DEPARTMENT OF GEOLOGY AND GEOPHYSICS

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RETENTION: Retain in office until superseded, then destroy by recycling.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, receiving reports, photocopies of invoices sent to Accounting Services, NCR copies of requisitions sent to Accounting Services, NCR copies of purchase Orders sent to purchasing, NCR copies of shipping tickets received from off campus, computer-generated lists received from campus offices, and photocopies of Internal Transactions sent to Accounting Services.

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

ACCOUNTING SPECIALIST INFORMATION FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.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

ALUMNI CARD FILE

This series contains cards with name, address, degree, and year graduated.

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

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of specifications received from Facility Services and off campus, file notes, photocopies of Space Inventories sent to SID, blueprints of Howe-Russell received from Facilities Services and off campus, photocopies of permissions for field trips, photocopies of pre-bids received from purchasing, NCR copies of Work Requests sent to Facility Services, computer-generated Budget Summary Reports, and file lists.

RETENTION: Blueprints and specifications: Retain permanently in office. All other contents: Retain 3 years in office, then

destroy by landfill.

BUDGET FILES

This series contains Requests for Budget Adjustment sent to

Office of the Dean, computer-generated Operating Budgets for

Fiscal Years received from Budget and Planning, photocopies of

PER-l Requests for permission to Fill a Vacancy... sent to Human

Resource Management, PER-2 Personnel Appointments sent to Human

Resource Management, PER-3 Personnel Status Changes sent to Human

Resource Management, NCR copies of position Description sent to

Human Resource Management, computer-generated Payroll Check

Distribution list received from Payroll, and photocopies of

biweekly sheets sent to Payroll.

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. Budget records: Retain

3 years in office, then destroy by recycling.

CHAIRMAN ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of minutes of meetings received from Chairman's Committee, procedural guidelines received from campus offices, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Capital Outlay Budget Requests sent to Budget and Planning, and scholarship informational material received from Student Aid and Scholarships.

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

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

CLERK TYPIST WORKING FILES

This series contains computer-generated lists received from campus offices, file notes, itineraries received from professors, student payroll forms, and file lists.

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

COMMENCEMENT PROGRAMS

This series contains commencement programs received from Student

Records and Registration.

RETENTION: Retain permanently in office.

COORDINATOR DEPARTMENTAL FILES

This series contains annual reports, campus and off-campus

correspondence, minutes of meetings sent off campus, off-campus near-print informational material, newspaper clippings or excerpts from publications received off campus, news releases

received from Public Relations, requests for Budget Adjustments sent to Budget and Planning, monthly financial statements received from the LSU Foundation, photocopies of Internal Transactions, photocopies of invoices, Invoices Paid During the Period Reports received from Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Purchase Orders sent to Purchasing, and photocopies of requisitions sent to Accounting Services.

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.

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus correspondence, photocopies of grant applications and awards, reports, State Employees Group Benefit Memorandum, meeting minutes, Academic Personnel Reports received from Human Resource Management, faculty project budget proposals, off-campus correspondence, newspaper clippings, file notes, procedural guidelines, photocopies of Requests for Changing or Dropping a Course sent to Office of the Dean, 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 Assignment Lists received from Budget and Planning, annual reports received from off-campus, and messages.

RETENTION: Course management records: Retain in office 1 year after term distributed, 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.

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.

EXHIBIT FILES

This series contains off-campus near-print informational material

and posters.

RETENTION: Retain in office while active, then destroy by

landfill.

FACULTY APPLICATION FILES

This series contains vitae received from off campus, job applicant letters of reference received from off campus, and job applicant resumes received from off campus.

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

GEOLOGY LISTS

This series contains computer-generated lists.

RETENTION: Retain in office while active, then destroy by

recycling.

GRADUATE ADVISOR FILES

This series contains campus and off-campus correspondence and computer-generated reports received from Graduate School.

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

GRADUATE ASSISTANTSHIP FILES

This series includes but may not be limited to photocopies of timesheets, campus correspondence, photocopies of PER-14 appointment notifications sent to Human Resource Management, file notes, reports received from students, Form 1-9 Eligibility for Employment, photocopies of W-4, PARS received from Human Resource Management, and Loyalty Oaths.

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

GRADUATE STUDENT APPLICATION FILES

This series contains correspondence, GRE scores received from off campus, photocopies of TOEFL scores received from Graduate School, photocopies of applications received from Graduate School, and transcripts received from off campus.

RETENTION: Attending student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Students not attending records: Retain in office 1 year after application term, then destroy by shredding then landfill.

GRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of grade reports received from Student Records and Registration, photocopies of Degree Audits received from Student Records and Registration, photocopies of Credential Analysis received from Graduate School, GRE Score reports received from off campus, photocopies of transcripts received from off campus, partially completed final examinations, requests for examination, letters of recommendation received from off campus, photocopies of graduate assistantship offers, campus and off-campus near-print informational material, grade reports received from Student Records and Registration, and schedule cards 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.

GRE 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.

INVOICES PAID DURING THE PERIOD REPORTS

This series contains Invoices Paid During the period Reports

received from Accounting Services.

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

LEDGER WORKSHEET

This series contains ledger worksheets.

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

LSU BUSINESS OFFICE PROCEDURES NOTEBOOK

This series contains business office procedures received from

Business Office.

RETENTION: Retain in office until superseded, then destroy by

recycling.

LSU CATALOGS

This series contains LSU catalogs.

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

MANUALS

This series contains manuals received from off-campus.

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

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of Midterm Grade Sheets sent to Student Records and Registration and carbon copies of Final Grade Sheets sent to Student Records and Registration.

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.

PAYROLL CHECK DISTRIBUTION REPORTS

This series contains computer-generated reports received from

Accounting Services.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

PRICE LISTS

This series contains computer-generated price lists received from campus offices.

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

PROPOSALS

This series contains proposals received from faculty.

RETENTION: Retain in office 3 years after cancellation or

termination of contract, then destroy by shredding then landfill.

SNCC BILLING REPORTS

This series contains computer-generated SNCC Billing Reports received from SNCC.

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

STAFF PERSONNEL FILES

This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus, photocopies of PER-l Requests for Permission to Fill a Vacancy, photocopies of appointment forms sent to Office of the Dean, photocopies of step increases received from Human Resource Management, and photocopies of job descriptions sent to 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 ASSISTANT PAYROLL FILES

This series contains NCR copies of 1-9 Employee Eligibility Verifications sent to Student Aid and Scholarships and Payroll, NCR copies of PER-17 turn-around documents sent to Student Aid and Scholarships, and NCR copies of W-2s sent to Student Payroll.

RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then recycling.

TEACHER EVALUATIONS

This series contains computer-generated teacher evaluation reports received from Measurement and Evaluation Center.

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

TEXTBOOK ORDERS 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.

THESES

This series contains graduate theses.

RETENTION: Retain permanently in office.

TIMESHEETS AND PAYROLL VOUCHERS

This series contains photocopies of student timesheets and Pay

Vouchers sent to Accounting Services.

RETENTION: Retain 7 years in office, then destroy by shredding then landfill.

TRAVEL FILES

This series contains photocopies of Travel Expense Vouchers sent to Accounting Services, and Requests for Authorization to Travel sent to Accounting Services.

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

UNDERGRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of schedule cards received from Student Records and Registration, photocopies of Degree Audits received from Student Records and Registration, photocopies of grade reports received from Student Records and Registration, and photocopies of scholarship awards received from Student Aid and scholarships.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

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

VIDEOTAPE LOGS

This series contains videotapes log sheets.

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

VIDEOTAPES

This series contains videotapes.

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.