DEPARTMENT OF PHILOSOPHY

ACCOUNTING POSTING FILES

This series includes but may not be limited to photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of invoices sent to Accounting Services1 NCR copies of Internal Transactions sent to Accounting Services, and photocopies of monthly statements received from Accounting Services.

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

ANNUAL REPORTS

This series contains photocopies of departmental annual reports

sent to Office of the Dean.

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

BUDGET FILES

This series includes but may not be limited to ledger sheets, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of invoices, photocopies of receipts, NCR copies of requisitions sent to Budget and Planning, photocopies of Requests for Budget Adjustment sent to Office of the Dean, and computer-generated Invoices Paid During the Period Reports received from Accounting Services.

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

CHAIRMAN WORKING FILES

This series contains campus and off-campus correspondence, photocopies of news releases, budget worksheets, photocopies of budgets sent to Office of the Dean, and file notes.

RETENTION: Correspondence: Retain 5 years in office, 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, then destroy by recycling.

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to computer-generated Class Schedule Reports received from Student Records and Registration, photocopies of campus correspondence, file notes, course evaluation reports, statistical worksheets, and computer-generated Class Management Reports received from Student Records and Registration.

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

GRADUATE COURSE MANAGEMENT FILES

This series includes but may not be limited to computer-generated

Course Offering Reports received from Student Records and

Registration, campus correspondence, and NCR copies of Request

for Dropping or Adding Sections sent to Student Records and

Registration.

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

PHILOSOPHY COURSE MANAGEMENT FILES

This series includes but may not be limited to computer-generated

Course Offering Reports received from Student Records and

Registration and NCR copies of Request for Dropping or Adding

Sections sent to Student Records and Registration.

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

RELIGIOUS STUDIES COURSE MANAGEMENT FILES

This series includes but may not be limited to computer-generated

Course Offering Reports received from Student Records and

Registration and NCR copies of Request for Dropping or Adding

Sections sent to Student Records and Registration.

RETENTION: Retain 3 years in office, 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.

EQUIPMENT FILES

This series includes but may not be limited to campus correspondence, security reports received from Campus Police, code number lists, photocopies of invoices, photocopies of inventory forms, equipment location sheets, NCR copies of Work Requests sent to Facility Services, Travel Blanket Orders, copies of Receiving Reports sent to Accounting Services, requisitions, NCR copies of Internal Transactions, and computer-generated ledger sheets received from Accounting Services.

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

FACULTY APPLICATIONS FILES

This series contains employment applications and vitae received

from off campus.

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

PHILOSOPHY FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, personnel appointment forms, PER-3 Personnel Status Changes continuation and separation forms, PER-ls, and PER-25s 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.

RELIGIOUS STUDIES FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, personnel appointment forms, PER-3 Personnel Status Changes, continuation and separation forms, PER-ls, and PER-25s 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.

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of endorsement, faculty appointment forms, faculty meeting minutes, curricula vitae, photocopies of faculty grant summary statements, and photocopies of faculty publications.

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

FACULTY PUBLICATIONS FILES

This series includes but may not be limited to curricula vitae, photocopies of faculty grant summary statements, and photocopies of faculty publications.

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

FACULTY RECRUITMENT FILES

This series includes but may not be limited to file notes, NCR copies of PER-l Requests for Permission to Fill a Vacancy sent to Human Resource Management, photocopies of job notices sent to Human Resource Management, off-campus correspondence, and letters of recommendation received from off campus.

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

GRADE BOOKS

This series contains grade books with student names and grades.

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

destroy by shredding then landfill.

GRANTS AND CONTRACTS FILES

This series includes but may not be limited to photocopies of grant applications and photocopies of grant reports.

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

HONOR UNDERGRADUATE FILES

This series contains photocopies of transcripts, photocopies of test scores, and photocopies of applications sent to Admissions.

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

LSU NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus near-print informational material.

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

MASTER FORMS

This series contains master forms.

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

Duplicates: Retain in office while active, then destroy by

landfill.

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.

MISCELLANEOUS FILES

This series contains campus and off-campus correspondence, photocopies of minutes of meetings, campus and off-campus near-print informational material, audit worksheets, NCR copies of International Transactions sent to Accounting Services, job applicant letters of reference, job applicant resumes, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Office of the Dean, student applications, visiting lectures applications, grade books, file notes, photocopies of Class Lists received from Student Record and Registration, GRE reports received from off-campus, and course schedules received from Student Records and Registration.

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

PHILOSOPHY UNDERGRADUATE STUDENT FILES

This series contains Degree Audit reports received from Office of the Dean, grade reports sent to 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.

SOCIAL SECURITY NUMBER LIST

This series contains list of faculty and staff social security numbers.

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

STUDENT ASSISTANTSHIP FILES

This series includes but may not be limited to photocopies of the following sent to Student Aid and Scholarships: Form 1-9 Employee Eligibility Verifications, W-2, Loyalty Oaths, and TADs.

RETENTION: Retain in office 3 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 PARS leave reports received from Human Resource Management, leave slips, and annual leave summaries received from 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.

GRADUATE STUDENT APPLICATIONS FILES

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

RETENTION: Graduate students accepted: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Students not accepted: Retain in office 1 year after application term, then destroy by shredding then landfill.

GRADUATE STUDENT FILES

This series includes but may not be limited to GRE reports, grade sheets, photocopies of academic probation notices received from Office of the Dean, transcripts, letters of recommendation, photocopies of final examinations, requests for examination, and campus and off-campus correspondence.

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

STUDENT ASSISTANT PAYROLL ACCOUNTING FILES

This series contains computer-generated budget sheets received from Accounting Services, Payroll Check Distribution Reports received from Accounting Services, student timesheets and photocopies of Expenditure Lists sent to Accounting Services.

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, book order worksheets, and campus correspondence.

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

RELIGIOUS STUDIES UNDERGRADUATE STUDENT FILES

This series contains Degree Audit reports received from Office of the Dean, grade reports sent to 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.

VISA FILES

This series contains campus and off-campus correspondence and photocopies of ETA 750s sent to Human Resource Management.

RETENTION: Retain 5 years in office, then destroy by shredding then 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.