OFFICE OF THE DEAN OF ACADEMIC SERVICES
- - DRAFT - -
Do not destroy records according to these draft guidelines.
ACADEMIC SERVICES GENERAL FILES
This series contains campus and off campus correspondence,
photocopies of procedural guidelines generated in this office and
received from campus offices, statistical reports generated here
and received from campus offices, surveys generated here and
received from campus offices, photocopies of budgets received
from departments, Computer-Generated Equipment Inventories
received from Telecommunications Office, leave records of directors
received from departments, and photocopies of off campus near-print
informational material.
RETENTION: Leave records: Retain in office 2 years after termination
or until final disposition of charge or civil action1 then destroy by
shredding then recycling. Correspondence: Retain 5 years in office,
then destroy by shredding then recycling. Procedural guidelines,
statistical reports and surveys: Record (master) copy: Retain permanently
in office. Duplicates: Retain in office while active, then destroy by recycling.
All other contents: Retain 3 years in office, then destroy by recycling.
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.
ASSISTANT TO THE DEAN REFERENCE FILE
This series contains photocopies of excerpts from manuals
received from off campus.
RETENTION: Retain 3 years in office, then destroy by recycling.
ASSISTANT TO THE DEAN WORKING FILES
This series contains photocopies of policy statements received from Office of the Chancellor, photocopies of Permanent Memoranda received from Office of the President, off campus near-print informational material, correspondence, and photocopies and originals of procedural guidelines generated here and received from campus offices.
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 All other contents: Retain in office until superseded, then destroy by landfill.
-- DRAFT --
Do not destroy records according to these draft guidelines.
AUDIO AND VIDEO TAPES
This series contains audio and video tapes generated here and
copies of audio and video tapes received from off campus.
RETENTION: Retain permanently in office.
AUTHOR FILES
This series contains photocopies of excerpts from publications.
RETENTION: Retain in office while active, then destroy by
recycling.
CAMPUS CORRESPONDENCE
This series contains campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
CLASS MANAGEMENT REPORTS
This series contains computer-generated Class Management Reports
received from Student Records and Registration.
RETENTION: Retain 3 years in office, then destroy by recycling.
CONFERENCE AND TRAVEL FILES
This series contains photocopies of campus correspondence, photocopies of Requests for Authorization to Travel sent to Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, and agendas.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
COUNCIL OF ASSISTANT AND ASSOCIATE DEANS FILES
This series contains photocopies of campus correspondence sent to council members, photocopies of reprints of journal articles, and photocopies of policy statements received from Office of the Chancellor.
RETENTION: Retain in office 5 years and transfer to University Archives.
DEAN ADMINISTRATIVE FILES
This series contains photocopies and originals of meeting minutes received from committees and departments, campus and off campus correspondence, policy statements, personnel action files, file notes, off campus near-print informational material, photocopies of agenda received from committees and departments, photocopies of studies sent to departments, photocopies of procedural guidelines received from committees and departments, photocopies of reports sent to departments, and statistical summaries.
RETENTION: Retain in office 5 years and transfer to University Archives.
DIRECTORIES AND CATALOGS
This series contains campus and off-campus catalogs and campus and off-campus directories received.
RETENTION: Retain in office until superseded, then destroy by landfill.
DOCUMENTS FILES
This series contains photocopies of meeting minutes received from the Board of Supervisors, photocopies of campus correspondence received, photocopies of proposal drafts, catalogs received from off campus, photocopies of reports, and photocopies of policy statements received from Office of the Chancellor
RETENTION: Retain in office until superseded, then destroy by landfill.
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 repalces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.
ENROLLMENT AND GRADUATION SUMMARIES
This series contains computer-generated Enrollment and Graduation
Summaries received from Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
EQUIPMENT INVENTORY FILES
This series contains procedural guidelines received from Property
Control and photocopies of Equipment Inventory forms sent to
Property Control.
RETENTION: Retain 1 year in office, then destroy by landfill.
EVENT FILES
This series contains drafts of campus correspondence, photocopies
of invoices received from off-campus photocopies of Academic
Services procedural guidelines, and correspondence.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
FACULTY EVALUATION REPORTS, 1984-1985
This series contains computer-generated Faculty Evaluation
Reports.
RETENTION: Destroy by shredding then landfill.
FINANCIAL REPORTS AND LEDGERS
This series contains monthly financial reports, monthly ledgers received from Accounting Services, and computer-generated ledgers.
RETENTION: Financial reports:
destroy by landfill. Ledgers:
superseded, then destroy by landfill.
FINANCIAL TRANSACTIONS FILES
This series contains photocopies and NCR copies of invoices generated here or received from departments, and photocopies and NCR copies of the following sent to Accounting Services:
Requisitions, Purchase Orders, receipts, Travel Expense Vouchers, payroll sheets, and timesheets.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
GOVERNOR SPECIAL COMMISSION ON EDUCATION SERVICES FILES
This series contains photocopies of the following received from off campus: agendas, meeting minutes, meeting announcements, and reports.
RETENTION: Retain in office 3 years and transfer to University Archives.
GRADUATE AND PROFESSIONAL FINANCIAL AID COUNCIL FILE
This series contains photocopies of the following received from the Graduate and Professional Financial Aid Council: agendas, meeting minutes, reports, research summaries, and by-laws.
RETENTION: Retain in office while active and transfer to University Archives.
HIGH SCHOOL RALLY PARTICIPANT CARD FILE (OBSOLETE)
This series contains cards with student name, name of high school, and subject in which they participated.
RETENTION: Retain in office while active, then destroy by landfill.
HIGH SCHOOL RELATIONS FILMS, 1971-1985 (OBSOLETE)
This series contains promotional recruitment films received from
campus office.
RETENTION: Transfer to University Archives.
HIGH SCHOOL RELATIONS LOAN-OUT CARD FILE, 1984-1986 (OBSOLETE)
This series contains cards with high-school name, name of item
loaned, and dates loaned and returned.
RETENTION: Destroy by landfill.
HIGH SCHOOL REQUESTS
This series contains letters received from off campus.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
INCOME ACCOUNT FILES
This series contains photocopies of ledgers received from
Accounting Services and monthly tabulation worksheets.
RETENTION: Retain in office until superseded, then destroy by
recycling.
L.S.U. PUBLICATIONS
This series contains campus near-print informational material.
RETENTION: Retain in office until superseded, then destroy by
landfill.
LEDGER PROGRAM SOURCE CODE NOTEBOOK
This series contains a computer-generated ledger program.
RETENTION: Retain in office until superseded, then destroy by
landfill.
LOUISIANA MATHEMATICAL DIAGNOSTIC TESTING PROGRAM FILE
This series contains sample tests received from off campus, program evaluation reports received from off campus, file notes, photocopies of campus correspondence sent off campus, master copies of near-print informational material, and program reports.
RETENTION: Retain permanently in office.
MATH DEPARTMENT GENERAL FILES
This series contains photocopies of the following received from the Mathematics Department: campus and off-campus correspondence, reports, proposals and grants, salary reviews, course descriptions, and letters of recommendation.
RETENTION: Retain in office while active, then destroy by recycling.
NEW FRESHMEN LIST
This series contains computer-generated reports with student name, high school, and parish received from Data Processing.
RETENTION: Retain in office until superseded, then destroy by landfill.
NEWSLETTERS
This series contains drafts of Academic Services newsletter.
RETENTION: Retain in office while active, then destroy by
recycling.
OPERATING BUDGETS FOR FISCAL YEARS
This series contains photocopies of Operating Budget for Fiscal
Year received from Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
PERSONNEL FILES
This series contains resumes received from off-campus, leave slips, and photocopies of the following sent to Human Resource
Management: Per-2 Personnel Appointment forms, transcripts, promotion papers, resignation forms, campus correspondence, performance evaluations, step increase forms, and resignation forms.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
PUBLICATIONS, 1962-1981 (OBSOLETE)
This series contains near-print informational material received
from Public Relations.
RETENTION: Transfer to University Archives.
SLIDES, 1970-1985 (OBSOLETE)
This series contains slides.
RETENTION: Transfer to University Archives.
STATISTICAL REPORTS
This series contains computer-generated Operating Budgets for
Fiscal Years received from Budget and Planning and the following
computer-generated reports received from Student Records and
Registration: Activity Reports, Class Management Reports, and
Scholarship Lists.
RETENTION: Retain 3 years in office, then destroy by landfill.
STUDENT INFORMATION LISTS AND CODE TABLES
This series contains computer-generated reports received from
Data Processing.
RETENTION: Retain in office until superseded, then destroy by
landfill.
SYSTEM INSTRUCTION SHEETS
This series contains photocopies of instructional sheets received from System Network Computer Center.
RETENTION: Retain in office until superseded, then destroy by recycling.
"THE NEWS" NEWSLETTER
This series contains newsletters.
RETENTION: Retain permanently in office.
TOUR PARTICIPANTS CORRESPONDENCE
This series contains campus and off campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
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 hardcopy, 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.