DEPARTMENT OF CHEMISTRY
ACCOUNTING FILES
This series contains photocopies of expenditure lists sent to Office of the Dean, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, photocopies of petty cash log sheets, photocopies of Work Requests sent to Facility Services, photocopies of Payroll Check Distribution Reports received from Accounting Services, photocopies of student assistant timesheets sent to Accounting Services, photocopies of Purchase Orders sent to Purchasing, photocopies of receiving reports sent to Accounting Services, Requests for Budget Adjustments sent to Budget and Planning, and voucher log sheets.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
ACCOUNTING INFORMATION FILES
This series contains photocopies of campus correspondence and policy statements received from Accounting Services.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
ACCOUNTING SPECIALIST INFORMATION FILES
This series contains computer-generated Invoices Paid During the Period Reports received from Accounting Services, price lists received from Accounting Services, and file notes.
RETENTION: Retain in office until superseded, then destroy by recycling.
ACCOUNTS RECEIVABLE FOR CHEMISTRY LIBRARY FILES
This series contains Internal Transactions and invoices sent to
Accounting Services.
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 SPECIALIST 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RETENTION: Retain in office while active or until superseded, then destroy by landfill.
ADMINISTRATIVE SPECIALIST POSITION INFORMATION MANUALS
This series contains campus near-print informational material.
RETENTION: Retain in office until superseded, then destroy by recycling.
ADVISOR CARDS
This series contains Advisors Cards received from Student Records and Registration.
RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.
ADVISOR WORKING FILES
This series contains annual reports, campus and off-campus correspondence, minutes of meetings, and news releases.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.
APPLICANT FILES
This series contains job applicant resumes, job applicant letters of reference, and letter of application.
RETENTION: Retain 1 year in office, then destroy by shredding then landfill.
ASSISTANT TO CHAIRMAN ADMINISTRATIVE FILES
This series contains photocopies of annual reports sent to Office of the Dean, campus and off-campus correspondence, Analytical Services Log Sheets, master forms, photocopies of minutes of meetings, photocopies of procedural guidelines, photocopies of budget reports received from Budget and Planning, photocopies of budget worksheets, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Work Requests sent to Facility Services, photocopies of price lists, photocopies of quotations, job applicant letters of reference, job applicant resumes and photocopies of Position Descriptions.
RETENTION: Retain 3 years in office, then destroy by shredding then recycling.
ASSISTANT TO CHAIRMAN INFORMATION FILES
This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of Position Descriptions, and file notes.
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.
BUDGET AND INVENTORY FILES, 1958-1978 (OBSOLETE)
This series contains campus correspondence, off-campus near-print informational material, computer-generated space inventories received from Budget and Planning, file notes, computer-generated raise recommendations, photocopies of Requests for Position Upgrading sent to Human Resource Management, photocopies of budget summaries, photocopies of Operating Budgets for Fiscal Years sent to Budget and Planning, and computer-generated proposed allocations of budget.
RETENTION: Destroy by landfill.
BUDGET FILES
This series includes but may not be limited to photocopies of
Internal Transactions sent to Accounting Services, photocopies of
requisitions sent to Purchasing, and NCR copies of Purchase
Orders sent to Purchasing.
RETENTION: Retain 3 years in office, then destroy by recycling.
BUDGET PROPOSALS FILES
This series contains schedules, worksheets, photocopies of
Operating Budgets for Fiscal Years received from Budget and
Planning, computer-generated Internal Transactions Expenditures,
and graphs.
RETENTION: Retain 3 years in office, then destroy by landfill.
CATALOGS, DIRECTORIES, AND MANUALS
This series contains campus and off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
CHEMISTRY GRADUATE STUDENT FILES
This series contains photocopies of student assistant timesheets sent to Accounting Services, job applicant resumes, photocopies of examination results, photocopies of applications sent to Graduate School, and photocopies of the following sent to Human Resource Management: change-in-status reports of continuation or separation, employee withholding tax statements, 1-9 Employee Eligibility Verifications, job applicant letters of reference, LSU-l Personnel Actions, PER-17 turn-around documents.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then 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.
COMMENCEMENT PROGRAMS
This series contains commencement programs.
RETENTION: Retain permanently in office.
COMMENCEMENT PROGRAMS FILES
This series contains campus near-print information material and file lists.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
COMPUTER-GENERATED REPORTS
This series contains computer-generated reports received from
Student Records and Registration.
RETENTION: Retain 3 years in office, then destroy by recycling.
COORDINATOR INFORMATION FILES
This series contains photocopies of campus and off-campus correspondence, Capital Outlay Log Sheets, master forms, photocopies of minutes of meetings, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines received from campus offices, budget worksheets, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of ledger sheets received from Accounting Services, photocopies of price lists, photocopies of quotations, job applicant resumes, and photocopies of Position Descriptions received from Human Resource Management.
RETENTION: Retain 3 years in office, then destroy by shredding then recycling.
COURSE TRACKING REPORTS
This series contains computer-generated annual reports received from Student Records and Registration.
RETENTION: Retain in office until superseded, then destroy by recycling.
DEGREE AUDIT REPORTS
This series contains computer-generated Degree Audit Reports
received from Student Records and Registration.
RETENTION: Retain 3 years in office, then destroy by landfill.
DEPARTMENTAL ADMINISTRATIVE FILES
This series includes but may not be limited to campus and off-campus correspondence, procedural guidelines received from campus offices, photocopies of Capital Outlay Budget Requests sent to Boards of Supervisors, photocopies of grant applications and awards, reports, State Employees Group Benefit Memoranda, master forms, meeting minutes, faculty project budget proposals, photocopies of formal faculty meeting minutes, newspaper clippings, file notes, 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, and photocopies of policy statements received from Office of the Chancellor.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Reports and 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.
DEPARTMENTAL AND FOUNDATION ACCOUNTS FILES
This series contains campus and off-campus correspondence and computer-generated ledger sheets received from Accounting Services.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
DISTRIBUTION OF CUMULATIVE PERCENTAGES REPORTS
This series contains computer-generated Distribution of
Cumulative Percentages reports.
RETENTION: Retain 3 years in office, 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, annual reports, master forms, procedural guidelines, budget worksheets, employee performance evaluations, graduate students lists, LSU-5 Attendance and Leave Records, management reports, class schedules, grade reports, and class lists.
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 LSU Campus Police, code number lists, photocopies of inventory forms, equipment location sheets, NCR copies of Work Requests sent to Facility Services, Travel Blanket Orders, photocopies of Receiving Reports sent to Accounting Services, requisitions, photocopies of Internal Transactions, computer-generated ledger sheets received from Accounting Services, and ledger reports.
RETENTION: Retain 3 years in office, then destroy by 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, PER-3 Personnel Status Changes, continuation and separation forms, campus and off-campus correspondence, news releases, photocopies of withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, letters of reference received from off campus, resumes received from off campus, 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.
FACULTY APPLICATIONS
This series contains faculty applications received from off-campus.
RETENTION: Retain 1 year in office, then destroy by shredding then landfill.
FACULTY EVALUATIONS
This series contains student evaluations and supervisor evaluations.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
FRESHMAN CHEMISTRY ADMINISTRATIVE FILES
This series contains photocopies of campus and off-campus correspondence, photocopies of maintenance and repair reports, photocopies of master forms, procedural guidelines received from Human Resource Management, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, invoices, Change-in-Status reports of Continuation or Separations received from Human Resource Management, employee performance evaluations, job applicant letters of reference, job applicant resumes, LSU-5 Attendance and Leave Records, photocopies of PER-2 Personnel Appointments received from Human Resource Management, photocopies of PER-3 Personnel Status Changes received from Human Resource Management, PER-40 Contracts for Unclassified Employees received from Human Resource Management, Positions Descriptions received from Human Resource Management, and student assistant timesheets received from Human Resource Management.
RETENTION: Personnel 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 3 years in office, then destroy by landfill.
GAS CYLINDERS INVENTORY LOG
This series contains inventory log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
GENERAL CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
GENERAL FILES
This series contains annual reports, campus and off-campus correspondence, minutes of meetings, photocopies of employee withholding tax statements sent to Human Resource Management, 1-9 Employee Eligibility Verifications sent to Human Resource Management, job applicant resumes received from off campus, and degrees forms.
RETENTION: Correspondence: Retain 5 years in office, 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. All other contents: Retain 3 years in office, then destroy by recycling.
GENERAL INFORMATION NOTEBOOKS
This series contains photocopies of campus correspondence, photocopies of policy statements received from Office of the
Chancellor, and photocopies of procedural guidelines received from campus offices.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
GRADUATE ADVISOR ADMINISTRATIVE FILES
This series includes but may not be limited to campus and off-campus correspondence, procedural guidelines received from campus offices, annual reports, campus near-print informational material, audit worksheets, photocopies of budget reports sent to Accounting Services, budget worksheets, photocopies of expenditure lists sent to Accounting Services, meeting minutes, employee performance evaluations, job applicant letters of reference received from off campus, job applicant resumes received from off campus, Position Descriptions, graduate student lists, 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. Applicant records:
Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.
GRADUATE ADVISOR WORKING FILES
This series contains annual reports, photocopies of campus and off-campus correspondence, minutes of meetings, campus and off-campus near-print informational material, newspaper clippings or excerpts from publications, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, audit reports received from Accounting Services, budget reports received from Budget and Planning, budget worksheets, employee performance evaluations, job applicant letters of reference, job applicant resumes, and Position Descriptions.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
GRADUATE RECORD EXAMINATION SCORE REPORTS
This series contains GRE score reports received from off campus.
RETENTION: Retain in office 5 years after graduation term or
term of last attendance, then destroy by shredding then landfill.
GRADUATE STUDENT FILES
This series contains letters of reference, applications, test scores received from off campus, Programs of Study sent to Graduate School, and photocopies of Changes in Program 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.
GRADUATE STUDENT INQUIRY FILES
This series contains campus and off-campus correspondence.
RETENTION: Retain in office while active, then destroy by
landfill.
GRADUATE STUDENT PERSONNEL FILES
This series contains PER-3 Personnel Status Changes received from Human Resource Management, PER-17 turn-around documents received from Accounting Services, and photocopies of appointment forms sent to Graduate School.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
GRADUATE STUDENTS ADMITTED BUT NOT YET HERE FILES
This series contains prospective student evaluations, campus and off-campus correspondence, and transcripts received from off campus.
RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.
GRANTING AGENCY CORRESPONDENCE FILES, 1962-1982 (OBSOLETE)
This series contains off-campus correspondence, budget
adjustments, and budget sheets.
RETENTION: Destroy by shredding then landfill.
GRANT PROPOSALS
This series contains photocopies of grant proposals sent to
Grants and Contracts.
RETENTION: Retain in office 3 years after termination of
contract, then destroy by shredding then landfill.
GRANTS AND CONTRACTS FILES
This series includes but may not be limited to photocopies of
grant applications, photocopies of grant reports, Requests for
Budget Adjustments received from Accounting Services, budget
¼reports, budget worksheets, computer-generated Operating Budgets for Fiscal-Year received from Budget and Planning, ledger sheets received from Accounting Services, NCR copies of Travel Expense Vouchers sent to Accounting Services, price lists, photocopies of Purchase Orders sent to Purchasing, quotations received from Accounting Services, receiving reports, and photocopies of requisitions sent to Purchasing.
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.
HEALTH AND INSURANCE FORMS
This series contains health and insurance forms.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
INTERNAL TRANSACTIONS
This series contains Internal Transactions received from
Accounting Services.
RETENTION: Retain 3 years in office, then destroy by landfill.
JOB DESCRIPTIONS AND ADVERTISEMENTS
This series contains Position Descriptions received from Human
Resource Management and position advertisements.
RETENTION: Retain 2 years in office, then destroy by recycling.
LAB RECEIPTS
This series contains NCR copies of lab receipts sent to Office of
Bursar Operations.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
LEDGERS
This series contains computer-generated ledger sheets received from Accounting Services.
RETENTION: Retain in office until superseded, then destroy by recycling.
"LSU AND YOU" BOOKLETS, 1958-1958 (OBSOLETE)
This series contains campus near-print informational material.
RETENTION: Transfer to University Archives.
MANAGEMENT REPORTS
This series contains computer-generated Management Reports
received from Office of the Dean.
RETENTION: Retain 3 years in office, then destroy by landfill.
MEETING NOTES
This series contains meeting notes.
RETENTION: Retain in office while active, then destroy by
recycling.
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.
OPERATING BUDGET FOR FISCAL YEAR FILES
This series contains budget reports, budget worksheets, and computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
PAYROLL VOUCHERS
This series contains photocopies of payroll vouchers sent to
Accounting Services.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
PERSONNEL ACTIVITY REPORTS FILES
This series contains computer-generated Payroll Check Distribution Reports received from Accounting Services, photocopies of Cost Sharing documentations received from Office
of the Dean, and computer-generated Personnel Activity Reports received from Human Resource Management.
RETENTION: Retain 3 years in office, then destroy by recycling.
PETTY CASH VOUCHERS AND LEDGER SUMMARIES
This series contains ledger summary sheets and petty cash
vouchers received from Accounting Services.
RETENTION: Retain 3 years in office, then destroy by landfill.
POLICY STATEMENTS AND PROCEDURAL GUIDELINE NOTEBOOKS
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.
PROJECT FILES
This series contains campus and off-campus correspondence, off-campus near-print informational material, policy statements received from Office of the Chancellor, photocopies of Internal Transactions sent to Purchasing, photocopies of ledgers received from Accounting Services, file notes, photocopies of papers, photocopies of vitae received from off campus, photocopies of research proposals, photocopies of telephone invoices, and computer-generated Customer Lists received from University Stores.
RETENTION: Retain in office 7 years after termination of contract, then destroy by shredding then landfill.
PROSPECTIVE GRADUATE STUDENT FILES
This series contains prospective student evaluations, campus and off-campus correspondence, photocopies of test reports, and transcripts received from off campus.
RETENTION: Attending students records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Not attending students records: Retain in office 1 year after application term, then destroy by shredding then landfill.
PURCHASE ORDERS AND REQUISITIONS
This series contains photocopies of Purchase Orders sent to
Purchasing and photocopies of requisitions sent to Purchasing.
RETENTION: Retain 3 years in office, then destroy by recycling.
RECONCILIATION OF ACCOUNTS NOTEBOOKS
This series contains expenditure lists received from Accounting
Services and computer-generated ledger sheets received from
Accounting Services.
RETENTION: Retain 3 years in office, then destroy by recycling.
REJECTED GRADUATE APPLICANT FILES
This series contains letters of reference received from off campus, resumes received from off campus, applications received from off campus, and test scores received from off campus.
RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.
REQUESTS FOR PERMISSION TO FILL A VACANCY
This series contains photocopies of PER-l Requests for Permission
to Fill a Vacancy sent to Human Resource Management.
RETENTION: Retain 3 years in office, then destroy by recycling.
SALARY BUDGET FILES
This series contains budget reports, budget worksheets, and
computer-generated Operating Budget for Fiscal Year received from
Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
SEMESTER FILES
This series contains the following received from Student Records and Registration: NCR copies of Class Lists, photocopies of class schedules, class schedule booklets, grade changes, advance placement reports, and computer-generated Enrollment Summaries.
RETENTION: Retain 3 years in office, then destroy by landfill.
STAFF AND FACULTY 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.
STUDENT AND WAGE PAYROLL FILES
This series contains photocopies of campus correspondence, policy statements received from Accounting Services, and computer-generated Payroll Check Distribution Reports received from Accounting Services.
RETENTION: Retain 3 years in office, then destroy by recycling.
STUDENT ASSISTANT INFORMATION FILES
This series contains photocopies of campus and off-campus correspondence and procedural guidelines.
RETENTION: Retain in office while active, then destroy by recycling.
STUDENT ASSISTANT PERSONNEL FILES
This series contains change-in-status reports of continuation or separation sent to Human Resource Management, photocopies of employee withholding tax statements sent to Human Resource Management, PER-17 turn-around documents received from Human Resource Management, and student assistant timesheets.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
SUMMER APPOINTMENT ON GRANTS FILES
This series contains campus and off-campus correspondence, master forms received from Human Resource Management, retirement forms received from Human Resource Management, insurance forms received from Human Resource Management, and photocopies of the following sent to Human Resource Management: Change-in-Status Reports of Continuation or Separation, employee performance evaluations, employee withholding tax statements, 1-9 Employee Eligibility Verifications, LSU-l Personnel Actions, PER-l Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-40 Contracts for Unclassified Employees, 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.
SUPPLY LOGS
This series contains log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
TEXTBOOK ORDER 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 recycling.
TRAVEL FILES
This series contains campus and off-campus correspondence, policy statements received from Accounting Services, and Travel Expense Vouchers sent to Accounting Services.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
UNDERGRADUATE ADVISOR ADMINISTRATIVE FILES
This series includes but may not be limited to campus and off-campus correspondence, procedural guidelines received from campus offices, reports, photocopies of formal faculty meeting minutes, newspaper clippings, file notes, and photocopies of policy statements received from Office of the Dean.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.
UNDERGRADUATE CHEMISTRY MAJORS FILES
This series contains off-campus correspondence, photocopies of
Advisors Cards received from Student Records and Registration,
NCR copies of grade reports received from Student Records and
Registration, and photocopies of transcripts.
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, exams, class schedules, transparencies, syllabi, master forms, campus and off-campus near-print informational
materials, job applicant letters of reference, job applicant resumes, Position Descriptions, price lists, 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.