DEPARTMENT OF AEROSPACE STUDIES

ACCOUNTING FILES

This series includes but 'nay not be limited to photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of invoices sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, photocopies of monthly statements received from Accounting Services and invoices received from Office Supply.

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

CLOTHING ISSUE CARD FILE

This series contains Air Force Clothing Issue cards.

RETENTION: Retain in office while active, then destroy by

landfill.

DEPARTMENT ADMINISTRATIVE FILES

This series contains campus correspondence, near-print informational material, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines received from Human Resource Management, photocopies of receiving reports received from Purchasing, photocopies of Employee Performance Evaluations sent to Human Resource Management, photocopies of Position Descriptions sent to Human Resource Management, photocopies of student assistant timesheets sent to Human Resource Management, Class Lists received from Student Records and Registration, blueprints of MASB building received from Business Affairs, employee leave reports, photocopies of Personnel Activity Reports sent to Human Resource Management, and photocopies of budget estimates and reports sent to Office of the Dean.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

Blueprints: Retain permanently in office. Budget and Purchasing records: Retain 3 years in office, then destroy by recycling. Class Lists: Retain in office 1 year after term distributed, then destroy by shredding then landfill. Position descriptions: Retain 2 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

FEDERAL REGULATIONS AND BULLETINS NOTEBOOK

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

LSU CATALOGS

This series contains LSU Catalogs.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

MILITARY PROPERTY FILES

This series contains campus correspondence, photocopies of Office Equipment Inventories sent to Property Control, photocopies of budget reports sent to Office of the Dean, photocopies of budget worksheets sent to the Office of the Dean, Operating Budget for Fiscal Year received from Budget and Planning, photocopies of Space Inventories sent to Facility Development, and photocopies or carbon copies of the following sent to Payroll: 1-9 Employee Eligibility Verifications, PER-17 turn-around documents, student assistant timesheets, wage vouchers, and Loyalty Oaths.

RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by landfill.

PROCEDURAL GUIDELINES NOTEBOOKS

This series contains procedural guidelines received from campus offices.

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

STAFF PERSONNEL AND LEAVE FILES

This series includes but may not be limited to campus and off-campus correspondence, computer-generated monthly PARS received from Human Resource Management, leave slips, annual leave summaries received from Human Resource Management, photocopies of employee performance evaluations sent to Human Resource Management, photocopies of job applicant resumes sent to Human Resource Management, photocopies of LSU-l Personnel Actions sent to Human Resource Management, LSU-5 Attendance and Leave Records, NCR copies of PER-40 Contracts for Unclassified Employees sent to Human Resource Management, accident reports sent to Campus Safety Office, photocopies of Position Descriptions sent to Human Resource Management, photocopies of job applicant letters of recommendation and photocopies of step increases received from Human Resource Management.

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

STUDENT UNIFORM DEPOSIT AND REFUND FILES

This series contains Air Force Clothing Issue Records and NCR

copies of Deposit/Refund forms sent to Office of Bursar

Operations.

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

Center, then destroy by landfill.

STUDENT ASSISTANTSHIP FILES

This series includes but may not be limited to photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: Form 1-9 Employee Eligibility Verifications, W-2s, Loyalty Oaths, file lists, and turn-around documents.

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

STUDENT ASSISTANT TIMESHEETS

This series contains photocopies of student assistant timesheets sent to Human Resource Management.

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

SUPPLY CATALOGS

This series contains catalogs received from Office Supply and from off campus.

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

UNIFORM INVENTORY NOTEBOOKS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

WORD PROCESSING FILES

This series contains documents such as correspondence, messages, campus and off-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 in the relevant LSU records retention and disposal schedules.

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.