DEPARTMENT OF HISTORY

ACCOUNTING LEDGERS

This series contains computer-generated ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ADMINISTRATIVE SPECIALIST ADMINISTRATIVE FILES

This series includes but may not be limited to computer-generated leave reports received from Human Resource Management, computer-generated faculty assignment reports received from Student Records and Registration, photocopies of campus correspondence received, and procedural guidelines.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus correspondence, annotated 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, reports, State Employees Group Benefit Campus correspondence, master forms, meeting minutes, computer-generated Academic Personnel Reports received from Human Resources Management, faculty project budget proposals, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, correspondence, 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 policy and procedural guidelines received from Office of the Dean, photocopies of annual reports sent to Office of the Dean, photocopies of letters sent off campus, NCR copies of Office Equipment Inventories sent to Equipment Records, photocopies of minutes of meetings, photocopies of Requests for Budget Adjustment sent to Accounting Services, photocopies of budget reports sent to Office of the Dean, photocopies of budget worksheets sent to Office of the Dean, computer-generated Operating Budget for Fiscal Year received from Budget and Planning, and photocopies of Payroll Check Distribution Reports received from Accounting Services.

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. Student records:

Retain in office 5 years after graduation term or term of last attendance, 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 they are used to produce hard copy that is maintained in organized files or b) when they are 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.

FLEMING LECTURE FILES

This series contains off-campus correspondence and candidate resumes.

RETENTION: Retain 5 years in office, then transfer to University Archives.

GRADE BOOKS

This series contains grade books.

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

destroy by shredding then landfill.

GRADUATE STUDENTS ADMITTED BUT NOT PRESENT FILES

This series contains job applicant letters of reference received from other universities.

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

GRADUATE ASSISTANTSHIP FILES

This series contains graduate address lists received from Graduate Admissions, campus correspondence, near-print informational material, examination result lists, annual statistical progress reports, file notes, letters of recommendation received from off-campus, photocopies of assistantship contracts received from Student Aid and Scholarships, 1-9 Employee Eligibility Verifications, job applicant letters of reference received from other universities, and NCR copies of PER-17 turn-around documents sent to Accounting Services.

RETENTION: personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Student academic records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

GRADUATE STUDENT APPLICATIONS FILES

This series contains prospective student evaluations, off-campus correspondence, and transcripts received from off campus.

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

GRADUATE STUDENT FILES

This series contains graduate address lists received from Graduate Admissions, campus correspondence, near-print informational material, examination result lists, annual statistical progress reports, file notes, photocopies of job applicant letters of reference sent to other universities, and NCR copies of PER-17 turn-around documents sent to Accounting Services.

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

LSU COMMENCEMENT PROGRAMS AND LSU CATALOGS

This series contains LSU commencement programs and LSU catalogs.

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

LSU POLICY STATEMENTS

This series contains policy statements received from Office of the Chancellor.

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

MASTER FORMS

This series contains master forms.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active,

PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes, photocopies of completed appointment forms sent to Office of the Dean, photocopies of evaluations, step increase photocopies received from Human Resource Management, photocopies of leave slips, photocopies of Position Descriptions sent to Human Resource Management, NCR copies of Change-In-Status Reports of Continuation or Separation sent to personnel, photocopies of employee performance evaluations sent to Office of the Dean, job applicant letters of reference received from off campus, job applicant resumes received from off campus, NCR copies of LSU-l Personnel Actions sent to Personnel, NCR copies of PER-i Requests for Permission to Fill a Vacancy sent to Personnel, NCR copies of PER-2 Personnel Appointments sent to Personnel, NCR copies of PER-3 personnel Status Changes sent to Personnel, and NCR copies of PER-40 Contracts for Unclassified Employees sent to Personnel.

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

STAFF LEAVE FILES

This series includes but may not be limited to campus correspondence, computer-generated monthly Personnel Activity Reports received from Human Resource Management, leave slips, annual leave summaries received from Human Resource Management, and LSU-5 Attendance and Leave Records.

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

UNDERGRADUATE HISTORY MAJORS FILES

This series contains NCR copies of Grade Sheets received from

Student Records and Registration and file notes.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by shredding then 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 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.