Numbering Your Retention Schedules

Numbering Your Retention Schedules

Numbering Your Retention Schedules - (For Local Government use only)

Schedule numbers are not assigned to local government retention schedules by the Georgia Archives. Local government agencies should select the appropriate schedules from our website, www.georgiaarchives.org, and assign numbers to them for reference and in-house identification purposes.

There are several ways in which the numbering of retention schedules can be achieved. Since records in the Common Record Categories may be created by any local government agency, you may want to consider assigning a code to each record category and, then, assigning a number to each records series in the category. For example:

Category Code	Records Series	Retention Schedules #
Accounting-01	Accounts Payable-01 Accounts Receivable-02	01 - 01 01 - 02
Accounting-02	Accident Reports-01 Annexations-02	02 - 01 02 - 02

You may also choose to use your agency code as a part of the numbering system:

Agency Code	Category Code	Records Series	Retention Schedules #
1234	Accounting-01 Annexation-02	Accounts Payable-01 Accounts Receivable-02	1234 - 0101 1234 - 0201

Since records in the Specific Record Categories are created for use by a specific government agency and none other, using the calendar year as part of the schedule number can indicate to the agency the year and numerical sequence in which a records series is adopted/approved. For example:

Calendar Year	Records Series	Retention Schedules #
2004	Blueprints and Specifications, As-Built	2004-01
2005	Building Permit Applications and Permits Certificates of Eligibility Migrant Education Agency	2005-01 2005-02

The organizational structure of your agency can also be used by grouping schedules under each unit numerically or alphabetically by records series title.

There are virtually endless ways that schedules may be numbered and customized to suit your agency and its records management program.

Remember! Numbering your retention schedules is your choice. Questions? Contact RIMS at 678-364-3790/3795 or email rims@sos.state.ga.us.

5800 Jonesboro Road
Morrow, GA 30260
678.364.3710
www.GeorgiaArchives.org

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