DEPARTMENT OF ACCOUNTING

ACCOUNTING LEDGERS

This series contains ledger sheets received from LSU Foundation.

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

ASSISTANT TO CHAIR ADVISING FILES

This series contains schedules of classes received from Student

Records and Registration, advising handbooks received from Junior

Division, requirements received from Office of the Dean, and LSU

Catalogs.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

BUDGET FILES

This series includes but may not be limited to ledger sheets, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of invoices, photocopies of receipts, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Office of the Dean, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

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

CHAIRMAN CORRESPONDENCE

This series contains campus correspondence.

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

then landfill.

CONTRIBUTOR FILES

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to photocopies of Requests for Drop-Add of Section sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, computer-generated Class Schedule Reports received from Student Records and Registration, photocopies of campus correspondence, file notes, worksheets, schedule booklets received from Student Records and Registration, and computer-generated Course Management Reports received from Student Records and Registration.

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

DEPARTMENTAL FILES

This series contains photocopies of off-campus correspondence, photocopies of Inventories of Office Equipment received from Property Control, photocopies of Maintenance and Repair Reports sent to Property Control, minutes of meetings, off-campus near-print informational material, newspaper clippings or excerpts from publications, file lists , photocopies of Space Inventories sent to SID, teacher evaluations received from students, and Teacher Evaluation Reports received from Measurement and Evaluation Center.

RETENTION: Equipment records: Retain 6 years in office, then destroy by landfill. Inventories: Retain 1 year in office, then destroy by landfill. Evaluations: 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.

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.

FACULTY EVALUATION FILES

This series contains photocopies of faculty evaluations sent to Office of the Dean, file lists, computer-generated Teacher Evaluations Summary reports received from Office of the Dean, and students' written comments.

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

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, personnel appointment forms, promotion/tenure forms, PER-3 Personnel Status Changes, and continuations and separations 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 RECRUITMENT FILES

This series includes but may not be limited to file notes, NCR copies of PER-l Request for Permission to Fill a Vacancy sent to Human Resource Management, Requests for Authorization, photocopies of job notices sent to Human Resource Management, resumes, and correspondence including letters of recommendation.

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

FOUNDATION ACCOUNT FILES

This series contains photocopies of Check Requests sent to Accounting Services, file lists, NCR copies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, photocopies of price lists received from campus offices, NCR copies of Purchase Orders sent to Purchasing, and NCR copies of requisitions sent to Purchasing.

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

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of final examinations, graduate assistantship applications, requests for examination, letters of recommendation, Grade Reports received from Student Records and Registration, and GMAT scores received from off campus.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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.

POTENTIAL GRADE APPEAL FILES

This series contains grade books, examinations, and syllabi.

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

destroy by shredding then landfill.

STAFF PERSONNEL FILES

This series includes by may not be limited to referral photocopies received from Human Resource Management, photocopies of resumes, photocopies of appointment forms sent to Office of the Dean, photocopies of evaluations, step increase photocopies received from Human Resource Management, photocopies of leave slips, photocopies of student assistant letters of recommendation, 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 GENERAL EXAMINATIONS

This series contains student general examinations.

RETENTION: Retain in office 5 years after graduation term or

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

TEXTBOOK ORDERS FILES

This series contains photocopies of book information requests sent to LSU Union Bookstore, book order worksheets, and intradepartmental correspondence.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST REFERENCE FILES

This series contains file notes.

RETENTION: Retain in office while active1 then destroy by

recycling.

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains campus near-print informational material, faculty activity reports. file lists, schedule booklets, and faculty handbooks.

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.