Records Management program offers end-of-year tips
Emission Reduction

Records Management program offers end-of-year tips

December is an ideal time for departments to review and purge their outdated student records.  

All records generated by staff and faculty of the University of Georgia for the purpose of university business are the property of the citizens of the state of Georgia. These records must be managed in compliance with the Georgia Records Act and the Georgia Open Records Act, as well as federal legal requirements.

The UGA Records Management program (UGA RM) is available to advise all UGA offices on the management of their records, offer no-cost storage for items kept according to the Georgia Board of Regents Retention Guidelines, and provide secure no-cost destruction of sensitive campus records. 

Separating the records of inactive or graduated students from active student records ensures a smooth transfer to the Records Center for storage or destruction. 

Key Board of Regents Retention Standards for Student Records 

  • Student Academic Records 472-06-033
    • Transcripts – Permanent 
    • All other academic records – 5 years after last attendance 
  • College Department Student files 472-06-006, 472-06-036
    • Graduation certification and advising records – 5 years after last attendance 
  • International Student Records 472-06-020
    • Assistance and advising records – 5 years after last attendance but at least 1 year after final notice to Immigration and Naturalization Service 
    • Non-admitted applicants – 2 years 
  • Special Academic Programs Student Records 472-06-031 (English Language Institute, Study Abroad, Adult Learners, etc.)
    • Enrolled participants – 5 years 
    • Denied or non-participants – 2 years 
  • Special Program Student Records 472-06-032 (Upward Bound, High School Equivalency, etc.)
    • K-12 enrolled non-institutional participants – 3 yearsafter separation from program 
  • Denied Admission/No Show Records
    • Undergraduate student records 472-06-035 – 1 year after application term 
    • Graduate student records 472-06-019 – 3 years after application term 
    • International student records 472-06-020 – 2 years after application term 
    • Special Academic Records 472-06-031 – 2 years after application term 

Departments can find other helpful guidelines on the USG Records Management website.  

Please contact the UGA Records Management program to learn more about destroying or storing outdated student files or any other records.