DEPARTMENT OF FOREIGN LANGUAGES AND LITERATURES

ACCOUNTING FILES

This series contains photocopies of Requests for Budget Adjustments sent to Purchasing, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, photocopies of Invoices Paid During the Period Reports received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Purchase Orders sent to Purchasing, photocopies of receiving reports sent to Purchasing, and photocopies of requisitions sent to Purchasing.

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

ACCOUNTING LEDGERS

This series contains photocopies of monthly ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

CLASS LISTS

This series contains computer-generated Class Lists received from

Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then landfill.

COORDINATOR OF SPANISH LANGUAGE PROGRAMS WORKING FILES

This series contains annual teaching evaluations sent to Office of the Dean, photocopies of campus correspondence, photocopies of policy statements received from Office of the Chancellor, procedural guidelines, photocopies of job applicant letters of reference sent off campus, file lists, and applications received from off campus.

RETENTION: Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Applications: Retain in office 1 year after application term, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to NCR copies of Requests for Drop-Add of Section sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, computer-generated Class Schedule Reports received from Student Records and Registration, correspondence, file notes, statistical worksheets, and computer-generated Course Management Reports received from Student Records and Registration.

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

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 grant applications and awards, reports, master forms, meeting minutes, file notes, 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, computer-generated Management Reports received from Student Records and Registration, computer-generated Faculty Assignments lists received from Budget and Planning, photocopies of Office Equipment Inventories sent to Property Control, Operating Budget for Fiscal Year received from Budget and Planning, and faculty evaluations.

RETENTION: Class management records: Retain in office 1 year after term distributed, then destroy by shredding then landfill.

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

FACULTY APPLICATION FILES

This series contains photocopies of job applicant letters of reference received from off campus and photocopies of job applicant resumes received from off campus.

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

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations, job applicant letters of reference received from off campus, job applicant resumes received from off campus, personnel appointment forms, and NCR copies or photocopies of the following: Continuation and Separation forms sent to Office of the Dean, employee performance evaluations sent to Office of the Dean, employee withholding tax statements sent to Accounting Services, 1-9 Employee Eligibility Verifications sent to Office of the Dean, LSU-1 Personnel Actions sent to Office of the Dean, PER-2 Personnel Appointments sent to Office of the Dean, PER-3 Personnel Status Changes sent to Office of the Dean, PER-S Attendance and Leave Records sent to Office of the Dean, and Position Descriptions sent to Office of the Dean.

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

GRADUATE AND UNDERGRADUATE LANGUAGE MAJORS FILES

This series contains GRE score reports and photocopies of campus correspondence.

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

GRADUATE STUDENTS AND STUDENT ASSISTANTSHIPS PERSONNEL FILES

This series includes but may not be limited to photocopies of timesheets, campus correspondence, photocopies of PER-14 Appointment Notifications sent to Human Resource Management, photocopies of PER-17 Appointment Notifications sent to Human Resource Management, file notes, reports received from students, Form 1-9 Employee Eligibility Verifications, photocopies of W-4, Loyalty Oaths, photocopies of employee performance evaluations sent to Office of the Dean, photocopies of employee withholding tax statements sent to Office of the Dean, photocopies of job applicant letters of reference sent to Office of the Dean, photocopies of job applicant resumes sent to Office of the Dean, and photocopies of PER-17 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.

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of Mid-Term and Final Grade

Sheets sent to Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then landfill.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

STATISTICAL REPORTS

This series contains statistical reports.

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

TEXTBOOK ORDERS FILES

This series contains photocopies of book information requests sent to LSU Union Bookstore, photocopies of textbook orders sent to LSU Union Bookstore and off campus, book order worksheets, and campus correspondence.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains photocopies of campus correspondence, maintenance and repair reports received from off campus, sample

master forms, procedural guidelines received from campus offices, and photocopies of contracts received from off campus.

RETENTION: Retain in office while active, 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.