DEPARTMENT OF GEOGRAPHY AND ANTHROPOLOGY

ACCOUNTING POSTING FILES

This series contains photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of receiving reports sent to Purchasing, photocopies of invoices sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, photocopies of Requests for Budget Adjustments sent to Office of the Dean, Purchase Orders sent to Purchasing, photocopies of requisitions sent to Purchasing, Payroll Check Distribution Reports received from Accounting Services, student assistant timesheets sent to Payroll, computer-generated monthly ledger sheets received from Accounting Services, computer-generated Invoices Paid During the Period Reports received from Accounting Services, file notes, photocopies of receipts, photocopies of awards of bids received from Purchasing, and photocopies of quotations sent to Purchasing,

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

ADMINISTRATIVE FILES, 1965-1981 (OBSOLETE)

This series contains Enrollment Summaries received from Budget and Planning, course syllabi, photocopies of New Courses Elsewhere Reports, and photocopies of Louisiana This Month received from off campus.

RETENTION: Louisiana This Month: Retain permanently in office. All other contents: Destroy by landfill.

CAMPUS CORRESPONDENCE AND INFORMATION FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of annual reports sent to Office of the Dean, sample master forms, minutes of meetings received from Faculty Senate, departmental directories, class schedules, syllabi, photocopies of textbook orders sent to LSU Union Bookstore, and departmental booklets.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

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.

CLASS SCHEDULING AND ENROLLMENT REPORTS

This series contains photocopies of Class Scheduling reports

received from Student Records and Registration and Comparative

Enrollments received from Student Records and Registration.

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

DEPARTMENT NEWS CLIPPINGS NOTEBOOK

This series includes but may not be limited to newspaper clippings or excerpts from publications.

RETENTION: Retain in office while active, then transfer to University Archives.

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus near-print informational material, policy guidelines received from campus offices, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, photocopies of grant applications and awards, photocopies of annual reports sent to Office of the Dean, master forms, photocopies of meeting minutes, faculty project budget proposals, photocopies of Requests for Addition of New Courses sent to Office of the Dean, carbon copies of requisitions sent to Accounting Services, computer-generated Faculty Assignments lists received from Budget and Planning, newspaper clippings, and photocopies of campus and off-campus correspondence.

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

DISSERTATIONS

This series contains photocopies of graduate student

dissertations.

RETENTION: Retain permanently in office.

ENCUMBRANCES NOTEBOOK

This series contains budget worksheets.

RETENTION: Retain 3 years in office1 then destroy by recycling.

FACULTY APPLICATIONS FILES

This series contains job applicant letters of reference and job

applicant resumes.

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

FACULTY REQUEST FILES

This series contains word processing work request sheets and

photocopies of publisher style sheets received from off campus.

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

GRADUATE STUDENT INFORMATION FILES

This series contains lists of departmental graduate students received from Graduate School, commencement programs, R.C. West Research Award notifications, and graduate brochures received from campus offices.

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

GRADUATE STUDENT FILES

This series contains photocopies of GRE reports received from Graduate School, letters of reference received from off campus, photocopies of transcripts received from off campus, photocopies of graduate student applications received from Graduate School, and the following sent to Graduate School: photocopies of Programs of Study and photocopies of Changes in program of Study.

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

GRADUATE STUDENT PROGRESS FILES

This series contains graduate address lists received from Graduate Admissions, photocopies of campus correspondence, near-print informational material, examination result lists, annual statistical progress reports, and file notes.

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

GRANTS AND CONTRACTS FILES

This series includes but may not be limited to photocopies of grant applications, photocopies of grant reports, photocopies of campus and off-campus correspondence, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines received from campus offices, photocopies of awards of bids sent to Office of the Dean, photocopies of contracts received from Research Coordination, photocopies of budget worksheets, photocopies of Purchase Orders sent to Accounting Services, photocopies of quotations sent to Accounting Services, photocopies of receiving reports sent to Accounting Services, photocopies of requisitions sent to Accounting Services, photocopies of Change-in-Status Reports of Continuation or Separation sent to Office of the Dean, photocopies of PER-i Requests for Permission to Fill a Vacancy sent to Office of the Dean, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, photocopies o~ PER-3 Personnel Status Changes sent to Office of the Dean, photocopies of Position Description sent to Office of the Dean, grant proposals sent to Office of Research Coordination, Personnel Activity Reports received from Accounting Services, and cost-sharing worksheets.

RETENTION: Retain in office 3 years after termination or completion of contract, then destroy by shredding then landfill.

"LATITUDES" NEWSLETTER MASTER COPY NOTEBOOK

This series contains master copies of newsletters sent on and off campus.

RETENTION: Retain permanently in office.

LEDGERS NOTEBOOKS

This series contains computer-generated ledger sheets received from Office of the Dean.

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

MIDTERM AND FINAL GRADE SHEETS AND CLASS LISTS

This series contains carbon copies of the following sent to

Student Records and Registration: Midterm Grade Sheets, Final

Grade Sheets, and Class Lists.

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

destroy by shredding then landfill.

PERSONNEL FILES

This series contains photocopies of annual reports sent to Office of the Dean, campus and off-campus correspondence, newspaper

clippings or excerpts from publications received from off campus, Change-in-Status Reports of Continuation or Separation sent to Office of the Dean, photocopies of employee performance evaluations sent to Office of the Dean, employee withholding tax statements sent to Accounting Services, photocopies of 1-9 Employee Eligibility Verifications sent to Office of the Dean, job applicant letters of reference received from off campus, job applicant resumes received from off campus, photocopies of LSU-1 Personnel Actions sent to Office of the Dean, LSU-5 Attendance and Leave Records received from Human Resource Management, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Office of the Dean, 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, photocopies of PER-40 Contracts for Unclassified Employees sent to Office of the Dean, and photocopies of 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.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

PROSPECTIVE GRADUATE STUDENT FILES

This series contains photocopies of graduate applications received from off campus, letters of reference received from off campus, and GRE reports received from off campus.

RETENTION: Records for students accepted: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Records for rejected students: Retain in office 1 year after term submitted, then destroy by shredding then landfill.

RESEARCH ASSOCIATE WORKING FILES

This series contains photocopies of campus correspondence, photocopies of meeting minutes, photocopies of policy statements received from campus offices, photocopies of procedural guidelines, photocopies of budget reports sent to Office of the Dean, photocopies of budget worksheets, photocopies of expenditure lists, photocopies of monthly ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of Change-in-Status Report of Continuation or Separation sent to Office of the Dean, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, photocopies of LSU-l Personnel Action sent to Office of the Dean, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Office of the Dean, 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, photocopies of PER-40 Contract for Unclassified Employees sent to Office of the Dean, and photocopies of Position Descriptions sent to Office of the Dean.

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

Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

SECRETARY ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence received from Academic Affairs, alumni lists, alumni addresses, Theses/Dissertation Titles list, department calendars, Catalog Information Verified reports received from Academic Affairs, photocopies of class schedules, course reports received from Academic Affairs, core curriculum course lists sent to Office of the Dean, computer-generated Faculty Assignment reports received from Student Records and Registration, off-campus near-print informational material, and "Latitudes" Newsletters.

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

SECRETARY INFORMATION FILES

This series contains photocopies of correspondence and campus and off-campus near-print informational material.

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

SECRETARY WORKING FILES

This series contains photocopies of Class Scheduling reports received from Student Records and Registration, photocopies of class schedules received from Student Records and Registration, and photocopies of 14th Day Enrollment received from Student Records and Registration.

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

UNDERGRADUATE MAJORS FILES

This series contains former undergraduate student files.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of awards of bids sent to Purchasing, budget worksheets, computer-generated Operating Budget for Fiscal Year received from Office of the Dean, expenditure lists, photocopies of Travel Expense Vouchers sent to Office of the Dean, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports sent to Purchasing, photocopies of requisitions sent to Purchasing, photocopies of Change-in-Status Report of Continuation or Separation sent to Human Resource Management, photocopies of Employee Withholding Tax Statements sent to Accounting Services, photocopies of 1-9 Employee Eligibility Verification sent to Human Resource Management,

photocopies of job applicant letters of reference received from off campus, photocopies of job applicant resumes received from off campus, photocopies of LSU-1 Personnel Actions sent to Office of the Dean, LSU-5 Attendance and Leave Records received from Human Resource Management, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Office of the Dean, NCR copies of PER-2 Personnel Appointments sent to Office of the Dean, NCR copies of PER-3 Personnel Status Changes sent to Office of the Dean, NCR copies of PER-7 turn-around documents sent to Office of the Dean, NCR copies of PER-40 Contracts for Unclassified Employees sent to Office of the Dean, photocopies of Position Descriptions, and photocopies of student assistant timesheets sent to Payroll.

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. All other contents: Retain in office while active or until superseded, 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 that 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.