ERIC VOEGELIN INSTITUTE/COLLEGE OF ARTS AND SCIENCES

BOOK CORRESPONDENCE FILES

This series contains photocopies of manuscripts sent to LSU

Press, campus and off-campus correspondence, and campus near-

print informational material.

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

Archives

BOOK REVIEWS

This series contains originals and photocopies of book reviews

received from off campus.

RETENTION: Retain in office while active, then transfer to

University Archives.

BUDGET AND PERSONNEL FILES

This series includes but may not be limited to ledger sheets, copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of invoices and receipts, NCR copies of requisitions sent to Budget and Planning, photocopies of Requests for Budget Adjustment sent to Office of the Dean, computer-generated Invoices Paid During the Period reports received from Accounting Services, campus correspondence, campus and off-campus near-print informational material, NCR copies of PER-3 Personnel Status Changes sent to Human Resource Management, faculty curricula vitae received from off campus, photocopies of Transient Employment Processing forms received from Human Resource Management, and Personal Activity Reports received from Human Resource Management.

RETENTION: Accounting records: Retain 2 years in office, then 5 years in Records Center, 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.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then 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.

ESSAYS WRITTEN BY VOEGELIN FOR PUBLICATION FILES

This series contains photocopies of Voegelin publications

received from off campus.

RETENTION: Retain permanently in office.

FOUNDATION CORRESPONDENCE FILES

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

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

MANUSCRIPTS

This series contains manuscripts.

RETENTION: Retain permanently in office.

NEAR-PRINT INFORMATIONAL MATERIAL

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

VOEGELIN INSTITUTE MANUSCRIPTS

This series contains typescripts of projected publications.

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.