Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Controller's Division
No. 1.2.12

Records Management

Purpose
To present this Institution's policy of Records Management, and to describe the responsibilities of Records Management Officers.

Policy
All institutions of the University System of Georgia have adopted a systematic program of Records Management. This institution will receive general instructions from the Board of Regents, who represent all institutions in liaison with the Secretary of State. All schools and divisions of the Medical College of Georgia are expected to cooperate with and assist the appointed Records Management Officer in the performance of his responsibility.

Responsibilities

1. Establish and maintain an active and continuing program for the economical and efficient management of records.

2. Implement approved records disposition standards received from the Board of Regents concerning records common in use to all institutions.

3. Develop and recommend disposition standards for records peculiar to local functions and activities.

4. Provide staff assistance in the operation of the local records holding area and insure that records are properly packed prior to movement from an office area to the local holding area.

5. Review and evaluate microfilm projects in accordance with standards published by the Secretary of State.

6. Evaluate requests for filing equipment and supplies to provide for procurement of the most economical and efficient filing equipment and supplies in accordance with published standards and forward to Records Management Officer, Board of Regents.

7. Provide staff assistance to budget unit administrators concerning filing methods, records retention periods and the ultimate disposition and destruction of records.

8. Prepare and submit a report of status and progress of Records Management as of 30 June each year. The report should be forwarded to the Records Management Officer of the Board of Regents within five working days after close of the reporting period.

Date 1 July 1972/Rev. No. 82-1/Rev. Date 1 July 1981/1.2.12