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Records Transfer and Receipt Form Instructions
Item 1. Agency Code
Enter the four-digit budget code assigned to your agency.
Item 2. Account Number
This is an optional field. Contact your agency records management officer (RMO) to determine whether you should complete this space.
Item 3. Records Retention Schedule Number
Enter the schedule application number from the official records retention schedule in effect for the records.
Item 4. Approval Date
Enter the date the records retention schedule covering the records was approved or amended.
Item 5. Records Series Title
Enter the title of the records series exactly as it appears on the retention schedule.
Item 6. File Years
List the date span of the records to be transferred, the earliest and latest dates of the records in the shipment.
Item 7. Cite Specific Law(s) if any, that state(s) this series is confidential
Under Georgia's "Open Records Act," agency records are classified "open," unless a specific state or federal law or regulations states that information in a particular records series must be kept confidential. Enter "None" if records are open.
Item 8. Transfer Records To
Check the box next to "State Records Center."
Item 9. Cut Off
Check the appropriate box for the cut off specified by the records retention schedule. If the cut off is not one of the four indicated by blocks, write in the cut off in the space following "Other:"
Item 10. Calculated Transfer/Disposition Date
Cut Off Date: Enter the date the records are cut off.
Current Files: Enter the amount of time the records are held in the current files area. (If none enter 0).
Local Holding Area: Enter the amount of time the records are held in a local holding area (If none, enter 0).
Add these three amounts together to obtain the transfer date.
Transfer to Archives /SRC: Enter the calculated transfer date.
Hold Time: Enter amount of time records are to be held at the SRC or Archives.
Eligible Disposition Date: Add the transfer date and hold time to determine when the records will be eligible for final disposition. Enter the calculated disposition date.
Send to Archives, Destroy, Other: Check the appropriate space for final disposition specified in records retention schedule.
Other Disposition Instructions: Enter any special instructions required by the records retention schedule that cannot be indicated above.
Example: Destroy, except that Archives will retain a random sample of each years' files for permanent retention.
Item 12. Transferring Agency RMO
Agency records management officer must sign and enter the current date.
Item 13.Transferring Site
Enter the address where the records are located, including: name of the agency, division, office room number, building, city, state and zip code.
Item 14. Transferring Records Custodian
Enter the name of the office supervisor; the name, telephone number, and FAX number of the office contact person, and the date the transfer form is completed.
Item 15. Unit Format
Enter the appropriate format code from the list provided.
5800 Jonesboro Road