DEPARTMENT OF PHYSICS AND ASTRONOMY

ACCOUNTING LEDGERS

This series contains computer-generated ledgers sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ACT RECRUITING FILES

This series contains carbon copies of correspondence sent off campus and computer-generated ACT score lists.

RETENTION: Retain in office while active, 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.

ANNUAL REPORTS

This series contains photpcopie5 of annual reports sent to Office of the Dean.

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

ASSISTANT TO CHAIR ADMINISTRATIVE FILES

This series contains annual reports sent off campus, campus and off-campus correspondence, photocopies of Vehicle Log sheets sent to Property Control, campus and off-campus near-print informational material, budget worksheets, Position Descriptions, file notes, weekly timesheets, monthly summaries of shop incomes, photocopies of work order billing sheets received from Office of the Dean, photocopies of Records of Grant Establishment received from Grants and Contracts, photocopies of Requests for Telephone Services sent to Telecommunications, photocopies of Physical Plant Maintenance Requests sent to Facility Services, photocopies of Occupational Accident or Illness Reports sent to Campus Safety and Group Benefits, photocopies of Long Distance Calls Log sheets received from Telecommunications, computer-generated Space Inventories sent to Facility Development, photocopies of security Reports received from LSU Police, computer-generated Monthly Business Reports, file lists, photocopies of organizational charts, and photocopies of questionnaires sent to Business Affairs.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Near-print informational material, file lists, and file notes: Retain in office while active or until superseded, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by landfill.

ASSISTANT TO CHAIR WORKING FILES

This series contains campus and off-campus correspondence, budget reports, and expenditure lists.

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

BOARD OF REGENTS REPORT ON GRADUATE PROGRAMS FILE, 1975-1975

(OBSOLETE)

This series contains report sent to the Board of Regents, campus

correspondence, and file lists.

RETENTION: Transfer to university Archives.

BUDGET FILES

This series contains all or some of the following: computer-generated Operating Budgets for Fiscal Years received from Data Processing, Budget Forms 8 and 9 received from Budget and Planning, computer-generated ledger sheets received from Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, file notes, file lists, campus correspondence received, Capital Outlay Reports, computer-generated Budget Summary Reports received from Budget and Planning, and annual budget reports.

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

BUILDING RENOVATION FILES, 1979-1979 (OBSOLETE)

This series contains all or some of the following: annotated

campus and off-campus correspondence, building blueprints received from off campus, Specifications for Hood Installations received from off campus, architectural drawings, paint samples, and carpet samples.

RETENTION: Transfer to university Archives.

CAMPUS VENDOR FILES

This series contains NCR copes of Internal Transactions received

from university Stores.

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

CAPITAL OUTLAY BUDGET REQUEST REPORTS

This series contains photocopies of Capital Outlay Budget Request

Reports sent to Office of the Chancellor.

RETENTION: Retain in office while active, then destroy by

recycling.

CATALOGS

This series contains catalogs received from campus offices and off campus.

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

CLASSIFIED STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes, photocopies of PER-2 personnel Appointments sent to Human Resource Management , photocopies of evaluations, photocopies of step increase forms 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.

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.

COORDINATOR INFORMATION FILES

This series contains photocopies of policy statements received from Budget and Planning.

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

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to NCR copies of Requests for Drop/Add of Sections sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, computer-generated Class Schedules Reports received from Student Records and Registration, campus correspondence, file notes, statistical worksheets, computer-generated Course Managements Reports received from Student Records and Registration, photocopies of teaching schedules, course handouts, and photocopies of textbook orders sent to LSU Union Bookstore.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, procedural guidelines received from campus offices, State Employees Group Benefit Memorandum, master forms, meeting minutes, Academic personnel Reports received from Human Resource Management, 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 a New Course sent to Office of the Dean, photocopies of policy statements received from Office of the Chancellor, reports, and faculty project budget proposals.

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

DEPARTMENTAL COMMITTEES FILES

This series contains campus and off-campus correspondence and file notes.

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

DEPARTMENTAL MONTHLY FINANCIAL STATEMENTS

This series contains monthly financial statements.

RETENTION: Retain 2 years in office, then destroy by recycling.

DISSERTATIONS

This series contains dissertations.

RETENTION: Retain permanently in office.

ENROLLMENT SUMAARIES

This series contains computer-generated Enrollment Summaries

received from Budget and Planning.

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

ENTRANCE MODIFICATIONS TO NICHOLSON HALL FILES, 1980-1980

(OBSOLETE)

This series contains blueprints and campus near-print

informational material.

RETENTION: Transfer to University Archives.

EQUIPMENT FILES

This series contains file notes, photocopies of Equipment

Inventory sent to Property Control, and equipment lists.

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

EQUIPMENT INVENTORY ACTION REQUESTS

This series contains photocopies of Equipment Inventory Action

Requests sent to Property Control.

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

FACILITY SERVICES CALL LOG

This series contains Facility Services Call Log sheets.

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

FACILITY SERVICES WORK REQUESTS

This series contains photocopies of Work Requests sent to

Facility Services.

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

FACULTY AND STAFF LEAVE FILES

This series includes but may not be limited to 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.

FACULTY APPLICATION FILES

This series contains photocopies of resumes received from off campus, letters of reference received from off campus, EEO forms received from Equal Opportunity Programs, and correspondence.

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

FACULTY MEETING MINUTES

This series contains meeting minutes.

RETENTION: Retain in office while active, then destroy by

recycling.

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher

evaluations received from Office of the Dean, photocopies of PER-2 Personnel Appointment forms sent to Human Resource Management, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, continuation and separation forms, correspondence, photocopies of nominations for awards sent to Graduate School, and vitae.

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

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of

endorsement, curricula vitae, photocopies of faculty grant summary statements, photocopies of faculty publications, teaching evaluations, summaries of teaching history, summaries of committee services, and summaries of grant funding.

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

FACULTY PUBLICATIONS, 1952-1980 (OBSOLETE)

This series contains campus near-print informational material.

RETENTION: Transfer to University Archives.

FACULTY RECRUITMENT FILES

This series includes but may not be limited to file notes, performance evaluations received from Office of the Dean, NCR copies of PER-l Requests for Permission to Fill a Vacancy sent to Human Resource Management, Requests for Authorization, photocopies of job notices sent to Human Resource Management, correspondence, and resumes.

RETENTION: Evaluations and resumes: Retain 1 year in office, then destroy by shredding then landfill. All other contents:

Retain 3 years in office, then destroy by landfill.

FINANCIAL RECORDS FILES, 1958-1984 (OBSOLETE)

This series contains Requests for Budget Adjustments sent to Budget and Planning, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of expenditure lists, monthly financial statements received from Business Affairs, Internal Transactions sent to Purchasing, invoices sent to Purchasing, Invoices Paid During the Period

Reports received from Purchasing, photocopies of petty cash log sheets sent to Accounting Services, photocopies of Travel Expense Vouchers sent to Travel, and NCR copies of the following sent to

Purchasing: Purchase Orders, quotations, receiving reports, and requisitions.

RETENTION: Destroy by landfill.

GENERAL INFORMATION NOTEBOOKS

This series contains campus correspondence, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, and procedural guidelines received from campus offices.

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

GENERAL INQUIRY FOR POSITIONS FILES

This series contains originals and photocopies of correspondence.

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

then landfill.

GRADUATE BUDGET ADJUSTMENT REQUESTS NOTEBOOK

This series contains budget adjustment requests received from

faculty.

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

GRADUATE DEGREE CANDIDATES FILES

This series contains data sheets and photocopies of requirement forms sent to Graduate School.

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

GRADUATE FACULTY NOMINATIONS FILES

This series contains photocopies of Graduate Faculty Nomination forms sent to Graduate School and resumes received from faculty.

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

GRADUATE INQUIRIES FILES

This series contains 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 landfill.

GRADUATE RECRUITMENT FILES

This series contains procedural guidelines, job applicant letters of reference received from off campus, job applicant resumes received from off campus, and Position Descriptions.

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.

GRADUATE SECRETARY WORKING FILES

This series contains photocopies of annual reports sent to Office of the Dean, photocopies of campus and off-campus correspondence, computer-generated Inventories of Office Equipment received from Property Control, meeting minutes, procedural guidelines, photocopies of budget reports sent to Office of the Dean, photocopies of Internal Transactions sent to Accounting Services, photocopies of change-in-status reports of continuation or separation sent to Human Resource Management , employee performance evaluations, photocopies of employee withholding tax statements sent to Human Resource Management, job applicant letters of reference received from off campus, job applicant resumes received from off campus, and position descriptions.

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. Inventories:

Retain 1 year in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

GRADUATE STUDENT FILES

This series contains all or some of the following: campus and off-campus correspondence, employee performance evaluations, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, NCR copies of grade reports received from Student Records and Registration, photocopies of transcripts received from off campus, procedural guidelines, contracts, photocopies of Change-in-Status Reports of Continuation or Separation sent to Human Resource Management, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, photocopies of LSU-l Personnel Actions sent to Human Resource Management, computer-generated Payroll Check Distribution Reports received from Payroll, and Position Descriptions.

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

HANDICAPPED STUDY EVALUATION COMMITTEE REPORT, 1978-1978

(OBSOLETE)

This series contains report sent to Office of the Vice-Chancellor

for Academic Affairs.

RETENTION: Transfer to University Archives.

INFORMATION NOTEBOOKS

This series contains photocopies of policy statements received from Office of the Chancellor, procedural guidelines received from Office of the Dean, directories, manuals received from off campus, and departmental newsletters.

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

INSTRUCTION INFORMATION REPORTS

This series contains computer-generated instructional reports received from Human Resource Management.

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

KEY CARD FILE, 1960-1985 (OBSOLETE)

This series contains cards with name, key number, etc.

RETENTION: Destroy by landfill.

KEY DEPOSIT RECEIPTS, 1970-1979 (OBSOLETE)

This series contains NCR copies of key deposit receipts sent to

Office of Bursar Operations.

RETENTION: Destroy by landfill.

KEY LOG, 1957 (OBSOLETE)

This series contains key log sheets.

RETENTION: Destroy by recycling.

LISTS

This series contains computer-generated lists.

RETENTION: Retain in office while active, then destroy by

landfill.

LSU CATALOGS

This series contains LSU catalogs.

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

"LSU TODAY'~

This series contains LSU Todays.

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

MASTER EXAMINATIONS, 1945-1964 (OBSOLETE)

This series contains master examinations.

RETENTION: Destroy by recycling.

MASTER GENERAL EXAMINATIONS

This series contains master copies of General Examinations.

RETENTION: Retain in office while active, then destroy by

recycling.

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.

NICHOLSON HALL BLUEPRINTS AND SPECIFICATIONS, 1937-1960

(OBSOLETE)

This series contains the following received from Facility

Services and off campus: blueprints and specifications.

RETENTION: Transfer to University Archives.

OFF-CAMPUS VENDOR FILES

This series contains photocopies of invoices received from vendors, Purchase Orders received from Purchasing, and requisitions received from Purchasing.

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

PAYROLL CHECK DISTRIBUTION REPORTS AND MAILING LISTS

This series contains computer-generated Payroll Check

Distribution Reports received from Payroll and computer-generated

Mailing Lists received from Payroll.

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

then recycling.

PERSONNEL REFERENCE FILES

This series contains photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines received from campus offices, photocopies of contracts, photocopies of change-in-status reports of continuation or separation sent to Human Resource Management, photocopies of employee performance evaluations sent to Office of the Dean, photocopies of employee withholding tax statements sent to Payroll, and photocopies of Position Descriptions.

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

PHYSICS INTERVIEWING PROJECT NOTEBOOKS

This series contains interview data sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

POST-DOCTORAL RESEARCH APPLICANTS FILES

This series contains resumes received from off campus, letters of reference received from off campus, publications received from off campus, and Equal Employment Opportunity letters.

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

PROPOSAL INFORMATION FILES

This series contains off-campus near-print informational material and procedural guidelines received from off campus.

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

PROPOSALS FILES

This series contains photocopies of contracts sent to Office of the Dean.

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

PURCHASE ORDERS

This series contains NCR copies of Purchase Orders sent to

Purchasing.

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

REGISTRATION AND SCHEDULING FILES, 1969-1980 (OBSOLETE)

This series contains LSU catalogs, registration schedules

received from Student Records and Registration, and semester schedules received from Student Records and Registration.

RETENTION: Destroy by landfill.

REJECTED GRADUATE STUDENT APPLICATIONS FILES

This series includes but may not be limited to GRE reports, Credential Analyses received from Admissions, correspondence, procedural guidelines, and Position Descriptions.

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

RESEARCH GRANT ACCOUNTING FILES

This series contains photocopies of Requests for Budget Adjustments sent to Grants and Contracts, Purchase Orders received from Purchasing, requisitions sent to Purchasing, and the following sent to Accounting Services: NCR copies of Internal Transactions, photocopies of invoices, and photocopies of Travel Expense Vouchers.

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

SEMESTER FILES, 1975-1981 (OBSOLETE)

This series contains campus correspondence, campus near-print informational material, photocopies of textbook orders sent to LSU Union Bookstore, file lists, NCR copies of Requests to Drop/Add Sections received from Student Records and Registration, Planning Forms, file notes, and computer-generated scheduling reports received from Student Records and Registration.

RETENTION: Destroy by shredding then landfill.

SEMINAR SPEAKERS LETTERS SENT

This series contains photocopies of letters sent.

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

then recycling.

SHOP RULES AND REGULATIONS NOTEBOOK

This series contains procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by

recycling.

SNCC BILLING FILES

This series contains NCR copies of Internal Transaction received

from SNCC.

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

STUDENT ASSISTANT FILES

This series contains photocopies of 1-9 Employee Eligibility Verifications sent to Student Aid and Scholarships, job applicant resumes, NCR of copies Turn Around Documents sent to Accounting Services, and photocopies of student assistant timesheets sent to Payroll.

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

STUDENT GENERAL EXAMINATIONS

This series contains completed General Examinations.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by shredding then landfill.

STUDENT TIMESHEETS

This series contains photocopies of student assistant timesheets sent to Payroll.

RETENTION: Retain in office until summarized, then destroy by shredding then recycling.

TRAVEL CHECK LOG

This series contains Travel Check Log sheets.

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

TRAVEL EXPENSE VOUCHERS

This series contains photocopies of Travel Expense Vouchers sent

to Accounting Services.

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

UNCLASSIFIED STAFF AND RESEARCH ASSOCIATE PERSONNEL FILES

This series includes but may not be limited to photocopies of

evaluations, and the following sent to Human Resource Management:

PER-2 Personnel Appointments, PER-3 Personnel Status Changes,

1-9 Employee Eligibility Verifications, and visa information.

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

UNDERGRADUATE STUDENTS FILES

This series contains campus and off-campus correspondence, photocopies of transcripts received from Student Records and Registration, and NCR copies of 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.

UNIVERSITY ADMINISTRATIVE SPECIALIST INFORMATION NOTEBOOKS

This series contains procedural guidelines generated here and received from campus offices.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains photocopies of budget reports received from Accounting Services, budget worksheets, photocopies of financial statements sent to Accounting Services, and LSU-5 Attendance and Leave Records sent to Human Resource Management.

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

WAGE TIMESHEETS

This series contains photocopies of wage timesheets sent to

Payroll.

RETENTION: Retain in office until summarized, 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.