DEPARTMENT OF ECONOMICS

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, photocopies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Budget and Planning, 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 landfill.

CHAIRMAN WORKING FILES

This series contains campus correspondence, budget reports, Course Management reports received from Student Records and Registration, file lists, photocopies of promotion/tenure forms, and teacher evaluations.

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. 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, then destroy by recycling.

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 AND FACULTY SCHEDULING FILES

This series includes but may not be limited to photocopies of Requests for Drop-Add of Sections sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, and computer-generated Class Schedule Reports received from Student Records and Registration.

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

DEPARTMENTAL FILES

This series contains photocopies of campus correspondence, photocopies of Inventories of Office Equipment sent to Property Control, photocopies of minutes of meetings received from campus offices, campus and off-campus near-print informational material, job applicant letters of reference received from off campus, job applicant resumes received from off campus, photocopies of Courses and Curriculum Changes lists sent to Courses and Curriculum Committee, photocopies of Enrollment Summaries received from Student Records and Registration, computer-generated Grade Distribution lists received from Student Records and Registration, computer-generated Annual/Sick Leave Summaries received from Leave Tracking Systems, newsletters received from campus offices, file lists, and safety reports received from Campus Safety.

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

EXAMINATIONS AND GRADE BOOKS

This series contains examinations and grade books.

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

destroy by shredding then 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, photocopies of PER-3 Personnel Status Change sent to Human Resource Management, continuation and separation forms, vitae, photocopies of Employee Eligibility Verifications sent to Human Resource Management, job application resumes received from off campus, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Human Resource Management, photocopies of PER-17 turn-around documents sent to Human Resource Management, Positions Descriptions sent to Human Resource Management, Graduate Faculty Nomination forms sent to Graduate School, and Promotion/Tenure forms sent to Academic Affairs.

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

GENERAL EXAMINATIONS

This series contains graduate general examinations.

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

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, photocopies of PER-17 Appointment Notifications sent to Human Resource Management, file notes, reports received from students, photocopies of Form 1-9 Eligibility for Employment, photocopies of W-4s, Loyalty Oaths, photocopies of transcripts received from off campus, and near-print informational material.

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

LSU GENERAL CATALOGS AND GRADUATE CATALOGS

This series contains LSU General Catalogs and Graduate Catalogs received from Graphic Services.

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.

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.

WORD PROCESSING FILES

This series contains documents such as letters, messages, memoranda, 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 in the relevant LSU records 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.