OFFICE OF THE DIRECTOR/STUDENT RECORDS AND REGISTRATION
ADMINISTRATIVE SECRETARY CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
ADMINISTRATIVE SECRETARY PROCEDURAL MANUALS
This series contains Student Records and Registration procedural manuals.
RETENTION: Retain in office until superseded, then destroy by landfill.
ADMINISTRATIVE SECRETARY READING FILES
This series contains photocopies of Sections Added/Canceled
Reports sent to departments and campus correspondence sent.
RETENTION: Retain 5 years in office, then destroy by landfill.
ADMINISTRATIVE SECRETARY WORKING FILES
This series includes but may not be limited to photocopies of formal meeting minutes received from Council of Dean, policy statements received from Office of the Chancellor, campus and off-campus correspondence, photocopies of legal guidelines received from Office of Academic Affairs, file lists, Student Records and Registration booklets, statistical reports, and procedural guidelines.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
ASSISTANT DIRECTOR CODE SHEETS NOTEBOOK
This series contains sample code sheets.
RETENTION: Retain in office until superseded, then destroy by
landfill.
ASSISTANT DIRECTOR FOR COMPUTER SERVICES ADMINISTRATIVE FILES
This series contains campus and off-campus correspondence, photocopies of guidelines received from System Network Computer Center and Administrative Information Systems, NCR Requests for Data Processing Services sent to Administrative Information Systems, photocopies of reports sent to campus offices, and campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
ASSISTANT DIRECTOR FOR COMPUTING SERVICES ADMINISTRATIVE FILES
This series includes but may not be limited to campus and off-campus correspondence, informal staff meeting minutes, file notes, and photocopies of Travel Expense Vouchers sent to Accounting Services.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
ASSISTANT DIRECTOR FOR COMPUTING SERVICES COMPUTER PROBLEMS PILES
This series includes but may not be limited to screen prints, computer-generated reports, originals and photocopies of transcripts, campus correspondence, and file notes.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
ASSISTANT DIRECTOR FOR COMPUTING SERVICES CORRESPONDENCE
This series contains hard copies of electronic mail and campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
ASSISTANT DIRECTOR FOR COMPUTING SERVICES FILE DEFINITIONS REPORTS
This series contains computer-generated reports of computer file descriptions.
RETENTION: Retain in office until superseded, then destroy by landfill.
ASSISTANT DIRECTOR FOR COMPUTING SERVICES HANGING FILES
This series includes but may not be limited to campus and off-campus correspondence, computer-generated reports, hardware use instructions, and file notes.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
ASSISTANT DIRECTOR FOR COMPUTING SERVICES PROJECTS FILES
This series contains photocopies of formal and informal meeting minutes received from committees, photocopies of equipment lists received from Automated Information Systems, photocopies of computer program descriptions received from Automated Information Systems, photocopies of code lists, catalogs received from off campus, and correspondence.
RETENTION: Retain permanently in office.
ASSISTANT DIRECTOR FOR COMPUTER SERVICES READING FILES
This series contains photocopies of policy statements received from Academic Affairs and off campus, photocopies of procedural guidelines received from Academic Affairs and off campus, and near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by shredding then landfill.
ASSISTANT REGISTRAR POLICIES AND PROCEDURES FILES, 1939-1970 (OBSOLETE)
This series contains campus and off-campus correspondence, photocopies and originals of Records and Registration procedural guidelines, and photocopies of policy statements received from the Office of the President.
RETENTION: Transfer to University Archives.
ASSOCIATE DIRECTOR ADMINISTRATIVE FILES
This series includes but may not be limited to campus and off-campus correspondence, informal staff meeting minutes, file notes, and photocopies of Travel Expense Vouchers sent to Accounting Services.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
ASSOCIATE DIRECTOR HANGING FILES
This series includes but may not be limited to campus and off-campus correspondence, computer-generated reports, hardware use instructions, and file notes.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
ASSOCIATE DIRECTOR POLICY STATEMENTS
This series contains policy statements received from Office of the Chancellor.
RETENTION: Retain in office until superseded, then destroy by recycling.
ASSOCIATE DIRECTOR PROCEDURAL NOTEBOOKS
This series contains procedural guidelines, Management of Student Information Systems Workshop Manuals received from Administrative Information Systems, Degree Audit System Procedure handbooks received from Administrative Information Systems, System Network Computer Center user guides received from System Network Computer Center, campus near-print informational material, and procedural guidelines received from System Network Computer Center.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
ASSOCIATE DIRECTOR SAMPLE FORMS NOTEBOOK
This series contains campus correspondence describing procedures.
RETENTION: Retain permanently in office.
ASSOCIATE DIRECTOR STUDENT PROFILE SYSTEM OPERATION PROCEDURAL NOTEBOOK
This series contains photocopies of the following: operational procedural guidelines received from System Network Computer Center, code lists, lists of names, and campus correspondence.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
AUTOMATION PROJECT FILES, 1980-1988 (OBSOLETE)
This series includes but may not be limited to photocopies of specifications received from System Network Computer Center and Administrative Information Systems, file notes, campus correspondence, and photocopies of equipment estimates received from System Network Computer Center and Administrative Information Systems.
RETENTION: Retain 5 years in office, then destroy by landfill.
BUDGET FILES
This series contains campus correspondence, annotated monthly budget reports received from Accounting Services, and photocopies of object codes guidelines received from Budget and Planning.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
BUDGET REPORTS
This series contains computer-generated reports generated here
and sent to Budget and Planning, including the following: Monthly
Reports, General Ledgers, and Unrestricted Expenditures.
RETENTION: Retain 3 years in office, then destroy by landfill.
BUILDING COORDINATOR WORKING FILES
This series contains campus and off-campus correspondence, photocopies of Work Requests sent to Facility Services, photocopies of incident reports received from LSU Campus Police, and seating arrangement reports received from Facility Development.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
CLASSROOMS AND BUILDINGS FLOOR PLANS
This series contains annotated photocopies of floor plans received from Facility Development.
RETENTION: Retain in office until superseded, then destroy by landfill.
COMPLETED SECURITY REQUESTS FILES
This series contains campus correspondence, hard copies of
electronic mail, and file notes.
RETENTION: Retain permanently in office.
COMPOSITE PACKET LISTS
This series contains computer-generated lists of all students with Social Security numbers, years, and curriculum.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
COMPUTER BILLINGS REPORTS
This series contains computer-generated reports received from
System Network Computer Center.
RETENTION: Retain 3 years in office, then destroy by landfill.
COMPUTER DATABASE AND PROGRAMMING INFORMATION FILES
This series contains computer-generated code lists received from
Administrative Information Systems.
RETENTION: Retain in office until superseded, then destroy by
shredding then landfill.
CURRICULUM CHANGE FILES
This series contains campus correspondence, photocopies of formal meeting minutes received from Course and Curricula Committee, and computer-generated reports.
RETENTION: Retain permanently in office.
DATA PROCESSING REQUESTS
This series contains NCR copies of Data Processing requests sent to Administrative Information Systems.
RETENTION: Retain 3 years in office, then destroy by landfill.
DIRECTOR ADMINISTRATIVE PILES
This series includes but may not be limited to photocopies of formal and informal meeting minutes received from campus offices, campus correspondence, off-campus correspondence, speeches sent to Reveille, originals and photocopies of studies sent to Office of the Vice-Chancellor and Budget and Planning and received from campus offices, file notes, photocopies of student ledgers, and articles or publication excerpts.
RETENTION: Retain permanently in office.
DIRECTOR PERSONNEL ACTIVITY FILES
This series contains campus correspondence, job applications, and photocopies of committee policy guidelines.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
DIRECTOR POLICY STATEMENTS
This series contains annotated policy statements received from the Office of the Chancellor.
RETENTION: Retain in office until superseded, then destroy by recycling.
ELIGIBILITY LETTERS FILES
This series contains computer-generated printouts showing students names and colleges, and procedural guidelines.
RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then landfill.
ERROR LIST REPORTS
This series contains computer-generated reports.
RETENTION: Retain 3 years in office, then destroy by landfill.
FORMER STUDENTS LISTS
This series contains computer-generated lists with student names,
Social Security numbers, colleges, and credits received.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
FORMS INVENTORY FILES
This series contains annotated forms log sheets and samples of forms.
RETENTION: Retain 5 years in office, then destroy by landfill.
HANDBOOKS
This series contains manuals received from on and off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
LEAVE RECORDS
This series contains photocopies of leave slips sent to Budget and Planning and Leave Tracking System Monthly Summary 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.
MANAGEMENT OF DATA FOR STUDENTS NOTEBOOK
This series contains photocopies of instructional manual.
RETENTION: Retain in office until superseded, then destroy by
landfill.
PERSONNEL AND EQUIPMENT FILES
This series includes but may not be limited to course description requests received from off campus, equipment inventories, campus correspondence, file notes, photocopies of maintenance contracts received from off campus and departments, job descriptions received from Human Resource Management and Civil Service, pay increase forms received from Civil Service, and evaluations.
RETENTION: Personnel records: Retain 3 years in office, then destroy by shredding then landfill. Equipment records: Retain 5 years in office, then destroy by shredding then landfill.
PERSONNEL POLICY PILES
This series contains campus correspondence, grievances, procedural guidelines received from Human Resource Management, off-campus correspondence, file notes, and letters of reference.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. -
PETTY CASH VOUCHERS
This series contains photocopies of Petty Cash Vouchers sent to
Office of Bursar Operations.
RETENTION: Retain in office 3 years, then destroy by recycling.
PLANT STORE CATALOG
This series contains computer-generated lists received from
University Stores.
RETENTION: Retain in office until superseded, then destroy by
landfill.
POLICIES AND PROCEDURES MANUALS (OBSOLETE)
This series contains photocopies of Student Records and
Registration manuals.
RETENTION: Retain permanently in office.
PURCHASING FILES
This series contains NCR copies of Internal Transactions sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, photocopies of invoices sent to Accounting Services, photocopies of computer-generated reports received from Purchasing and generated here, and photocopies of campus correspondence.
RETENTION: Retain 7 years in office, then destroy by landfill.
REGGIE SEMESTER ACTIVITY FILES
This series contains campus correspondence, statistical reports, and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
REGISTRATION INFORMATION FILES
This series contains Enrollment Summaries received from Budget and Planning, final examination booklets, registration booklets, and schedules.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
REPORTS SENT TO DEPARTMENTS
This series contains photocopies of reports sent to departments.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
SOUTHERN CO-OP FILES
This series contains correspondence, statistical reports, and
file notes.
RETENTION: Retain permanently in office.
SUBPOENA OF STUDENT RECORDS FILES
This series contains correspondence and file lists.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
SYSTEM NETWORK COMPUTER CENTER NEWSLETTERS (OBSOLETE)
This series contains newsletters received from System Network
Computer Center.
RETENTION: Retain permanently in office.
TIMESHEETS
This series contains photocopies of timesheets sent to Payroll.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
TRANSIENT PERSONNEL FILES
This series contains Transient Personnel Actions sent to Human Resource Management and student applications.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
UNIVERSITY CATALOGS
This series contains campus and off-campus catalogs.
RETENTION: Retain permanently in office.
VENDOR CATALOGS
This series contains catalogs received from vendors.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
OFFICE OF DIRECTOR/STUDENT RECORDS AND REGISTRATION
Draft Retention Schedule: Amendment
CLASS MANAGEMENT REPORTS
This series contains computer-generated Class Management Reports.
RETENTION: Retain 3 years in office, then destroy by recycling.
DEGREE CERTIFICATION/STUDENT RECORDS AND REGISTRATION
ACADEMIC AFFAIRS AND OTHER LSU OFFICES COMMENCEMENT FILES
This series includes but may not be limited to photocopies of committee meeting minutes, diploma samples received from off campus, Replacement Diploma Requests, student payment receipts received from Office of Bursar Operations, Requests for Permission to be Absent from Commencement received from colleges, photocopies of policy guidelines received from Academic Affairs and Faculty Senate, and letters received.
RETENTION: Retain permanently in office.
APPLICATION FOR DEGREE CARD FILE
This series contains Application for Degree cards generated here or received from colleges.
RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.
CLERK CHIEF CODES AND PROCEDURAL GUIDELINES NOTEBOOK
This series includes but may not be limited to procedural guidelines generated here or received from campus offices and file lists.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
CLERK CHIEF CORRESPONDENCE FILES
This series includes but may not be limited to Replacement
Diploma Requests, campus and off-campus correspondence, and
receipts for diploma covers.
RETENTION: Retain 5 years in office, then destroy by landfill.
COMMENCEMENT DIPLOMA SAMPLES NOTEBOOKS
This series contains file lists and photocopies of LSU diplomas.
RETENTION: Retain permanently in office.
COMMENCEMENT DIPLOMAS ORDERED LOG
This series contains log sheets with commencement date, date
mailed, and number of diplomas ordered.
RETENTION: Retain 3 years in office, then destroy by recycling.
DEGREE AUDIT REPORTS
This series contains computer-generated Degree Audit Reports received from colleges.
RETENTION: Retain 5 years after graduation or date of last attendance in office, then destroy by shredding then landfill.
DEGREE CANDIDATE REPORT
This series contains computer-generated Degree Candidate Reports received from Data Processing.
RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.
DIPLOMA LIST OF GRADUATES
This series contains computer-generated list received from Data
Processing.
RETENTION: Retain in office while active, then destroy by
shredding then landfill.
DIPLOMAS MAILED OUT LOG
This series contains log sheets with student names and addresses.
RETENTION: Retain in office 5 years after graduation term, then
destroy by shredding then landfill.
DIPLOMAS PICKED UP IN OFFICE LOG
This series contains log sheets with date, student signature, and order information.
RETENTION: Retain in office 5 years after graduation term, then destroy by recycling.
GRADUATES SCHEDULE CARD FILE
This series contains cards received once a semester from Data Processing giving student name, number, college year, curriculum, and current schedule.
RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.
GRADUATION TOTALS NOTEBOOK
This series contains graduation totals lists.
RETENTION: Retain permanently in office.
LAW SCHOOL COMMENCEMENT PROGRAMS
This series contains commencement programs received from Public
Relations.
RETENTION: Retain permanently in office.
LSU COMMENCEMENT PROGRAMS
This series contains commencement programs received from Public
Relations.
RETENTION: Retain permanently in office.
LSU COURSE CATALOGS
This series contains course catalogs received from Public
Relations.
RETENTION: Retain permanently in office.
PICKUPS AND FINES DIPLOMAS LIST
This series contains lists of diplomas not picked up.
RETENTION: Retain permanently in office.
REPLACEMENT DIPLOMAS ORDERED LOG
This series contains monthly log sheets showing date ordered, college, graduation date, degree, amount paid, and other information.
RETENTION: Retain 3 years in office, then destroy by recycling.
SAMPLE LSU COMMENCEMENT PROGRAMS
This series contains examples of some early LSU commencement
programs.
RETENTION: Retain permanently in office.
STAFF ASSISTANT WORKING FILES
This series includes but may not be limited to campus and off-campus correspondence and off-campus near~print informational material.
RETENTION: Retain in office while active, then destroy by landfill.
SUPPLY INVENTORY ANNUAL LISTS
This series contains annual lists of supplies ordered and supply
count.
RETENTION: Retain 3 years in office, then destroy by landfill.
GENERAL SERVICES/STUDENT RECORDS AND REGISTRATION
ACADEMIC COMMON MARKET AUTHORIZATION LETTERS RECEIVED
This series contains letters received from other states'
Departments of Education.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
ACADEMIC COMMON MARKET DIRECTORY
This series contains computer-generated directories received from
Office of Bursar Operations.
RETENTION: Retain in office until superseded, then destroy by
landfill.
ADDRESS CHANGE REQUESTS
This series contains student change of address request forms.
RETENTION: Retain in office while active, then destroy by
shredding then landfill.
ALPHABETIC FEE LISTS
This series contains computer-generated reports received from
Office of Bursar Operations.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
CALL-IN GRADE FILES
This series contains Authorizations to Have Grades Reported to
Another University.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
CATALOG DEPOSITS FILES
This series contains file lists and photocopies of the following sent to Office of Bursar Operations: transmittals and deposit slips. RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.
CATALOG REQUESTS
This series contains letters received from off campus.
RETENTION: Retain in office while active, then destroy by
landfill.
CERTIFICATION LETTERS FILES
This series contains Verification Form request letters received from off campus and work request slips.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
CERTIFICATION MASTER FORM LETTERS
This series contains master form letters.
RETENTION: Retain in office until superseded, then destroy by recycling
COMPANY LISTS TRANSCRIPT REQUEST FILES
This series contains Transcript Requests received from Career
Planning and Placement.
RETENTION: Retain in office 1 year after term submitted, then
destroy by shredding then landfill.
COORDINATOR OF GENERAL SERVICES ADMINISTRATIVE FILES
This series contains LSU Faculty Handbook, photocopy of Records and Registration database system code book, campus and off-campus correspondence, and photocopies of Records and Registration personnel guidelines.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
COORDINATOR OF GENERAL SERVICES WORKING FILES
This series contains photocopies of computer use guidelines, photocopies of events schedule generated here or received from campus offices, and photocopies of fee exemption code lists received from Office of Bursar Operations.
RETENTION: Retain in office until superseded, then destroy by recycling.
DIPLOMA LISTS
This series contains computer-generated lists.
RETENTION: Retain 7 years in office, then destroy by shredding
then landfill.
EXPRESS MAIL TRANSCRIPTS REQUEST
This series contains NCR copies of Transcript Requests and NCR copies of Express Mail forms.
RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then landfill.
FEE BILLS LISTS
This series contains computer-generated lists received from
Office of Bursar Operations.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
FEE EXEMPTION AUDIT LISTS
This series contains computer-generated lists received from departments.
RETENTION: Retain in office 5 years after term submitted, then destroy by shredding then landfill.
FEE EXEMPTIONS FILES
This series contains original or photocopies of fee exemption forms received from the following: Student Aid and Scholarships, International Student Office, Admissions, Graduate School, Human Resource Management, Athletic Department, and off campus.
RETENTION: Retain in office 5 years after graduation or date of last attendance, then destroy by shredding then landfill.
GENERAL SERVICES SUPERVISOR ADMINISTRATIVE FILES
This series includes but may not be limited to Records and Registration procedural guidelines, LSU Catalogs, directories received from professional organizations, and master forms.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GRADUATE DIVISION OF EDUCATION BULLETINS
This series contains bulletins received from Graduate School.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
IRREGULAR REFUNDS FILES
This series contains originals and photocopies of letters received from students and departments.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
LATE FEE BILLS
This series contains photocopies of fee bills received from
Office of Bursar Operations.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
LSU CATALOGS
This series contains LSU General Catalogs.
RETENTION: Retain permanently in office.
MAILED LETTERS LOG
This series contains log sheets listing letters mailed.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
MONTHLY PURGE REPORTS
This series contains computer-generated monthly lists, received from Data Processing, of transcripts purged from online database.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
MONTHLY STUDENT LOAN TRIAL BALANCE LIST
This series contains computer-generated monthly lists received from Student Aid and Scholarships.
RETENTION: Retain in office until superseded, then destroy by shredding then landfill.
NATIONAL GUARD FEE EXEMPTION AUTHORIZATION LISTS
This series contains computer-generated lists received from Data Processing.
RETENTION: Retain 7 years in office, then destroy by shredding
then landfill.
PERSONAL ACCESS CODE FILES
This series contains slips of paper with student identification and designated access code.
RETENTION: Retain in office while active, then destroy by shredding then landfill-
PROBLEM FEE BILL PILES
This series contains photocopies of fee bill slips received from Office of Bursar Operations.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling.
PROCEDURAL GUIDELINES NOTEBOOKS (OBSOLETE)
This series contains photocopies of Student Records and
Registration procedural guidelines.
RETENTION: Destroy by recycling.
RECEIVED FAXES LOG
This series contains log sheets listing faxes received.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
RECEPTIONIST WORKING FILES
This series includes but may not be limited to LSU course schedule booklets, Southern University course schedule booklets, photocopies of computer-generated exemption lists received from Graduate School, photocopies of Records and Registration procedural guidelines, photocopies of fee lists received from Academic Affairs, file notes, computer-generated admission code lists received from Admissions Office, and calendars.
RETENTION: Retain in office while active, then destroy by landfill.
REFUND AND CHARGE SLIPS FILES
This series contains the following received from Student Aid and
Scholarships or the Graduate School: Authorizations for
Exemption and two NCR copies of Refund and Charge forms.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
REGISTRATION PHYSICAL ARRANGEMENTS FILES
This series contains campus correspondence and Records and
Registration registration arena maps.
RETENTION: Retain 3 years in office, then destroy by landfill.
SPECIAL TRANSCRIPT REQUEST FILES
This series contains letters of request for transcripts received from off campus and from LSU agencies and professors.
RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then landfill.
STUDENT AID TRIAL BALANCE REPORTS
This series contains computer-generated student balance reports received from Office of ~ursar Operations.
RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then landfill.
STUDENT REGISTRATION FEE AUDIT FILES
This series contains campus correspondence, authorization for fee exemption letters and forms, and computer-generated fee record reports received from Data Processing.
RETENTION: Retain in office 5 years after term submitted, then destroy by shredding then landfill.
STUDENT TRANSCRIPT REQUEST LETTERS
This series contains letters of request for transcripts received from students.
RETENTION: Retain in office 3 months after term submitted, then destroy by shredding then landfill.
STUDENT TRANSCRIPT REQUESTS-ON-LINE
This series contains NCR copies of Transcript Requests received from students.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
STUDENT WORKER PROCEDURAL AND SCHEDULING FILES
This series includes but may not be limited to photocopies Student Records and Registration procedural guidelines, photocopies of Student Records and Registration computer-generated degree lists, LSU catalogs, and course schedules.
RETENTION: Retain in office until superseded, then destroy shredding then landfill.
SUMMER CAMP LISTS
This series contains lists of student camp participants received from departments.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
TRANSCRIPT BATCH PRINT REPORT
This series contains computer-generated daily lists received from
Data Processing.
RETENTION: Retain in office until superseded, then destroy by
shredding then landfill.
TRANSCRIPT CLERK WORKING FILES
This series contains photocopies of procedural guidelines received from System Network Computer Center and copies of LSU Today.
RETENTION: Retain in office while active, then destroy by recycling.
VOIDED REFUND AND CHARGE SLIPS
This series contains voided Refund and Charge slips.
RETENTION: Retain 1 year in office, then destroy by shredding
then landfill.
VETERANS AFFAIRS
CLERK WORKING FILES
This series contains all or some of the following: photocopies of campus and off-campus correspondence, file lists, off-campus near-print informational material, fee lists received from Student Records and Registration, benefits verifications received from Student Records and Registration, computer-generated Exemption lists received from Student Records and Registration, computer-generated Students Dropped lists received from Student Records and Registration, and computer-generated Drop/Add Updates received from Student Records and Registration.
RETENTION: Certificates of Eligibility: Retain in office 3 years after graduation term or term of last attendance, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by shredding then landfill.
LSU CATALOGS
This series contains LSU catalogs.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
NATIONAL GUARD PERSONNEL ENROLLED OR ADMITTED LIST FILES
This series contains file lists and computer-generated lists received from Administrative Information Systems with the following information: student identification numbers, department, year, curriculum, and residency status code.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
VETERANS ADMINISTRATION CHECK RECIPIENTS LIST
This series contains computer-generated reports received from Veterans Administration Office with student identification number, Veteran Administration file number, benefit period, zip code, check amount, and claim number.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
VETERANS ADMINISTRATION REGULATIONS AUDIOTAPES
This series contains audio tapes with regulatory instructions received from Veterans Administration.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
VETERANS AFFAIRS REGISTRATION PROBLEMS LOG
This series contains a log with student names, problem descriptions, and dates.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
VETERANS COUNSELOR WORKING FILES
This series contains computer-generated curriculum code lists and photocopies of procedural guidelines.
RETENTION: Retain in office until superseded, then destroy by landfill.
VETERANS FILES
This series contains correspondence, address changes, and photocopies of the following sent to Veterans Administration:
Enrollment Certifications and Louisiana Veterans Fact Sheets.
RETENTION: Retain in office 3 years after graduation term or term of last attendance, then destroy by shredding then recycling.
VETERANS OFFICE ADMINISTRATION REPORTING FILES
This series contains photocopies of progress reports sent to
approving agency, correspondence, and photocopies of Compliance
Verification Reports sent off campus.
RETENTION: Retain permanently in office.
VETERANS STATUS CARD FILE, 1985-1990 (OBSOLETE)
This series contains cards with names, addresses, Veterans
Administration program, and credit hours.
RETENTION: Destroy by shredding then landfill.
RECORDS/STUDENT RECORDS AND REGISTRATION
ACADEMIC ACTION FILES
This series contains academic action change forms.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
ADMISSION CODE TABLE
This series contains computer-generated list of American colleges by state with ACT Institution Codes.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
ADVANCED STANDING GRADE REPORTS
This series includes but may not be limited to Advanced Standing
Petitions received from colleges and Advanced Standing Grade
Reports received from instructors.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
AUDIT ONLY CARD FILE
This series contains cards with name, Social Security number, course number, sex, and marital status.
RETENTION: Retain in office 1 year after term submitted or while active, whichever is longer, then destroy by shredding then landfill.
CANCELLED/REINSTATED REGISTRATION FILE
This series contains printouts received from Office of Bursar
Operations and photocopies of off-campus correspondence.
RETENTION: Retain in office 1 year after term submitted, then
destroy by shredding then landfill.
CARIBBEAN PROGRAM REGISTRATION AND GRADE FILES, 1951-1955 (OBSOLETE)
This series contains Caribbean Program grade reports, applications, fee receipts, campus and off-campus correspondence, and file notes.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
CLERK CHIEF WORKING FILES
This series includes but may not be limited to campus correspondence and sample completed forms.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
CORRESPONDENCE STUDENTS LEDGER CARD FILE
This series contains student ledger cards.
RETENTION: Retain permanently in office.
CORRESPONDENCE STUDY GRADES FILES
This series contains Independent Study Final Grade Reports.
RETENTION: Retain permanently in office.
COURSE TITLE LISTS, 1958-1970 (OBSOLETE)
This series contains course title lists.
RETENTION: Destroy by shredding then landfill.
DEPARTMENTAL CHANGES FILES
This series includes but may not be limited to campus correspondence and student schedule change forms received from departments.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
DROP/ADD FILES
This series contains drop/add forms and LSU Evening School course enrollment forms.
RETENTION: Retain in office 1 year after term submitted or while active, whichever is longer, then destroy by shredding then landfill.
DROP/ADD REPORTS FILES
This series contains the following computer-generated reports
received from Data Processing: Drop and Add Error Reports, Drop and Add Activity Reports, and Scanner Sheet Count Reports.
RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then landfill.
EXAMINATION CARDS
This series contains M.A. and Ph.D. examination cards.
RETENTION: Retain permanently in office.
EXTENSION COURSE GRADE SHEETS
This series contains extension course grade sheets received from
Independent Study.
RETENTION: Retain permanently in office.
EXTENSION REGISTRAR CARD FILE, 1927-1978 (OBSOLETE)
This series contains Registrar's Cards.
RETENTION: Destroy by shredding then landfill.
FILE CLERK SUPERVISOR WORKING FILES
This series contains faxes received from off campus and file notes.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
FOREIGN STUDENTS ADMISSIONS FILES
This series contains campus correspondence, letters of recommendation received from off campus, acceptance letters sent off campus, personal data sheets received from Admissions, transfer credit evaluations received from Admissions, and the following received from off campus: applications for admission or readmission, correspondence, GRE reports, medical records, placement scores, residency classification forms, test scores, transcripts, and foreign student 1-20 forms.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
FORMER STUDENT CARD FILE
This series contains file cards with the following information:
student name, Social Security number, entry date, graduation date, address, class designation, and course designation.
RETENTION: Retain permanently in office.
FOURTEENTH DAY CLASS LISTS (OBSOLETE)
This series contains computer-generated class lists sent to
Budget and Planning.
RETENTION: Destroy by shredding then landfill.
GRADE CARDS AND GRADE LISTS MICROFILM
This series contains microfilmed grade cards and grade lists.
RETENTION: Retain permanently in office.
GRADE CORRECTION FILES
This series includes but may not be limited to grade correction
reports and campus correspondence.
RETENTION: Retain permanently in office.
INCOMPLETE GRADE LISTS
This series contains computer-generated reports listing issued and replaced "I" grades.
RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.
LSU-ALEXANDRIA RESIDENT CENTER PROGRAM FILES
This series contains photocopies of class schedules received from LSU-Alexandria, NCR copies of Drop/Add forms sent to Student Records and Registration, Fourteenth Class Day Roster received from LSU-Alexandria, and campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
LSU-ALEXANDRIA RESIDENT PROGRAM PARTICIPANT CARD FILE
This series contains cards with name and semester enrolled.
RETENTION: Retain in office 1 year after term submitted or while active, whichever is longer, then destroy by shredding then landfill.
LSU-ALEXANDRIA STUDENT REGISTRATION FORMS
This series contains photocopies of student resignation forms received from LSU-Alexandria.
RETENTION: Retain in office while active, then destroy by shredding then recycling.
MICROFILM LISTS
This series contains lists giving microfilm cartridge numbers and
content descriptions.
RETENTION: Retain permanently in office.
MICROFILM TECHNICIAN WORKING FILES
This series contains procedural guidelines, file notes, files lists, and work log sheets with the following information: date and work performed.
RETENTION: Retain in office while active, then destroy by landfill.
MIDTERM GRADE SHEETS
This series contains Midterm Grade Sheets.
RETENTION: Retain in office while active, then destroy by
shredding then landfill.
NAME CHANGES CARD FILE
This series contains student change of name cards.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
PASS/FAIL PETITIONS
This series contains petitions received from offices of deans.
RETENTION: Retain in office 1 year after term distributed, then
destroy by shredding then landfill.
PERMANENT NUMBER LISTS
This series contains computer-generated lists of students in Social Security number order.
RETENTION: Retain in office until superseded, then destroy by shredding then landfill.
PETITIONS FOR SUBSTITUTIONS
This series contains Petitions for Substitutions received from offices of deans.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
PURGE REPORTS
This series contains computer-generated reports.
RETENTION: Retain in office while active, then destroy by
landfill.
RECORDS HISTORY REPORTS
This series contains the following computer-generated reports
received from Data Processing: Students by Alpha, Students by Social Security Number, Academic Action, and Advanced Standing Credit.
RETENTION: Retain in office until superseded, then destroy by shredding then landfill.
RECORDS SECTION POLICIES AND PROCEDURES FILES
This series contains procedural guidelines and photocopies of campus correspondence.
RETENTION: Retain permanently in office.
REFILMED LEDGERS MICROFILM
This series contains student ledger cards on microfilm.
RETENTION: Retain permanently in office.
RESIGNATION CARD FILE
This series contains student resignation cards.
RETENTION: Retain in office 2 years after graduation term or term of last attendance, then destroy by shredding then landfill.
SOCIAL SECURITY NUMBER CHANGES FILE
This series contains student Social Security change cards.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
SOUTHERN-LSU INTERINSTITUTIONAL COOPERATION PROGRAM FILES
This series contains co-op enrollment form, printout with grades, photocopies of transcripts received from Southern University, statistical reports, and correspondence.
RETENTION: Retain permanently in office.
STAFF ASSISTANT IV ADMINISTRATIVE FILES
This series includes but may not be limited to campus and off-campus correspondence, job descriptions, campus correspondence, policy statements, procedural guidelines, reports received from campus, photocopies of meeting minutes, file notes, computer-generated reports, LSU catalogs, and staff problem log sheets with date, name, and problem.
RETENTION: Retain in office while active, then destroy by
shredding then landfill.
STUDENT LEDGER CARD FILE
This series contains student ledger cards.
RETENTION: Retain permanently in office.
STUDENT RECORDS MICROFILM USE COPY
This series includes but may not be limited to admission papers, grades, student ledger cards, fee bills, grade corrections, drop/add forms, resignations, petitions, correspondence, extension rosters, and Southern University Co-op records.
RETENTION: Retain permanently in office.
STUDENT REQUESTS FOR FOREIGN UNIVERSITY TRANSCRIPTS CARD FILE
This series contains cards with student name, student ID number, date, and student signature.
RETENTION: Retain in office 5 years after term submitted, then destroy by shredding then landfill.
SUPPLEMENTARY GRADE REPORTS
This series contains NCR copies of Supplementary Grade Reports sent to departments and offices of deans.
RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.
UNABLE TO BACKLOAD TO DATABASE FILES
This series contains transcripts.
RETENTION: Retain permanently in office.
UNABLE TO BACKLOAD STUDENT LEDGER CARD FILE
This series contains student ledger cards.
RETENTION: Retain permanently in office.
UNIVERSITY RECORDS SPECIALIST SPECIAL TOPICS FILES
This series contains photocopies of campus correspondence.
RETENTION: Retain in office while active, then destroy by
shredding, then landfill.
UNIVERSITY SERVICES/STUDENT RECORDS AND REGISTRATION
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
ADMISSIONS CODE TABLES
This series contains computer-generated lists received from
Admissions.
RETENTION: Retain in office until superseded, then destroy by recycling.
AFTER-HOURS ROOMS LISTS
This series contains photocopies of computer-generated lists sent
to Facility Services.
RETENTION: Retain in office until superseded, then destroy by recycling.
ASSISTANT TO SCHEDULING SPECIALIST CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
ASSISTANT TO SCHEDULING SPECIALIST INFORMATIONAL BOOKLET
This series contains floor plan and file lists.
RETENTION: Retain in office until superseded, then destroy by
recycling.
ASSISTANT TO SCHEDULING SPECIALIST REGGIE INSTRUCTION FILES
This series contains Student Records and Registration REGGIE procedural guidelines.
RETENTION: Retain in office until superseded, then destroy by recycling.
ASSISTANT TO SCHEDULING SPECIALIST ROOM REQUESTS FILES
This series contains room requests received from off campus, file lists, campus correspondence, file notes, and the following received from departments: room requests, drop/add forms, and midterm and final exam requests.
RETENTION: Retain 5 years in office, then destroy by recycling.
AUTHORIZED COURSE FILES
This series contains photocopies of reports received from
Academic Affairs.
RETENTION: Retain in office while active, then destroy by
recycling.
BUILDING AND ROOM INFORMATION FILES
This series contains file lists, file notes, and the following received from Facility Development: floor plans and computer-generated reports.
RETENTION: Retain in office until superseded, then destroy by recycling.
CAMPUS BUILDING INFORMATION LISTS
This series contains cross-indexed file lists.
RETENTION: Retain in office until superseded, then destroy by
recycling.
CAMPUS CORRESPONDENCE
This series contains campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
CATALOGS AND SCHEDULE BOOKLETS
This series contains campus and off-campus catalogs and schedule booklets.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
CHARGE-OUT CARD FILE
This series contains keys-checked-out cards.
RETENTION: Retain 1 year in office, then destroy by landfill.
CLASS SCHEDULE SHORT LIST
This series contains annotated computer-generated schedule lists.
RETENTION: Retain in office until superseded, then destroy by
recycling.
CLASSROOMS WITH VISUAL AIDS FILES
This series contains lists received from Facility Development and file notes.
RETENTION: Retain in office until superseded, then destroy by recycling.
CODES AND DESCRIPTIONS LISTS
This series contains file lists.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
DATA RETRIEVAL FILES (OBSOLETE)
This series contains campus correspondence and data retrieval
procedural guidelines.
RETENTION: Destroy by recycling.
DROP/ADD FORMS
This series contains drop/add forms received from LSU Evening
School.
RETENTION: Retain in office 1 year after term submitted, then destroy by recycling.
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.
EXAMINATION SCHEDULES
This series contains photocopies of Student Records and
Registration midterm and final examination schedules.
RETENTION: Retain in office until superseded, then destroy by recycling.
KEY LIST
This series contains file lists.
RETENTION: Retain in office while active or until superseded, then destroy by shredding then recycling.
LSU CATALOGS
This series contains LSU catalogs.
RETENTION: Retain permanently in office.
OFF-CAMPUS NEAR-PRINT INFORMATIONAL MATERIAL
This series contains off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
POLICIES AND PROCEDURES FILES
This series contains photocopies of University Scheduling procedural guidelines.
RETENTION: Retain in office until superseded, then destroy by recycling.
REGGIE PROGRAMS LISTS
This series contains file lists.
RETENTION: Retain in office until superseded, then destroy by
recycling.
REGGIE REQUESTS FORM FILES
This series contains annotated blank forms, file lists, and file notes.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
REPORTS CAMPUS CORRESPONDENCE
This series contains campus correspondence related to reports.
RETENTION: Retain 5 years in office, then destroy by recycling.
REPORTS DISTRIBUTION LISTS
This series contains file lists.
RETENTION: Retain in office until superseded, then destroy by
recycling.
REPORTS FILES
This series contains photocopies of preliminary and final course catalog proofs and photocopies of the following computer-generated reports sent to departments: Course Offering Reports and Class Management Reports.
RETENTION: Retain in office while active, then destroy by landfill.
ROOM ASSIGNMENT LIST
This series contains annotated computer-generated lists of room assignments.
RETENTION: Retain in office until superseded, then destroy by recycling.
SCHEDULE BOOKLETS
This series contains annotated schedule booklets.
RETENTION: Retain permanently in office.
SCHEDULING SPECIALIST SCHEDULING FILES
This series contains file lists, room requests received from departments, reports received from departments, schedules of events received from Graphic Services, carbon copies of Space Utilization reports received from Facility Development, campus and off-campus correspondence, and sketches and floor plans received from Facility Development.
RETENTION: Retain in office while active, then destroy by recycling.
SCHEDULING SPECIALIST WORKING FILES
This series contains room requests received from departments, file lists, computer-generated reports received from Data Processing, schedules of events received from Graphic Services, photocopies of JES worksheets and attached processing forms received from Data Processing, schedule 25 folders received from departments, and schedule 25 manuals received from off campus.
RETENTION: Retain in office while active, then destroy by landfill.
SNCC USER GUIDE MANUAL
This series contains instructional manuals received from System
Network Computer Center.
RETENTION: Retain in office until superseded, then destroy by
landfill.
STATISTICS FILES
This series contains University Scheduling statistical reports.
RETENTION: Retain permanently in office.
STUDENT TIMESHEETS
This series contains student timesheets.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
SUMMER CLASS SCHEDULE REPORTS
This series contains photocopies of summer class schedule reports.
RETENTION: Retain in office while active, then destroy by landfill.
TIME SHARING OPTION INSTRUCTIONAL MANUAL
This series contains Student Records and Registration Time
Sharing Option instructional manuals.
RETENTION: Retain in office until superseded, then destroy by
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 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.