OFFICE OF THE DEAN/COLLEGE OF ARTS AND SCIENCES
ACCOUNTING LEDGERS
This series contains computer-generated ledger sheets received from Accounting Services.
RETENTION: Retain in office until superseded, then destroy by recycling.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, NCR copies of purchase orders sent to purchasing, NCR copies of requisitions sent to Purchasing, photocopies of magazine subscriptions, 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 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.
ANNUAL SALARY SAVINGS REPORT
This series contains annual salary savings reports received from
Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by landfill.
ARTS AND SCIENCES TEACHER EVALUATION FILES
This series contains answer sheets received from students and computer-generated data reports.
RETENTION: Answer sheets: Retain in office 1 year, then destroy by landfill. Reports: Retain in office 6 years, then destroy by recycling.
ASSISTANT DEAN DEPARTMENTAL FILES
This series contains campus correspondence and file lists.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
ASSOCIATE DEAN ADMINISTRATIVE FILES
This series contains campus and off-campus correspondence, Requests for Budget Adjustments, minutes of meetings, campus and off-campus near-print informational material, policy statements received from Office of Chancellor, photocopies of budget reports, letters of reference, photocopies of GRE reports, Enrollment Summaries received from Student Records and Registration, course offerings received from Student Records and Registration, faculty assignments received from Student Records and Registration, photocopies of Operating Budget for Fiscal Year, file lists, file notes, requests for space, and descriptions of space available.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget records: Retain 3 years in office, then destroy by recycling. Course, enrollment and faculty reports: Retain in office 1 year after term distributed, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.
ASSOCIATE DEAN WORKING FILES
This series contains campus correspondence, Requests for Budget Adjustment received from departments, budget reports received from departments, photocopies of Operating Budget for Fiscal Year, file lists, file notes, requests for space received from departments, and descriptions of space available.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by recycling.
CHAIRMAN EVALUATION FILES
This series contains faculty evaluations.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
COMMENCEMENT EXERCISE FILES
This series contains file lists and commencement programs.
RETENTION: Retain permanently in office.
COMMENCEMENT PROGRAMS
This series contains campus near-print informational material.
RETENTION: Transfer to University Archives.
COMPARATIVE ENROLLMENT DATA, 1951-1963 (OBSOLETE)
This series contains photocopies of comparative enrollment data
received from Student Records and Registration.
RETENTION: Transfer to University Archives.
CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
COST SHARING FILES
This series contains campus correspondence, photocopies of PER-3 Personnel Status Changes, photocopies of PARs, photocopies of grant establishment forms received from Grants and Contracts, file notes, and file lists.
RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Grant establishment forms: Retain in office 3 years after termination of contract,
then destroy by shredding then recycling. Correspondence:
Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.
COUNSELOR REFERENCE FILES
This series contains photocopies of campus correspondence and campus and off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
COUNSELOR WORKING FILES
This series contains campus correspondence, procedural guidelines, letters of reference, file lists, Absent From Commencement forms sent to Student Records and Registration, Change in Graduation Status reports, and admissions recommendations -
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, then destroy by recycling.
COURSE AND CURRICULUM CHANGES NOTEBOOKS
This series contains course and curriculum changes.
RETENTION: Retain in office while active, then destroy by
recycling.
COURSE MANAGEMENT FILES
This series includes but may not be limited to computer-generated Class Management Reports received from Student Records and Registration, Faculty Assignments received from Student Records and Registration, Enrollment by Courses received from Student Records and Registration, Class Schedule Booklet proofs received from Student Records and Registration, and NCR copies of Request for Dropping or Adding Section sent to Student Records and Registration.
RETENTION: Retain 3 years in office, then destroy by recycling.
CREATING POSITIONS FILES
This series contains off-campus correspondence, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Human Resource Management, positions descriptions, job applicant resumes, Operating Budget for Fiscal Year received from Budget and Planning, and photocopies of Affirmative Action Compliance Reports sent to Equal Employment Opportunity.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
CURRICULUM FILES
This series contains campus correspondence and proposals for changes in curriculum.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
DEGREE AUDITS
This series contains Degree Audits 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.
FACULTY AND STAFF PERSONNEL FILES
This series includes but may not be limited to teacher evaluations received from Office of the Dean, personnel appointment forms, annual reports received from faculty, campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of contracts sent to Human Resource Management, photocopies of employee performance evaluations, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, job applicant letters of reference, job applicant resumes, PER-17 turn-around documents, PER-40 Contracts for unclassified Employees, positions descriptions sent to Human Resource Management, PER-25 Contracts for Academic Employees, PER-3 Personnel Status Changes, 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 SEARCH FILES
This series contains campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
FYI NOTEBOOKS, 1979-1985 (OBSOLETE)
This series contains FYIS received from Publications.
RETENTION: Transfer to university Archives.
GENERAL FILES
This series contains annual reports received from departments, campus and off-campus correspondence, Course Adds and Drops log sheets, meeting minutes, campus and off-campus near-print informational material, newspaper clippings or excerpts from publications, news releases, procedural guidelines, Requests for Budget Adjustments, budget reports, photocopies of quotations received from Facility Services, LSU-5 Attendance and Leave Records received from Human Resource Management, photocopies of letters of recommendation sent off campus, and leave slips.
RETENTION: Annual reports, faculty meeting minutes, and news releases: Retain 3 years in office, then transfer to University Archives. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Log sheets, budget and purchasing records: Retain 3 years in office, then destroy by recycling. Leave 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 landfill.
GRADE APPEAL FILES
This series contains instructor statements, department head statements, student appeals, photocopies of dean letters, and panel reports.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
GRADUATION FILES
This series contains degree candidate lists and file notes.
RETENTION: Retain in office while active, then destroy by
recycling.
GRANT REFERENCE FILES
This series contains annual reports received from off campus, off-campus near-print informational material, and photocopies of campus correspondence.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GRANTS FILES
This series contains campus and off-campus correspondence, photocopies of proposals sent to Grants and Contracts, photocopies of grant establishments received from Grants and Contracts, and photocopies of proposal routing sheets sent to Grants and Contracts.
RETENTION: Awarded grants: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. unsuccessful grant files: Retain in office 1 year after term submitted, then destroy by shredding, then landfill.
LETTERS OF RECOMMENDATION
This series contains photocopies of letters of recommendation sent off campus.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
LSU CATALOGS
This series contains LSU catalogs received from Student Records
and Registration.
RETENTION: Retain permanently in office.
MANAGEMENT REPORTS, 1979-1983 (OBSOLETE)
This series contains management reports received from Student
Records and Registration.
RETENTION: Destroy by landfill.
MASTER ROSTERS, 1959-1964 (OBSOLETE)
This series contains master rosters.
RETENTION: Destroy by recycling.
OFFICE MANAGER WORKING FILES
This series contains photocopies of campus and off-campus correspondence, student performance evaluations, and file lists.
RETENTION: Student evaluations: Retain in office 3 years after termination or until final disposition of charge or civil action,
then destroy by shredding then recycling. All other contents:
Retain in office while active, then destroy by recycling.
OPERATING BUDGET FOR FISCAL YEAR
This series contains Operating Budget for Fiscal Year received
from Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
PERSONNEL ACTIVITY REPORTS
This series contains photocopies of Personnel Activity Reports
sent to Grants and Contracts.
RETENTION: Retain 3 years in office, then destroy by recycling.
POLICY STATEMENTS AND PROCEDURAL GUIDELINES
This series contains photocopies of policy statements received from Office of the Chancellor, and procedural guidelines received from campus offices.
RETENTION: Retain in office until superseded, then destroy by recycling.
POSITION RELATED TRANSFERS
This series contains computer-generated Position Related Transfer reports received from Human Resource Management.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
PROJECT FILES
This series contains photocopies of campus correspondence, campus near-print informational material, photocopies of policy statements received from Office of the Chancellor, and procedural guidelines received from campus offices.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
PROSPECTIVE DONORS FILES
This series contains off-campus correspondence, file notes, file
lists, and fact sheets.
RETENTION: Retain permanently in office.
RAISE RECOMMENDATION FILES
This series contains campus correspondence, photocopies of completed Form A sent to Budget and Planning, and file notes.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
REFERENCE NOTEBOOKS
This series contains photocopies of Permanent Memoranda received from Office of the President, Arts and Sciences Newsletters, campus and off-campus near-print informational material, and College of Arts and Sciences policies.
RETENTION: Arts and Sciences newsletters and Arts and Sciences policies: Retain permanently in office. All other contents:
Retain in office while active or until superseded, then destroy by landfill.
REQUESTS FOR PERMISSION TO FILL A VACANCY FILES
This series contains photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Human Resource Management and photocopies of advertisements sent to departments.
RETENTION: Retain 3 years in office, then destroy by recycling.
SCHEDULE CHANGE CONFIRMATION CARDS
This series contains student drop/add cards.
RETENTION: Retain in office 1 year after term distributed, then
destroy by shredding then landfill.
STAFF REVIEWS AND ENROLLMENT SUMMARIES
This series contains staff reviews and enrollment summaries.
RETENTION: Retain in office while active, then destroy by
shredding, then landfill.
STUDENT AID PETITIONS FILES
This series contains campus and off-campus correspondence and photocopies of student aid appeals sent to Student Aid.
RETENTION: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, 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 Verification, w-2, Loyalty Oath, and Turn-Around Documents.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
STUDENT DATA LOG, 1960-1979 (OBSOLETE)
This series contains student data log sheets.
RETENTION: Destroy by landfill.
STUDENT MAJORS REPORTS
This series contains Students Majors reports received from
Student Records and Registration.
RETENTION: Retain in office 1 year after term distributed, then
destroy by shredding then landfill.
STUDENT TRANSCRIPTS
This series contains student transcripts.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
SUMMER BUDGET FILES
This series contains campus correspondence, budget reports, and
Operating Budget for Fiscal Year received from Budget and
Planning.
RETENTION: Correspondence: Retain 5 years in office, then
destroy by shredding then recycling. All other contents: Retain
3 years in office, then destroy by recycling.
TRANSFER/REENTRY CARDS
This series contains transfer and reentry cards.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
UNDERGRADUATE STUDENT FILES
This series includes but may not be limited to photocopies of acceptance letters, photocopies of advanced placement records received from Student Records and Registration, photocopies of applications for admission or readmission received from Admissions, photocopies of correspondence, photocopies of letters of recommendations, photocopies of medical records, photocopies of placement scores received from Student Records and Registration, photocopies of student waivers for rights of access to letters, photocopies of transcripts received from Student Records and Registration, photocopies of academic action authorizations, photocopies of applications for graduation sent to Student Records and Registration, NCR copies of Changes of Course sent to Student Records and Registration, photocopies of Change-of-Grade Authorizations sent to Student Records and Registration, NCR copies of class schedules received from Student Records and Registration, photocopies of credit-by-examination approvals received from Student Records and Registration, photocopies of Credit/No Credit Approvals received from Student Records and Registration, curriculum change authorizations, photocopies of degree audit records received from Student Records and Registration, photocopies of disciplinary action documents received from Student Records and Registration, photocopies of Grade Reports received from Student Records and Registration, NCR copies of Grade Sheets received from Student Records and Registration, photocopies of Pass/Fail Requests received from Student Records and Registration, photocopies of personal data sheets received from Student Records and Registration, NCR copies of transcript requests received from Student Records and Registration, transfer credit evaluations, and photocopies of Withdrawal Authorizations received from Student Records and Registration.
RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.
VENDOR CATALOGS
This series contains vendor catalogs.
RETENTION: 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.