DEPARTMENT OF COMPUTER SCIENCE

ACCOUNTING POSTING FILES

This series contains photocopies of Requests for Budget Adjustments sent to Budget and Planning, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, expenditure lists, computer-generated financial statements received from Accounting Services, NCR copies of Internal Transactions received from campus, photocopies of invoices sent to Accounting Services, computer-generated Invoices Paid During the Period reports received from Accounting Services, computer-generated ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, photocopies of receiving reports sent to Accounting Services, NCR copies of quotations received from Purchasing, and NCR copies of requisitions sent to Purchasing.

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

ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains procedural guidelines received from campus offices, campus and off-campus correspondence, key log sheets, registration booklets received from Student Records and Registration, campus and off-campus near-print informational material, and file lists.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Logs: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

BUDGET FILES

This series contains campus and off-campus correspondence, NCR copies of budget reports received from Office of the Dean, photocopies of budget worksheets sent to Office of the Dean, and computer-generated Operating Budgets for Fiscal Years received from Office of the Dean.

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

CHAIRMAN CORRESPONDENCE

This series contains off-campus correspondence.

RETENTION: Retain 5 years in office, 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.

COURSE MANAGEMENT FILES

This series contains campus near-print informational material,

file notes, file lists, and Class Lists received from Student

Records and Registration.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent to Office of the Dean, campus and off-campus correspondence, photocopies of Inventories of Office Equipment received from Property Control, photocopies of maintenance and repair reports received off campus offices, photocopies of minutes of meetings, newspaper clippings or excerpts from publications, photocopies of news releases received from Public Relations, NCR copies of Internal Transactions received from campus offices, photocopies of invoices sent to Office of the Dean, Invoices Paid During the Period reports received from Office of the Dean, computer-generated ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, photocopies of receiving reports sent to Accounting Services, NCR copies of requisitions sent to Purchasing, computer-generated Payroll Check Distribution Reports received from Accounting Services, student assistant timesheets, photocopies of bi-weekly timesheets sent to Accounting Services, photocopies of Budget Form 8 sent to Office of Research, campus and off-campus near-print informational material, and procedural guidelines.

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

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.

DEPARTMENT CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

FACULTY APPLICATIONS FILES

This series contains job applicant letters of reference and job applicant resumes.

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

FACULTY CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

FACULTY PERSONNEL FILES

This series includes but may not be limited to photocopies of annual reports sent to Office of the Dean, campus and off-campus correspondence, 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, PER-l Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, 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 ASSISTANT PERSONNEL FILES

This series contains off-campus correspondence, NCR copies of change-in-status reports of continuation or separation received from Human Resource Management, photocopies of employee withholding tax statements sent to Accounting Services, and photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management.

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

GRADUATE STUDENTS APPLYING FOR ASSISTANTSHIPS FILES

This series contains assistantship applications.

RETENTION: Retain in office 1 year after application term, then

destroy by shredding then landfill.

GRADUATE STUDENT INQUIRY FILES

This series contains off-campus correspondence.

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

GRADUATE STUDENT PROGRESS FILES

This series includes but may not be limited to off-campus correspondence, Programs of Study sent to Graduate School, Changes in Program of Study sent to Graduate School, photocopies of applications sent to Graduate School, photocopies of examination requests sent to Graduate School, and Grade Reports 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.

GRADUATE STUDENTS WHO DID NOT SHOW FILES

This series contains campus and off-campus correspondence, photocopies of transcripts received from off-campus, and photocopies of Credential Analysis received from Graduate School.

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

LSU GENERAL CATALOGS

This series contains LSU General Catalogs.

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

MASTER FORMS

This series contains master forms.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

landfill.

OFFICE SUPPLY CATALOG

This series contains computer-generated Office Supply Catalogs received from University Stores.

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

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.

PURCHASING CATALOGS

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

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

REGISTRATION FILES

This series contains campus correspondence, NCR copies of Drop/Add Forms, registration catalogs received from Student Records and Registration, and computer-generated copies of the following received from Student Records and Registration:

Faculty Assignment Reports, Activity Management Reports, and Enrollment Reports.

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

REJECTED GRADUATE STUDENT FILES

This series contains campus and off-campus correspondence.

RETENTION: Retain in office 1 year after application term, then

destroy by shredding then landfill.

RESEARCH ASSOCIATE PERSONNEL FILES

This series contains campus and off-campus correspondence, NCR copies of Change-in-Status Reports of Continuation or Separation received from Human Resource Management, photocopies of employee withholding tax statements sent to Accounting Services, photocopies of 1-9 Employee Eligibility Verifications sent to Office of the Dean, job applicant letters of reference, job applicant resumes, photocopies of LSU-5 Attendance and Leave Records received from Human Resource Management, and NCR copies of the following received from Human Resource Management: PER-2 Personnel Appointments, PER-3 Personnel Status Changes, and PER-40 Contracts for Unclassified Employees.

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

STAFF AND STUDENT ASSISTANTS PERSONNEL FILES

This series contains photocopies of the following sent to Human

Resource Management: Change-in-Status Reports of Continuation or

Separation, employee performance evaluations, employee

withholding tax statements, LSU-l Personnel Actions, LSU-5

Attendance and Leave Records, PER-2 Personnel Appointments, and PER-40 Contracts for Unclassified Employees.

RETENTION: Student records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Staff records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

STUDENT ASSISTANT INFORMATION FILES

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

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

TECHNICAL REPORTS

This series contains photocopies of reports received from faculty.

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

TEXTBOOK ORDER FILES

This series contains photocopies of textbook 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 correspondence, photocopies of Travel

Expense Vouchers sent to Accounting Services and receipts.

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

Center, then destroy by shredding then landfill.

UNDERGRADUATES MAJORING IN COMPUTER SCIENCE FILES

This series contains NCR copies of grade sheets received from Student Records and Registration, NCR copies of schedule cards received from Student Records and Registration, and options sheets.

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 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.

WORD PROCESSOR WORKING FILES

This series contains photocopies of campus correspondence, and photocopies of policy statements received from Human Resource Management.

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