OFFICE OF THE DIRECTOR

INSTRUCTIONAL SUPPORT AND DEVELOPMENT

ACCOUNTING LEDGERS

This series contains ledgers generated here and received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ACCOUNTING NOTEBOOKS

This series contains computer-generated Accounts Receivable reports; computer-generated weekly Budget reports; charge Form Distribution Log Sheets with date, form number, area, etc.; and the following received from Accounting Services: computer-generated List of Miscellaneous Accounts with History, procedural guidelines, and computer-generated monthly ledger sheets.

RETENTION: Procedural guidelines and monthly ledger sheets:

Retain in office until superseded, then destroy by recycling. All other contents: Retain 3 years in office, then destroy by landfill.

ACCOUNTS RECEIVABLE BOOKS

This series contains worksheets and computer-generated Invoice

Journal reports.

RETENTION: Retain 3 years in office, then destroy by landfill.

ACCOUNTS RECEIVABLE REPORTS

This series contains accounts receivable reports received from

Office of Bursar Operations.

RETENTION: Retain 3 years in office, then destroy by landfill.

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records that are 1) authorized for destruction in the LSU Retention and Disposal Schedule and 2) maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

ANNUAL REPORTS

This series contains annual reports sent to Academic Affairs.

RETENTION: Retain permanently in office.

APPLICATIONS FILES

This series contains off-campus correspondence and file notes.

RETENTION: Retain 1 year in office, then destroy by shredding

then landfill.

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains campus correspondence, informal annotated

meeting minutes, procedural guidelines, photocopies of Budget

Proposed Allocations/A,B,&C, photocopies of monthly ledger sheets received from Accounting Services, file notes, and photocopies of Accounts Receivable reports.

RETENTION: Retain 5 years in office, then destroy by shredding then recycling.

ASSISTANT DIRECTOR REFERENCE FILES

This series contains file notes, articles, surveys and computer-generated tables.

RETENTION: Retain in office while active, then destroy by landfill.

BATCH CONTROLS

This series contains computer-generated Batch Control reports

received from Data Processing.

RETENTION: Retain 3 years in office, then destroy by recycling.

BUDGET FILES

This series includes but may not be limited to photocopies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, receipts, NCR copies of requisitions sent to Budget and Planning, photocopies of Requests for Budget Adjustments sent to Office of the Dean, computer-generated Invoices Paid During the Period reports and photocopies of Transmittals sent to Accounting

Services.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

BUILDING SPECIFICATIONS AND BLUEPRINTS

This series contains building specifications and blueprints for

the new Continuing Education Building received from off-campus.

RETENTION: Retain permanently in office.

CASH DEPOSIT FILES

This series contains photocopies of Transmittals sent to Office of Bursar Operations and NCR copies of Work Orders received from campus offices.

RETENTION: Retain 3 years in office, then destroy by landfill.

CHARGE FORMS

This series contains charge forms.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

"CONFIDENTIAL" BUDGET PREPARATION FILES

This series contains campus correspondence, worksheets, and the following received from Budget and Planning: computer-generated Operating Budget for Fiscal Year and photocopies of Requests for Budget Adjustment.

RETENTION: Retain 3 years in office, then destroy by recycling.

DIRECTOR ADMINISTRATIVE FILES

This series contains campus correspondence, photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of computer-generated Budget Proposed Allocations/A,B,& C, file notes, photocopies of Outside

Employment sheets received from staff, organizational chart, and

photocopies of class schedules received from campus.

RETENTION: Retain 5 years in office, then transfer to University

Archives.

DIRECTOR EVALUATIONS

This series contains evaluations.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

DIRECTOR PUBLICATION FILES

This series contains photocopies of articles sent off campus.

RETENTION: Retain permanently in office.

DIRECTOR REFERENCE FILES

This series contains campus correspondence, photocopies of

ledgers sent to Accounting Services, and articles.

RETENTION: Retain 5 years in office, then transfer to University

Archives.

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes: a) when used to produce hard copy that is maintained in organized files or b) when maintained only in electronic form.

RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

FACULTY HANDBOOK REWRITES FILES

This series contains file notes and annotated proofs.

RETENTION: Retain in office while active, then destroy by

landfill.

GENERAL FILES

This series includes but may not be limited to photocopies of annual reports sent to campus offices, campus and off-campus correspondence, informal meeting minutes, campus and off-campus near-print informational material, photocopies of news clippings, procedural guidelines, photocopies of invoices, photocopies of Travel Expense Vouchers sent to Office of the Chancellor or Academic Affairs, photocopies of positions descriptions generated here and received from off campus, photocopies of Daily Vehicle Logs stating vehicle, mileage, and name sent to Property Control, file lists, file notes, photocopies of police reports sent to LSU Campus Police, Civil Service Pay Scales received from off campus, photocopies of Class Registration forms for Comprehensive Public Training sent to GSI, bills received from off campus, routing sheets, and self-study reports.

RETENTION: Procedural guidelines and Self-Study Reports: Retain permanently in office. Position descriptions: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Logs and Travel Expense Vouchers: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

GENERAL REFERENCE NOTEBOOKS

This series contains campus and off campus near-print informational material and NCR copies of Charge Forms received from campus.

RETENTION: Change forms: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office until superseded, then destroy by landfill.

GUEST BOOKS, 1982-1986 (OBSOLETE)

This series contains guest books.

RETENTION: Transfer to University Archives.

INVOICES AND CUSTOMER TRANSMITTAL FORMS

This series contains NCR copies of invoices sent Office of Bursar

Operations and Transmittal sent to Office of Bursar Operations.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

LEAVE TRACKING REPORTS

This series contains computer-generated Leave Tracking reports received from Automated Systems.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

LOCK COMBINATIONS

This series contains lock combinations.

RETENTION: Retain in office while active, then destroy by

recycling.

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus and off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

PHOTOGRAPH ALBUMS

This series contains photograph albums.

RETENTION: Retain permanently in office.

POLICY AND PROCEDURES NOTEBOOKS

This series contains photocopies of policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, and Presidential Memoranda received from Office of the President.

RETENTION: Retain in office until superseded, then destroy by recycling.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of policy statements received from Office of the Chancellor and procedural guidelines received from Office of the Dean.

RETENTION: Retain in office until superseded, then destroy by recycling.

PROJECTS-IN-PROGRESS FILES

This series contains campus correspondence, photocopies of meeting minutes, file notes and computer-generated reports.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

PURCHASE ORDER LOG

This series contains Purchase Order Log sheets with the following information: date, vendor, department, Purchase Order number and amount.

RETENTION: Retain 3 years in office, then destroy by recycling.

READING FILES

This series contains campus and off campus correspondence.

RETENTION: Retain in 5 years office then transfer to University

Archives.

REQUISITIONS LOG

This series contains Requisitions Log sheets with the following

information: date, vendor, requisition number and account code.

RETENTION: Retain 3 years in office, then destroy by recycling.

REVISIONS TO THE FACULTY HANDBOOK

This series contains computer-generated Revisions to the Faculty

Handbook received from Academic Affairs.

RETENTION: Retain 3 years in office, then destroy by landfill.

SECRETARY REFERENCE FILES

This series contains campus correspondence, campus near-print informational material, procedural guidelines, computer-generated monthly ledger sheets received from Accounting Services, file lists and file notes.

RETENTION: Retain in office until superseded, then destroy by landfill.

SECRETARY WORKING FILES

This series contains photocopies of campus and off-campus

correspondence, campus near-print informational material, computer-generated Budget Proposed Allocations/A,B,&C received from Budget and Planning, photocopies of invoices received from Accounting Services, computer-generated Age Listings received from Accounting Services, file notes, file lists, NCR copies of Charge forms sent off campus and the following voided items:

invoices, Internal Transactions, requisitions, and Charge forms.

RETENTION: Computer-generated reports and budget allocations:

Retain 3 years in office, then destroy by landfill. All other contents: Retain in office until superseded, then destroy by landfill.

SPEECH FILES

This series contains file notes, photocopies of articles, and transparencies.

RETENTION: Retain in office while active, then destroy by landfill.

STAFF LEAVE FILES

This series contains campus correspondence, leave slips, and a master calendar.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of Per-26 Referrals received from Human Resource Management, photocopies of resumes, photocopies of appointment forms sent to Office of the Dean, photocopies of evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, photocopies of job descriptions sent to Human Resource Management and photocopies of reprimands sent off campus.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

STUDENT ASSISTANT FILES

This series contains employee performance evaluations, photocopies of employee withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Processing Forms sent to Human Resource Management, photocopies of job applicant letters of reference sent off campus, balance sheets, photocopies of Turn Around Documents sent to Human Resource Management, and photocopies of the following received from student: Social Security cards, birth certificates, and drivers licenses.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

TELEPHONE MESSAGE BOOKS

This series contains NCR copies of telephone message books.

RETENTION: Retain 1 year in office, then destroy by landfill.

TRANSMITTALS AND CHARGE FORMS

This series contains photocopies of Transmittals received from

Accounting Services and NCR copies of Charge Forms received from

campus offices.

RETENTION: Retain 3 years in office, then destroy by landfill.

UNIVERSITY ADMINISTRATIVE SPECIALIST REFERENCE NOTEBOOKS

This series contains photocopies of campus correspondence, procedural guidelines, photocopies of receiving reports sent to Accounting Services, leave slips, a master calendar, computer-generated ledger sheets, photocopies of Petty Cash Deposits sent to Office of Bursar Operations, and computer-generated lists.

RETENTION: Procedural guidelines: Retain in office until superseded, then destroy by recycling. Leave slips: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by recycling.

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains photocopies of campus and off-campus correspondence; file notes; Supply Items Needed sheets; computer-generated list of computer files; long distance log sheets noting name, number called, date, person called; check log sheets noting date, check number, received from, and amount; and key log sheets noting room number, name, date taken, and date returned.

RETENTION: Retain 3 years in office, then destroy by shredding then recycling.

VIDEOTAPES

This series contains videotapes.

RETENTION: Retain permanently in office.

WEEKLY BUDGET REPORTS

This series contains photocopies of weekly budget reports.

RETENTION: Retain in office until summarized, then destroy by

recycling.

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.

CENTER FOR FACULTY DEVELOPMENT

COORDINATOR WORKING FILES

This series contains campus and off-campus correspondence, computer-generated data sheets received from Educational Research, scantron sheets, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office until superseded, then destroy by landfill.

DEPARTMENTAL ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines, file notes, file lists, class evaluations and photocopies of grant proposals sent to Grants and Contracts.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

HEAD OF FACULTY DEVELOPMENT ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, news clippings, NCR copies of Internal Transactions sent to Accounting, NCR copies of Request for Quick Copy Service sent to Copy Services, file notes, and faculty evaluations.

RETENTION: Retain 5 years in office then transfer to University Archives.

CENTER FOR INSTRUCTIONAL TECHNOLOGY

ANNUAL REPORTS

This series contains annual reports.

RETENTION: Retain in office 5 years, then transfer to University

Archives.

ARTRONICS CUSTOMER CARD FILE

This series contains cards on artronics customers.

RETENTION: Retain in office while active, then destroy by

landfill.

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of annual reports, campus and off campus correspondence, campus and off campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, photocopies of monthly ledger sheets received from Accounting Services, Monthly Repair Reports, monthly reports, file notes, photocopies of evaluations, and vacation schedules.

RETENTION: Reports: Retain 3 years in office, then destroy by recycling. Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents:

Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT MANAGER WORKING FILES

This series contains photocopies of monthly reports sent to Office of the Director, photocopies of meeting minutes received from campus, computer loans sheets, file lists, and a long distance log with the following information: time, caller, who called, reason, date, number called, and amount of time.

RETENTION: Retain 3 years in office, then destroy by recycling.

AUDIO TAPES

This series contains audio tapes.

RETENTION: Retain permanently in office.

AUDIO/VIDEO FILES

This series contains photocopies of annual reports sent to Office of the Director, campus and off campus correspondence, campus and off campus near-print informational material, photocopies of requisitions sent to Accounting Services, photocopies of police reports sent LSU Campus Police, car registrations received from off campus, file notes, computer-generated Equipment Inventories, and file lists.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Requisitions: Retain 3 years in office, then destroy by recycling. Equipment

Inventories: Retain 1 year in office, then destroy by landfill.

All other contents: Retain in office while active or superseded, then destroy by landfill.

AUDIO/VIDEO INFORMATION FILES

This series contains photocopies of annual reports sent to Office of the Director, correspondence, near-print informational material received from off campus, and photocopies of receiving reports received from Accounting Services.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Receiving Reports: Retain 3 years in office, then destroy by recycling. All other contents:

Retain in office while active or until superseded, then destroy by landfill.

BOOKING TICKETS

This series contains NCR copies of equipment booking tickets.

RETENTION: Retain 1 year in office, then destroy by landfill.

CHARGE FORMS

This series contains NCR copies of charge forms sent to Office of

the Director.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

CONTROL SHEET LOG

This series contains graphs tracking chemical or mechanical

variables.

RETENTION: Retain 3 years in office, then destroy by recycling.

CUSTOMER FILES

This series contains art work.

RETENTION: Retain in office 3 years, then transfer to University

Archives.

EQUIPMENT INVENTORY

This series contains computer-generated Equipment Inventories, received from Property Control.

RETENTION: Retain 3 years in office, then destroy by landfill.

EQUIPMENT LOGS

This series contains Equipment Log sheets.

RETENTION: Retain 3 years in office, then destroy by recycling.

FILE FOOTAGE

This series contains computer-generated file lists.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

FILM BOOKING SHEETS

This series contains film booking sheets.

RETENTION: Retain in office while active, then destroy by

landfill.

FILM INSPECTION FORMS

This series contains film inspection forms.

RETENTION: Retain 2 years in office, then destroy by landfill.

FILM LIBRARY CARD FILE

This series contains film library cards.

RETENTION: Retain in office while active, then destroy by

landfill.

FILM LIBRARY CATALOGS

This series contains catalogs received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

FILM LIBRARY INVOICES

This series contains NCR copies of invoices sent off campus.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

GENERAL FILES

This series contains campus and off campus near-print informational material, photocopies of requisitions sent to Purchasing, photographs, and file notes.

RETENTION: Requisitions: Retain 3 years in office, then destroy by recycling. Photographs: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

INVENTORY FILES

This series contains phot6copies of campus correspondence, campus near-print informational material, file lists, file notes, and computer-generated Equipment on Loan Reports.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

MANAGER ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence, campus near-print informational material, and procedural guidelines.

RETENTION: Retain in office while active, then destroy by landfill.

MANUALS

This series contains manuals received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

MARKETING FILES

This series contains correspondence and off-campus near-print informational material.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus and off campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

NEGATIVES

This series contains negatives.

RETENTION: Retain permanently in office.

PHOTOGRAPH ALBUMS

This series contains photograph albums.

RETENTION: Retain permanently in office.

PHOTOGRAPHER WORKING FILES

This series contains campus and off campus correspondence, photocopies and originals of news clippings, photographs, and file notes.

RETENTION: Photographs: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

PHOTOGRAPHY MANAGER WORKING FILES

This series contains photocopies of annual reports, campus and off campus correspondence, campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, photocopies of requisitions sent to Purchasing, file lists, file notes, and the following received from Budget and Planning: photocopies of Requests for Budget Adjustments and photocopies of Budget Proposed Allocations

A,B, &C.

RETENTION: Budget records: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

PROGRAM FILES

This series contains campus and off campus correspondence, file notes, and scripts.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

PURCHASE ORDERS

This series contains photocopies of Purchase Orders sent to

Purchasing.

RETENTION: Retain 3 years in office, then destroy by recycling.

REPAIR LOG

This series contains a repair log with the following information:

equipment number, problem, and date.

RETENTION: Retain 3 years in office, then destroy by recycling.

REPORT FILES

This series contains photocopies of annual reports, campus and off campus near-print informational material, and monthly reports.

RETENTION: Reports: Retain 3 years in office, then destroy by

recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

SAFETY MANUAL

This series contains safety manuals received from Campus safety.

RETENTION: Retain in office until superseded, then destroy by recycling.

SAMPLES OF COMPUTER GRAPHICS NOTEBOOKS

This series contains computer-generated samples of computer graphics.

RETENTION: Retain in office while active, then destroy by landfill.

SEMESTER LOAN TICKETS

This series contains semester loan tickets.

RETENTION: Retain in office while active, then destroy by

landfill.

SLIDES

This series contains slides.

RETENTION: Retain permanently in office.

STUDENT ASSISTANT APPLICATIONS

This series contains applications.

RETENTION: Retain 1 year in office, then destroy by landfill.

STUDENT ASSISTANT PERSONNEL FILES

This series contains position descriptions, class schedules, and applications.

RETENTION: Retain in off {ce 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

SUPPLIERS FILES

This series contains off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

TAPE INVENTORY LOG

This series contains log sheets noting tape number, date sold, charge form, and initials.

RETENTION: Retain 3 years in office, then destroy by recycling.

TELEPHONE MESSAGE BOOKS

This series contains NCR copies of telephone messages.

RETENTION: Retain 1 year in office, then destroy by landfill.

UNCLAIMED ORDERS

This series contains photographs and negatives.

RETENTION: Retain 3 years in office, then destroy by landfill.

UPS BOOKS

This series contains carbon copies of UPS slips sent off campus.

RETENTION: Retain 1 year in office, then destroy by landfill.

VENDOR CATALOGS

This series contains catalogs received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

VIDEOTAPES

This series contains videotapes.

RETENTION: Retain permanently in office.

WEEKLY REPORT NOTEBOOK

This series contains weekly reports.

RETENTION: Retain in office while active or until summarized, then destroy by recycling.

WORD PROCESSING FILES

This series contains documents such as letters, messages, memoranda, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule.

WORK SCHEDULES

This series contains work schedules.

RETENTION: Retain in office while active, then destroy by

recycling.

IDENTIFICATION CARD PRODUCTION

ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines, photocopies of Purchase Orders sent to Purchasing, photocopies of 1-9 Employee Processing forms sent to Human Resource Management, applications, file notes, file lists, Permission for ID forms received from campus, and photocopies of the following sent to Human Resource Management: W-4s, Loyalty Oaths, and Louisiana tax forms.

RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Correspondence:

Retain 5 years in office, then destroy by shredding then landfill. Purchase orders: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office until superseded, then destroy by landfill.

ENGLISH LANGUAGE ORIENTATION PROGRAM ID DATA CARD FILE

This series contains ID Data Cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

FACULTY ID DATA CARDS FILES

This series contains ID Data Cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

LOST ID CARDS FILE

This series contains lost ID cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

LSU ID DATA CARDS FOR EXPECTED STUDENTS

This series contains LSU ID Data Cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

LSU ID SPOUSE CARDS

This series contains LSU ID spouse Cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

LSU SIGNATURE ID DATA CARDS FILE

This series contains LSU ID cards with signatures only.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

LSU STUDENT ID DATA CARDS FILE

This series contains ID Data Cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

LSYOU AND REHABILITATION STUDENTS ID DATA CARD FILE

This series contains ID Data Cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus and off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

NON-UNIVERSITY STATUS ID CARD FILE

This series contains ID cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

PERSONNEL TERMINATED DURING THE PREVIOUS MONTH NOTEBOOK

(OBSOLETE)

This series contains computer-generated Personnel Terminated

During The Previous Month reports received from Human Resource

Management.

RETENTION: Destroy by recycling.

RETIRED STAFF ID DATA CARD FILE

This series contains ID Data Cards and newspaper clippings.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

SOCIAL SECURITY NUMBER AND NAME CHANGES NOTEBOOK (OBSOLETE)

This series contains a computer-generated list of Social Security

Number and Name Changes received from Office of the Registrar.

RETENTION: Destroy by shredding then recycling.

SPOUSE-TO-REPORT NOTEBOOK (OBSOLETE)

This series contains computer-generated Spouse-To-Report reports.

RETENTION: Destroy by shredding then recycling.

TERMINATED FACULTY AND STAFF ID DATA CARDS

This series contains terminated faculty and staff ID Data Cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

MEASUREMENT AND EVALUATION CENTER

ACCOUNTING FILES

This series contains NCR copies of Internal Transactions sent to Accounting Services, NCR copies of Receiving reports received from Purchasing, photocopies of Transmittals sent to Office of Bursar Operations, photocopies of ledgers received from Accounting Services, photocopies of Requisitions sent to Purchasing, photocopies of invoices sent to Accounting Services, photocopies of campus correspondence, file notes, Business Operating Procedures received from Accounting Services, photocopies of payroll timesheets sent to Accounting Services, timesheets, accounting ledgers, photocopies of Per-3 Personnel Status Changes sent to Payroll, campus correspondence, and photocopies of the following received from Payroll: Payroll Check Distribution reports and vouchers.

RETENTION: Staff timesheets and Per-3s: Record (master) copy: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Duplicates: Retain in office until summarized, then destroy by shredding then recycling. Student timesheets and

Per-3s: Record (master) copy: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Duplicates: Retain in office until summarized, then destroy by shredding then recycling. All other contents: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

ACCOUNTING LEDGERS

This series contains monthly ledgers received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ACT MAILGRAMS, 1990-1990 (OBSOLETE)

This series contains mailgram reports of individual student ACT scores received from ACT.

RETENTION: For applicants who do not enter: Retain in office 1 year after application term, then destroy by shredding then landfill. For applicants who enter: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

ACT MIDSTATE FILES

This series includes but may not be limited to the following material received from ACT Midstate Conference: reports, guidelines, and brochures.

RETENTION: Retain 3 years in office, then destroy by landfill.

ACT PROFILE REPORTS, 1987-1990 (OBSOLETE)

This series contains ACT Student Profile Reports received from off campus.

ACT SCORE REPORTS, 1981-1986 (OBSOLETE)

This series contains computer-generated reports with the

following information: name, Social Security number, address, ACT scores, and test date.

RETENTION: Destroy by shredding then landfill.

ACT STANDARD RESEARCH AND CLASS PROFILE FILES

This series includes but may not be limited to campus and off-campus correspondence, studies and surveys generated here and received from ACT, file notes, photocopies of Requests for Data Processing Service sent to Data Processing, computer-generated MEC reports, and the following received from ACT: statistical reports and procedural manuals.

RETENTION: Studies and surveys: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

ACT STANDARD REPORTS

This series contains research reports received from ACT.

RETENTION: Retain in office while active, then destroy by

landfill.

ADMINISTRATIVE DATABASES

RETENTION: Delete information in the database when no longer needed.

ADMITTED STUDENT ROSTER

This series contains a computer-generated report giving student name, Social Security number, and admit code.

RETENTION: Retain in office until superseded, then destroy by shredding then landfill.

ADVANCED STANDING EXAMINATIONS AND CREDIT EXAMINATIONS ANSWER SHEETS

This series contains answer sheets.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

ADVANCED STANDING TEST RESULTS FILES, 1982-1985 (OBSOLETE)

This series contains National Computer System answer sheets.

RETENTION: Destroy by shredding then landfill.

ASSOCIATE DIRECTOR ADMINISTRATIVE FILES

This series includes but may not be limited to photocopies of campus correspondence, file notes, brochures received from off campus, photocopies of procedural guidelines received from Budget and Planning, evaluation lists received from campus, and placement schedules.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill.

Duplicates: Retain in office while active, then destroy by shredding then landfill. Brochures, placement schedules, and photocopies of procedural guidelines: Retain in office while active or until superseded, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by landfill.

CALIFORNIA ACHIEVEMENT TEST FILE, 1978 (OBSOLETE)

This series contains file notes and campus correspondence.

RETENTION: Destroy by shredding then landfill.

CASH RECEIPTS

This series contains NCR copies of Cash Receipts sent to Office

of Bursar Operations.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

COLLEGE OF AGRICULTURE TEACHER EVALUATION FORMS, 1988 (OBSOLETE)

This series contains evaluation query forms.

RETENTION: Destroy by shredding then landfill.

COMMITTEE ON ADMINISTRATIVE DATA PROCESSING FILES, 1983-1984 (OBSOLETE)

This series contains photocopies of campus correspondence, a brochure received from Administrative Information Systems, and photocopies of excerpts from publications.

RETENTION: Transfer to University Archives.

COMPUTER ANALYST INFORMATION FILES

This series contains photocopies of technical manuals, photocopies of programming manuals, newsletters received from SNCC, campus correspondence, photocopies of program use guidelines received from Data Processing, and SNCC User's Guides.

RETENTION: Campus correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents:

Retain in office while active or until superseded, then destroy by landfill.

COMPUTER ANALYST WORKING FILES

This series includes but may not be limited to computer-generated reports, file notes, campus and off-campus correspondence, off-campus near-print informational material, and National Computer System scannable forms.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Scannable forms: Retain 3 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

CONSTRUCTION PROJECT FILES (OBSOLETE)

This series contains the following received from Construction

Department: photocopies of tests item sheets and photocopies of

tutorials.

RETENTION: Destroy by shredding then landfill.

COORDINATOR WORKING FILES

This series contains all or some of the following: campus and off-campus correspondence, file notes, and MEC test results.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

CORRESPONDENCE FILES, 1976-1986 (OBSOLETE)

This series includes but may not be limited to photocopies of correspondence, campus correspondence, ACT load sheets, photocopies of Requisitions for Quick Copy Service sent to Copy Services, photocopies of Transmittals sent to Office of Bursar Operations, file notes, leave cards, timesheets, GED answer sheets, and Test Scoring Project Number Log sheets.

RETENTION: Destroy by shredding then landfill.

CUMULATIVE NELSON-DENNY CONVERSION AND PLACEMENT TABLE, 1984 (OBSOLETE)

This series contains a computer-generated report.

RETENTION: Destroy by shredding then landfill.

DIRECTOR ADMINISTRATIVE FILES

This series includes but may not be limited to photocopies of employee evaluations sent to Academic Services or Human Resource Management, photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of policy statements received from Office of the Chancellor, campus newsletters, and photocopies of the following sent to Academic Services or Human Resource Management: LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, Per-l Requests for Permission to Fill a vacancy, Per-2 Personnel Appointments, Per-3 Personnel Status Changes and W-4s.

RETENTION: Correspondence: Retain 5 years in office, then transfer to University Archives. All other contents: Retain in office while active or until superseded, then destroy by shredding then landfill.

DIRECTOR BUDGET FILES, 1982-1984 (OBSOLETE)

This series includes but may not be limited to file notes, photocopies of campus correspondence, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, project cost estimates, budget projections, Freshman Survey master forms, and correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

DIRECTOR RESOURCE FILES

This series includes but may not be limited to campus and off campus correspondence, off-campus near-print informational material, photocopies of excerpts from publications, and computer-generated reports.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill.

Duplicates: Retain in office while active, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by shredding then landfill.

ELECTRONIC SPREADSHEETS

RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

ENGLISH PROFICIENCY EXAMINATIONS ANSWER SHEETS

This series contains answer sheets.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

ENHANCED ACT PREPARATION FILES, 1988-1989 (OBSOLETE)

This series contains originals and photocopies of campus and off-campus correspondence, lists, and the following received from

ACT: conversion table, near-print informational material, and computer-tape record layout reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

ENROLLMENT MANAGEMENT REPORT

This series contains computer-generated reports received from Student Records and Registration.

RETENTION: Retain in office until superseded, then destroy by landfill.

FEE SLIPS RECEIPT LOG, 1980-1983 (OBSOLETE)

This series contains sheets with date, name, transaction, and fee amount.

RETENTION: Destroy by landfill.

FRESHMAN SURVEY SHEETS

This series contains freshman survey answer sheets.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

FRESHMAN SURVEY STATISTICAL TABLES, 1987 (OBSOLETE)

This series contains computer-generated reports.

RETENTION: Transfer to University Archives.

GED CARD FILE, c.1950-1984 (OBSOLETE)

This series contains cards with name, date, and file number.

RETENTION: Destroy by landfill.

GED EXAMINERS MANUAL

This series contains procedural guidelines received from off campus.

RETENTION: Retain in office until superseded, then destroy by landfill.

GED TEST RESULT FILES, 1987-1989 (OBSOLETE)

This series includes but may not be limited to answer sheets, copies of Department of Education 509 forms sent off campus, photocopies of DE 502 forms sent off campus, photocopies of correspondence, and photocopies of Manifest of Examinees sent campus.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

GENERAL COLLEGE CHECKOUT FOR GRADUATION PROGRAM FILES

This series contains sample checkout sheets and annotated computer code reports.

RETENTION: Retain in office until superseded, then destroy by landfill.

LOUISIANA MATHEMATICS DIAGNOSTIC TESTING PROGRAM ANSWER SHEETS

This series contains answer sheets.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

MATH CREDIT EXAMINATION FILES, 1982-1983 (OBSOLETE)

This series includes but may not be limited to National Computer

System answer sheets, Master Item Bank computer-generated

reports, master diagrams, and file notes.

RETENTION: Destroy by shredding then landfill.

NATIONAL COMPUTER SYSTEM FILES

This series includes but may not be limited to correspondence, photocopies of campus correspondence, brochures received from off campus, manuals received from off campus, photocopies of invoices sent to Accounting Services, photocopies of requisitions sent to Purchasing, and photocopies of standing orders sent to Purchasing.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

OFF-CAMPUS PROJECTS FILES, 1984-1985 (OBSOLETE)

This series contains correspondence, draft reports, file notes, photocopies of articles, and newsletters received from off campus.

RETENTION: Destroy by shredding then landfill.

PARAMETER LOAD STATISTICS AND FILE MAINTENANCE REPORTS

This series contains computer-generated reports.

RETENTION: Retain 3 years in office, then destroy by landfill.

PERSONNEL FILES

This series contains photocopies of campus and off-campus correspondence and photocopies of the following sent to Human Resource Management: LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, Per-l Requests for Permission to Fill a Vacancy, Per-2 Personnel Appointments, Per-3 Personnel Status Changes, W-4s, and performance evaluations.

RETENTION: Record (master) copy: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by shredding then recycling.

PLACEMENT TEST SUPPORT FILES, 1986-1979 (OBSOLETE)

This series includes but may not be limited to brochures received from off campus, file notes, photocopies of campus and off-campus correspondence, and scoring keys.

RETENTION: Destroy by shredding then landfill.

PROFILES OF ACADEMIC ABILITIES

This series contains student profile sheets.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

QUESTIONNAIRE AND SURVEY DEVELOPMENT FILES

This series contains file notes, campus correspondence, master forms, photocopies of articles, form proofs, computer-generated reports, survey result reports, and the following received from off campus: drafts of questionnaires and photocopies of sample questionnaires.

RETENTION: Master forms and survey result reports: Record (master) copy: Retain permanently in office. Duplicates:

Retain in office while active, then destroy by shredding then landfill. Campus correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill.

Duplicates: Retain in office while active, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

RETENTION SURVEY FILES, 1987-1988 (OBSOLETE)

This series contains photocopies of campus correspondence, statistical reports, photocopies of Freshman Survey sent to Junior Division, photocopies of journal articles, and photocopies of studies received from off campus.

RETENTION: Retain 3 years in office, then transfer to University Archives.

SCANNER PROGRAM SUPPORT GUIDELINES

This series contains operational guidelines.

RETENTION: Retain in office while active or until superseded, then destroy by shredding then landfill.

SCANNER SUPPORT FILES

This series contains MEC operations guidelines and photocopies of vendor manuals.

RETENTION: Retain in office while active or until superseded, then destroy by shredding then landfill.

SCHOLASTIC APTITUDE TEST FILES

This series contains campus correspondence and SAT brochures.

RETENTION: Campus correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill.

Duplicates: Retain in office while active, then destroy by shredding then landfill. Brochures: Retain in office while active, then destroy by landfill.

SHREDDER PURCHASE FILE, 1988 (OBSOLETE)

This series contains campus correspondence, file notes, vendor brochures1 NCR copies of Requests for Budget Adjustments sent to Budget and Planning, and the following received from Purchasing:

photocopies of bids and photocopies of requisitions.

RETENTION: Campus correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill.

Duplicates: Retain in office while active, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

STRONG-CAMPBELL INTEREST INVENTORY FILES

This series includes but may not be limited to participation log sheets, NCR copies of scoring service receipts sent off campus, brochures received from off campus, photocopies of invoices received from off campus, file notes, survey forms, and originals and photocopies of correspondence.

RETENTION: Invoices and receipts: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Log sheets and completed forms: Retain 3 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

STUDENTS AND TRANSIENTS APPOINTMENT FILES

This series includes but may not be limited to file notes, photocopies of campus correspondence, photocopies of W-4s, and the following sent to Human Resource Management: computer-generated Per-17 Turn Around Documents, photocopies of I-9s, photocopies of Loyalty Oaths, photocopies of Social Security cards, photocopies of Drivers Licenses, and photocopies of PER-3 Personnel Status Changes.

RETENTION: Student assistant files: Record (master) copy:

Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Duplicates: Retain in office until summarized, then destroy by shredding then recycling. Transient files:

Record (master) copy: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Duplicates: Retain in office until summarized, then destroy by shredding then recycling.

STUDENTS AND TRANSIENTS TIMESHEET FILES

This series contains photocopies of timesheets sent to Payroll, computer-generated MEC timesheets, computer-generated PER-17 Turn Around Documents sent to Human Resource Management, photocopies of Per-3 Personnel Status Changes sent to Human Resource Management, and photocopies of correspondence.

RETENTION: Student assistant files: Record (master) copy:

Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Retain in office until summarized, then destroy by shredding then recycling.

TAPE MAPS, 1979-1986 (OBSOLETE)

This series contains computer-generated reports.

RETENTION: Destroy by landfill.

TEACHER/COURSE EVALUATION FILES

This series includes but may not be limited to master forms, campus correspondence, and log sheets giving teacher evaluation, code number, and other information.

RETENTION: Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. All other contents: Retain 5 years in office, then destroy by shredding then landfill.

TEACHER EVALUATION SUPPORT FILES

This series includes but may not be limited to statistical computer-generated reports received from Student Records and Registration and originals and photocopies of MEC computer program use guidelines.

RETENTION: Reports: Retain 3 years in office, then destroy by shredding then landfill. Guidelines: Retain in office while active or until superseded, then destroy by landfill.

TEST OF PREPARATION FOR COLLEGE MATHEMATICS FILES

This series includes but may not be limited to applications received from off campus, supervisor reports received from off campus, participant status log sheets, tracking forms, participating school lists, file notes, photocopies of vehicle authorization forms, originals and photocopies of campus and off-campus correspondence, brochures, photocopies of project reports received from off campus, answer sheet proofs, photocopies of invoices, computer-generated reports, and report formats.

RETENTION: Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. All other contents: Retain 5 years in office, then destroy by shredding then landfill.

TEST SCORING PARAMETER FILES

This series contains coded answer sheets and test scoring log sheets showing project number, instructor's name, and other information.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

TEST SCORING SERVICE PROMOTION FILES

This series contains photocopies of guidelines generated here and received from Academic Development, computer-generated reports, file notes, and research bulletins received from off campus.

RETENTION: Reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains photocopies of campus correspondence, photocopies of computer-generated leave reports, invoices received from off campus, Payroll Check Distribution reports received from Accounting Services, and photocopies of the following sent to Human Resource Management: Employment processing forms, PER-l Requests to fill Vacancy, PER-2 Personnel Appointments, PER -3 Personnel Status Changes, withholding tax statements, and PER-25 Contracts.

RETENTION: Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Payroll Check Distribution reports: Retain 3 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by shredding then landfill.

WASHINGTON PRE-COLLEGE TESTING PROGRAM FILES, 1966-1986 (OBSOLETE)

This series includes but may not be limited to the following material received from University of Washington: near-print informational material, sample answer sheets, sample student report forms, photocopies of letters, file notes, computer-generated reports, and photocopies of reports.

RETENTION: Destroy by landfill.

WORD PROCESSING FILES