DEPARTMENT OF SPEECH COMMUNICATION

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records that are 1) authorized for destruction in the LSU Retention and Disposal Schedule and 2) maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains annual reports, campus and off-campus correspondence, photocopies of Inventories of Office Equipment sent to Property Control, minutes of meetings, budget reports, photocopies of Travel Expense Vouchers sent to Office of the Dean, work orders, photocopies of requisitions sent to Purchasing and report drafts.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Travel and purchasing records: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, 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 Travel Expense Vouchers sent to Office of Dean, photocopies of invoices, photocopies of receipts, photocopies of Requests for Budget Adjustment sent to Office of the Dean, photocopies of budget reports sent to Office of the Dean, budget worksheets, photocopies of Operating Budget for Fiscal Year received from Budget and Planning, photocopies of petty cash log sent to Accounting Services, photocopies of receiving reports sent to Accounting Services, photocopies of requisitions received from Purchasing, expenditure lists, photocopies of Purchase Orders sent to Purchasing, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

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

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

CHAIRMAN REFERENCE NOTEBOOKS

This series contains minutes of meetings and campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.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

COATES HALL FILES

This series contains room control reports and NCR copies of Work

Requests sent to Facility Services.

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

DEPARTMENT ADMINISTRATIVE FILES

This series includes but may not be limited to campus and office campus correspondence, photocopies of 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 Memoranda, master forms, meeting minutes, computer-generated Academic Personnel Reports received from Human Resource Management, faculty project budget proposals, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, newspaper clippings, file notes, photocopies of Registration Cards, 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, annual reports, case files, news releases, employee performance evaluations, letters of reference received from off campus, resumes received from off campus, positions descriptions, photocopies of Office Equipment Inventories received from Property Control, photocopies of maintenance and repair reports received from Facility Services, off-campus near-print informational material, photocopies of price lists received from Office Supply, Undergraduate Majors list received from Student Records and Registration, Graduate Majors list received from Graduate School, production information, tournament information, file lists, 1-9 Employee Eligibility Verifications, and photocopies of PER-17 turn-around document sent to Office of the Dean.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Course management records:

Retain in office 1 year after term distributed, 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 landfill. All other contents: Retain in office while active or until superseded, 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 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

EMPLOYEE ELIGIBILITY VERIFICATIONS

This series contains 1-9 Employee Eligibility Verifications.

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

EQUIPMENT FILES

This series includes but may not be limited to photocopies of campus correspondence, security reports received from LSU Campus Police, code number lists, photocopies of inventory forms, equipment location sheets, NCR copies of Work Requests sent to Facility Services, and photocopies of Inventories of Office Equipment received from Property Control.

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

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, photocopies of job applicant resumes, photocopies of LSU-1 Personnel Action forms, photocopies of Position Descriptions received from Office of the Dean and continuation and separation forms.

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, photocopies of job applicant letters of reference received from off campus, photocopies of job applicant resumes, photocopies of Position Descriptions received from Office of the Dean, faculty publications, curricula vitae, off-campus correspondence, and letters of recommendation received from off campus.

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

FACULTY VITAE AND OPEN INFORMATION FILES

This series contains photocopies of Change-in-Status Reports of continuation or separation sent to Human Resource Management, photocopies of employee performance evaluations sent to Human Resource Management, photocopies of job applicant letters of

reference, photocopies of job applicant resumes, photocopies of LSU-l Personnel Actions received from Human Resource Management, and Position Descriptions.

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 FILES

This series contains photocopies of job applicant letters of reference received from off campus, photocopies of resumes received from off campus, photocopies of Position Descriptions, photocopies of transcripts received from off-campus, GRE reports received from off campus, teaching evaluation scores, and Programs of Study sent to Graduate School.

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

LEAVE TRACKING MONTHLY SUMMARY REPORTS

This series contains computer-generated Leave Tracking Monthly

Summary Reports received from Human Resource Management.

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

then 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.

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

PER-17 TURN AROUND DOCUMENTS, 1982-1987 (OBSOLETE)

This series contains PER-17 turn-around documents (obsolete) 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 until superseded, then destroy by recycling.

POSITION DESCRIPTIONS

This series contains photocopies of Position Descriptions

received from Human Resource Management.

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

REJECTED FACULTY APPLICATION FILES

This series contains job applicant letters of reference and job

applicant resumes.

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

REJECTED GRADUATE STUDENT FILES

This series includes but may not be limited to GRE reports received from off campus, Credential Analyses received from Admissions, and letters of application.

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

SECRETARY WORKING FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of minutes of meetings, and file lists.

RETENTION: Retain in office while active, then destroy by shredding then recycling.

SECRETARY INFORMATION FILES

This series contains campus and off-campus near-print informational material, and file notes.

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

STAFF PERSONNEL FILES

This series contains resumes received from off campus, LSU-5 Attendance and Leave Records, photocopies of evaluations sent to Office of the Dean, photocopies of step increases received from Human Resource Management, and photocopies of the following sent to Human Resource Management: Position Descriptions, Change-in-Status reports of continuation or separation, and PER-3 Personnel Status Changes.

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 PAR 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.

STUDENT ASSISTANT REFERENCE FILES

This series contains campus near-print informational material.

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

STUDENT COURSE EXAMINATIONS

This series contains completed student course examinations and calculations of grades.

RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then 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 shredding then recycling.

TRANSFER CREDIT TRANSLATION TABLES

This series contains transfer credit translation tables received from Data Processing.

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

UNDERGRADUATE SPEECH MAJORS FILES

This series contains photocopies of audit reports received from Student Records and Registration and photocopies of registration cards 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.

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.