DEPARTMENT OF COMMUNICATION DISORDERS

ACCOUNTING POSTING FILES

This series includes but may not be limited to, photocopies of Travel Expense Vouchers sent to Office of the Dean, receiving reports, photocopies of invoices sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, contracts, photocopies of Invoices Paid During the Period Reports received from Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, photocopies of petty cash log sheets sent to Office of Bursar Operations, Travel Expense Vouchers sent to Accounting Services, Purchase Orders sent to Purchasing, receiving reports received from Accounting Services, and requisitions sent to Purchasing.

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

CLERK CHIEF INFORMATION FILES

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

CLIENT DIRECTORY NOTEBOOK

This series contains a client number list.

RETENTION: Retain in office while active or until superseded, then destroy by recycling

CLIENT SPEECH THERAPY WAITING LIST NOTEBOOKS

This series contains client lists.

RETENTION: Retain in office while active, then destroy by

recycling.

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, procedural guidelines received from campus offices, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, photocopies of grant applications and awards, meeting minutes, Academic personnel Reports received from Human Resources Management, budget worksheets, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, newspaper clippings, file notes, photocopies of student transcripts, photocopies of Registration Cards, GRE reports, photocopies of Requests for Changing or Dropping a Course sent to Office of the Dean, photocopies of Requests for Addition of New Course sent to Office of the Dean, carbon copies of requisitions sent to Accounting Services, computer-generated Management Reports received from Student Records and Registration, computer-generated Faculty Assignments lists received from Budget and Planning, photocopies of annual reports sent to Office of the Dean, photocopies of Office Equipment Inventories sent to Property Control, photocopies of contracts sent off campus, Operating Budget for Fiscal Year received from Office of the Dean, photocopies of expenditure lists received from Accounting Services, photocopies of Internal Transactions sent to Office Supply and LSU Union Bookstore, photocopies of invoices received from and sent to vendors and Accounting Services, photocopies of Invoices Paid Paid During the Period Reports received from Accounting Services, photocopies of monthly ledger sheets received from Accounting Services, petty cash log and petty cash transaction sheets sent to Office of Bursar Operations, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of price lists received from Office Supply, photocopies of Purchase Orders sent to Purchasing, photocopies of quotations received from Purchasing, photocopies of receiving reports received from Purchasing, photocopies of requisitions sent to Purchasing, photocopies of voucher logs received from Accounting Services, photocopies of Employee Performance Evaluations sent to Office of the Dean, NCR copies of employee withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, job applicant letters of reference received from off campus, job applicant resumes received from off campus, photocopies of LSU-1 Personnel Actions sent to Human Resource Management, photocopies of Payroll Check Distribution Reports received from Accounting Services, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, photocopies of PER-3 Personnel Status Changes sent to Office of the Dean, Position Descriptions sent to Office of the Dean, student assistant timesheets, near-print informational material, and file lists.

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. Accounting records:

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

Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Course Management records: Retain in office 1 year after term distributed, then destroy by shredding then landfill. Purchasing and budget records and 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.

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.

FISCAL YEAR CLOSE-OUT FILES

This series contains photocopies of Office Equipment Inventories sent to Property Control, photocopies of procedural guidelines received from Human Resource Management and Accounting Services, photocopies of contracts sent off-campus, photocopies of Requests for Budget Adjustments received from Office of the Dean, photocopies of budget reports sent to Office of the Dean, budget worksheets, photocopies of Operating Budget for Fiscal Year received from Office of the Dean, photocopies of expenditure lists received from Accounting Services, photocopies of monthly financial statements received from Accounting Services, photocopies of Internal Transactions sent to Office Supply and LSU Union Bookstore, photocopies of invoices sent to vendor and Accounting Services, photocopies of Invoices Paid During the Period Reports received from Accounting Services, photocopies of monthly ledger sheets received from Accounting Services, NCR copies of petty cash vouchers sent to Office of Bursar Operations, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of price lists received from Office Supply, photocopies of Purchase Orders sent to Purchasing, photocopies of quotations received from Purchasing, photocopies of receiving reports received from Purchasing, photocopies of requisitions sent to Purchasing, and photocopies of voucher logs received from Accounting Services.

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

GRADUATE APPLICANTS REJECTED OR DID NOT ENTER FILES

This series includes but may not be limited to GRE reports, Credentials Analyses received from Admissions, and correspondence, including letters of application.

RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.

GRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, file lists, comprehensive examinations, GRE reports received from off campus, and NTE reports received from off campus.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

MASTER CLIENT LOG

This series contains sheets listing client name, address, telephone number, date of birth, services, and date of mailing of case history form.

RETENTION: Retain 3 years in office, 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