DEPARTMENT OF THEATRE

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 Services, NCR copies of Internal Transactions sent to Accounting Services, photocopies of monthly statements received from Accounting Services, photocopies of petty cash vouchers sent to Accounting Services, and photocopies of letters sent off campus.

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

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 FILES

This series includes but may not be limited to 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, State Employees Group Benefit Memoranda, master forms, meeting minutes, computer-generated Academic Personnel Report received from Human Resource Management, faculty project budget proposals, newspaper clippings, file notes, photocopies of Requests for Addition of New Courses sent to Office of the Dean, computer-generated Management Reports received from Student Records and Registration, computer-generated Faculty Assignments list received from Budget and Planning, photocopies of annual reports sent to Office of the Dean, off-campus correspondence, photocopies of Inventories of Office Equipment sent to Property Control, photocopies of maintenance and repair reports sent to Property Control, and photocopies of minutes of meetings.

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

BUDGET FILES

This series includes but may not be limited to NCR copies of

Internal Transactions sent to Accounting Services, file notes,

photocopies of invoices, photocopies of receipts, photocopies of

requisitions sent to Purchasing, photocopies of Requests for

Budget Adjustments sent to Office of the Dean, computer-generated

Invoices Paid During the Period Reports received from Accounting

Services, and Box Office reports on ticket sales.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

CLASS LISTS AND GRADE SHEETS

This series contains computer-generated Class Lists received from Student Records and Registration, carbon copies of Midterm and Final Grade Reports received from Student Records and Registration, and NCR copies of Change-of-Grade Reports received from Student Records and Registration.

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

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

DIRECTOR OF GRADUATE STUDIES ADMINISTRATIVE FILES

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

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Vitae: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, 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 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.

FACULTY AND STAFF PERSONNEL FILES

This series includes but may not be limited to referral photocopies received from Human Resource Management, photocopies of completed appointment forms sent to Office of the Dean, photocopies of evaluations, photocopies of step increases received from Human Resource Management, photocopies of leave slips, photocopies of job descriptions sent to Human Resource Management, campus and off-campus near-print informational material, photocopies of change-in-status reports of continuation or separation received from Office of the Dean, photocopies of employee performance evaluations sent to Office of the Dean, photocopies of employee withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Verifications received from Office of the Dean, photocopies of job applicant letters of reference, job applicant resumes, NCR copies of LSU-l Personnel Actions sent to Office of the Dean, NCR copies of LSU-5 Attendance and Leave Records sent to Office of the Dean,

computer-generated Payroll Check Distribution Reports received from Accounting Services, NCR copies of PER-l Requests for Permission to Fill a Vacancy received from Accounting Services, NCR copies of PER-2 Personnel Appointments received from Accounting Services, NCR copies of PER-3 personnel Status Changes received from Accounting Services, NCR copies 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.

FACULTY RECRUITMENT FILES

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

RETENTION: Faculty hired recruitment files: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Faculty not hired: Retain 1 year in office, then destroy by landfill.

GRADUATE AND UNDERGRADUATE STUDENT PROGRESS FILES

This series contains campus correspondence, near-print informational material, examination results lists, file notes, NCR copies of Class Schedules received from Student Records and Registration, photocopies of transfer credit sheets received from other colleges, GRE reports received from off campus, letters of recommendation, grade sheets received from other universities and colleges, NCR copies of Grade Reports received from Student Records and Registration, photocopies of graduate assistantship contracts, 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.

GRADUATE PROGRAM FILES

This series contains annual reports, campus and off-campus correspondence, photocopies of policy statements, photocopies of procedural guidelines received from Graduate School, Programs of Study sent to Graduate School, photocopies of transcripts received from off campus, examination results sent to Graduate School, semester grades received from Student Records and Registration, and GRE Score reports received from off campus.

RETENTION: Student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

INVENTORY FILES

This series contains file notes, photocopies of Inventory of

Office Equipment received from Property Control, and photocopies

of Space Inventory received from Facility Services.

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

LSU THEATRE PROGRAMS

This series contains LSU Theatre programs.

RETENTION: Retain in office while active, then transfer to

University Archives.

MASTER OF FINE ARTS PROPOSAL FILES, 1985-1986 (OBSOLETE)

This series contains campus correspondence, photocopies of proposals sent to Board of Regents, and photocopies of course descriptions sent to Office of the Dean.

RETENTION: Transfer to University Archives.

STUDENT ASSISTANT FILES

This series contains NCR copies of PER-17 turn-around documents (obsolete) sent to Human Resource Management and photocopies of student assistant timesheets sent to Accounting Services.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

SUMMARY OF EXPENSES

This series contains computer-generated Summaries of Expenses.

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

THEATRE GRADUATE THESES

This series contains theses.

RETENTION: Retain permanently in office.

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.