DEPARTMENT OF MATHEMATICS
ACCOUNTING LOG BOOK
This series contains sheets with date of mailing1 document
identification, department of destination, date received, etc.
RETENTION: Retain 3 years in office, then destroy by recycling.
ACCOUNTING POSTING FILES
This series includes but may not be limited to invoices, photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of invoices sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, and photocopies of monthly statements received from Accounting Services.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
ADMINISTRATIVE FILES, 1984-1987 (OBSOLETE)
This series contains annual reports, letters of reference received from off campus, resumes received from off campus, promotion and tenure forms, photocopies of Budget Forms 8 and 9 sent to Graduate School, Space Inventory reports received from Space Inventory, and computer-generated personnel Activity Reports sent to Human Resource Management.
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. All other contents:
Destroy by recycling.
APPLICANT NOTEBOOK
This series contains worksheets.
RETENTION: Retain 1 year in office, then destroy by recycling.
CAMPUS CORRESPONDENCE
This series contains campus correspondence.
RETENTION: Retain 5 years in office, then destroy by recycling.
CHAIRMAN CORRESPONDENCE, 1975-1985 (OBSOLETE)
This series contains off-campus correspondence.
RETENTION: Destroy by shredding then landfill.
CHAIRMAN DEPARTMENTAL FILES
This series contains photocopies of annual reports sent to Office of the Dean, campus and off-campus correspondence, photocopies of minutes of meetings received from campus offices, newspaper clippings, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, budget reports, file lists, file notes, applicant vitae received from off campus, teacher evaluations received from Office of the Dean, photocopies of graduate nomination forms sent to Graduate School, and photocopies of Promotion and Tenure forms sent to Office of the Dean.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. personnel activity records:
Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.
CHAIRMAN WORKING FILES
This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, budget reports, and travel budgets received from Office of the Dean.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.
CLASS LISTS AND CLASS SCHEDULES
This series contains computer-generated Class Lists received from Student Records and Registration and computer-generated class schedules received from Student Records and Registration.
RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.
COMPUTER FILES HARD COPIES
This series contains campus and off-campus correspondence and final examinations.
RETENTION: Retain in office while active, then destroy by recycling.
COMPUTER INFORMATION NOTEBOOKS
This series contains campus and off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
DEPARTMENTAL FILES
This series contains photocopies of annual reports sent to Office of the Dean, campus and off-campus correspondence, campus near-print informational material, policy statements, procedural guidelines, employee performance evaluations, photocopies of promotion and tenure forms sent to Office of the Chancellor, and photocopies of budget forms 8 and 9 sent to Graduate School.
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. Budget records: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.
ELECTRONIC SPREADSHEETS
This series contains spreadsheets that are recorded on electronic media such as hard disks ar 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: 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 PERSONNEL FILES
This series includes but may not be limited to random teacher evaluations received from Office of the Dean, personnel appointment forms, PER-3 Personnel Status Changes, continuation and separations forms, faculty vitae, and letters of recommendation.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
FINAL EXAMINATIONS
This series contains administered final examinations.
RETENTION: Retain in office 1 year after term submitted, then
destroy by shredding then landfill.
FYI AND LSU TODAY
This series contains FYIS and LSU Today.
RETENTION: Retain in office while active, then destroy by
recycling.
GRADUATE ADVISOR REFERENCE FILES
This series contains near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GRADUATES FILE LIST, 1959-1977 (OBSOLETE)
This series contains list of mathematics graduates.
RETENTION: Destroy by recycling.
GRADUATE INQUIRIES FILES
This series contains off-campus correspondence.
RETENTION: Retain 1 year in office, then destroy by landfill.
GRADUATE STUDENT FILES
This series contains campus and off-campus correspondence, photocopies of GRE reports received from Graduate School, photocopies of Schedule Cards received from Student Records and Registration, and photocopies of Grade Sheets received from Student Records and Registration.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
GRANT PROPOSALS, 1972-1975 (OBSOLETE)
This series contains faculty grant proposals.
RETENTION: Destroy by recycling.
GRANTS AND CONTRACTS FILES
This series includes but may not be limited to photocopies of grant establishment letters received from Accounting Services, NCR copies of Internal Transactions received from Accounting Services, ledger sheets received from Accounting Services, NCR copies of Purchase Orders received from Purchasing, and NCR copies of requisitions sent to Purchasing.
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.
IDENTIFICATION NUMBER FILES
This series contains file lists of Telecommunication identification numbers and photocopier identification numbers.
RETENTION: Retain in office while active, then destroy by recycling.
INVOICES PAID DURING THE PERIOD REPORTS
This series contains computer-generated Invoices Paid During the
Period Reports received from Accounting Services.
RETENTION: Retain 3 years in office, then destroy by recycling.
JOB APPLICANT FILES
This series contains job applicant letters of reference received from off campus and job applicant resumes received from off campus.
RETENTION: Retain 1 year in office, then destroy by landfill.
MANUALS AND CATALOGS
This series contains manuals and catalogs received from off-campus.
RETENTION: Retain in office while active, then destroy by landfill.
MATHEMATICS COURSE REPORTS
This series contains mathematics course report forms.
RETENTION: Retain 3 years in office, then destroy by recycling.
MATHEMATICS PUBLICITY FILES, 1962-1967 (OBSOLETE)
This series contains newspaper clippings.
RETENTION: Destroy by recycling.
MIDTERM AND FINAL GRADE SHEETS
This series contains carbon copies of the following sent to
Student Records and Registration: Midterm Grade Sheets and Final
Grade Sheets.
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 procedural guidelines received from Office of the Dean.
RETENTION: Retain in office until superseded, then destroy by recycling.
POTENTIAL GRADE APPEALS FILES
This series contains grade books and administered examinations.
RETENTION: Retain in office 1 year after term submitted, then
destroy by shredding then landfill.
PUBLISHER CATALOGS
This series contains catalogs received from publishers.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
RESEARCH PROPOSALS (OBSOLETE)
This series contains photocopies of research proposals sent off
campus.
RETENTION: Destroy by recycling.
SECRETARY REFERENCE FILES
This series contains all or some of the following: campus and off-campus near-print informational material, NCR copies of Internal Transactions received from Accounting Services, file lists, and schedule booklets received from Student Records and Registration.
RETENTION: Internal transactions: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.
SICK LEAVE CARDS, 1979-1990 (OBSOLETE)
This series contains sick-leave cards.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
SPECIFICATIONS FOR PROPOSED RENOVATION
This series contains specifications for proposed renovation.
RETENTION: Retain permanently in office.
STAFF 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 performance evaluations, photocopies of step-increase forms received from Human Resource Management, photocopies of leave slips, and photocopies of Position Descriptions sent to 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 ASSISTANT 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, and Student Employment Processing forms.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
SYLLABI
This series contains photocopies of syllabi received from professors.
RETENTION: Retain in office while active, then destroy by recycling.
TEACHER EVALUATIONS
This series contains departmental teacher evaluations.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
TEXTBOOK ORDERS
This series contains photocopies of textbook orders sent to LSU
Union Bookstore and off campus.
RETENTION: Retain 3 years in office, then destroy by recycling.
UNIVERSITY ADMINISTRATIVE SPECIALIST REFERENCE FILES
This series contains all or some of the following: campus and off-campus near-print informational material, photocopies of Internal Transactions sent to Accounting Services, computer-generated Operating Budget for Fiscal Year received from Budget and Planning, Payroll Check Distribution reports received from Accounting Services, file lists, procedural guidelines received from off campus, letters of reference received from off campus, resumes received from off campus, and NCR copies of receiving reports received from Purchasing.
RETENTION: Budget and purchasing records: Retain 3 years in office, then destroy by landfill. Applicant records: Retain 1 year in office, then destroy by landfill. All other contents:
Retain in office while active or until superseded, then destroy by 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 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.