1905 Storage and Protection of Internal Audit and Compliance Unit Records

Georgia State Seal

Department of Human Services
Policy and Manual Management System

Index:

POL 1905

Revised:

03/06/2024

Next Review:

04/01/2026

​Policy

​Maintenance and Storage

The policy of the Department of Human Services (DHS) is to ensure that when not in use, all internal audit records, electronic and/or paper, will be secured in locked cabinets within a controlled access area which will be restricted to the authorized Office of Inspector General, Internal Audit and Compliance (OIG-IAC) personnel in the performance of their official duties.

​Destruction of Internal Audit Records

When OIG-IAC records are no longer required, they will be destroyed to preclude access by unauthorized persons. The OIG-IAC Director will coordinate the destruction of records which will be performed securely in accordance with applicable laws.

​Protection of Internal Audit Records during a Natural or Man-Made Disaster

In the event of a natural or man-made disaster, the OIG-IAC Director will ensure that all records maintained by OIG-IAC are secured and not in danger of being damaged, destroyed, or removed. The OIG-IAC Director’s responsibilities in the event of such disasters include:

  • Ensuring that all records maintained by OIG-IAC are secured and not in danger of being damaged or destroyed during civil unrest or natural disaster.

  • Taking the necessary steps to ensure that all OIG-IAC records remain secured on-site, or are removed to another location where they can be secured until the records can be returned and secured within the Office of Inspector General.

  • Immediately notifying the Inspector General (IG) and/or Deputy IG of any potential threat to the safety and security of OIG-IAC records.

​Authority

O.C.G.A. § 50-18-90 et seq.

​References

Georgia Records Act

​Applicability

This policy is applicable to the Office of Inspector General, Internal Audit.

​Responsibilities

  1. The Office of Inspector General, Internal Audit and Compliance (OIG-IAC) Director is responsible for oversight of POL1905.

  2. The OIG-IAC Director issues and updates procedures to implement this policy.

​History

Replaces POL1905, last reviewed 03/06/24.

​Evaluation

The OIG-IAC Director evaluates this policy continuously by:

  1. Completing assessments of these procedures.