verification fill in and complete all sections and click “Submit Application”.
REV. 11-04-11