DEPARTMENT OF FINANCE

BUDGET FILES

This series contains NCR copies of Requests for Budget Adjustment sent to Accounting Services, computer-generated Operating Budgets for Fiscal Years received from Office of the Dean, NCR copies of Internal Transactions sent to campus offices, photocopies of invoices sent to Accounting Services, photocopies of Invoices Paid During the Period Reports received from Accounting Services, photocopies of monthly ledger sheets received from Accounting Services, NCR copies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports 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 shredding then landfill.

BUDGET FILES FOR ENDOWED CHAIR POSITIONS

This series contains NCR copies of Internal Transactions sent to campus offices, photocopies of invoices sent to Accounting Services, photocopies of Invoices Paid During the Period Reports received from Accounting Services, photocopies of monthly ledger sheets received from Accounting Services, NCR copies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Purchase Orders sent to Accounting Services, 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.

CHAIRMAN LETTERS SENT

This series contains letters sent to campus offices and off campus.

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

COMPUTER TAPES PURCHASE ORDERS

This series contains Purchase Orders sent to Purchasing.

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

CORRESPONDENCE SENT AND INSTRUCTIONS FOR FILLING OUT FORMS FILES

This series contains photocopies of campus correspondence sent and photocopies of procedural guidelines received from campus offices.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Instructions: Retain in office while active, 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, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, photocopies of grant applications and awards, State Employees Group Benefit Memoranda, master forms, meeting minutes, Academic Personnel Reports received from Human Resources 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 New Course sent to Office of the Dean, computer-generated Management Reports received from Student Records and Registration, and computer-generated Faculty Assignments lists received from Budget and Planning.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Other: Retain 3 years in office, then destroy by landfill.

FACULTY EVALUATIONS

This series contains photocopies of employee performance evaluations sent to Office of the Dean.

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

FACULTY RECRUITMENT FILES

This series includes but may not be limited to file notes, 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, and correspondence.

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

FACULTY AND STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of employee withholding tax statements sent to Accounting Services, and the following sent to Human Resource Management: photocopies of Change-in-Status Reports of Continuation or Separation, photocopies of 1-9 Employee Eligibility Verification, photocopies of job applicant letters of reference, photocopies of job applicant resumes, NCR copies of LSU-l Personnel Actions, NCR copies of PER-l Requests for Permission to Fill a Vacancy, NCR copies of PER-2 Personnel Appointments, NCR copies of PER-3 Personnel Status Changes, NCR copies of PER-40 Contracts for Unclassified Employees, and photocopies of 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 JOB OPPORTUNITIES NOTEBOOK

This series contains job notices received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

GRADUATE STUDENT PROGRESS FILES

This series contains graduate address lists received from Graduate Admissions, campus correspondence, near-print informational material, examination result lists, annual statistical progress reports, and file notes.

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

JOURNAL SUBSCRIPTIONS FILES

This series contains requisitions sent to Accounting Services and

file lists.

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

LEDGER NOTEBOOKS

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

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

MANUSCRIPTS FOR REVIEW FOR "INTERNATIONAL REVIEWS OF FINANCIAL

ANALYSIS"

This series contains manuscripts for review.

RETENTION: Retain in office while active, then destroy by

landfill.

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of the following received from

Student Records and Registration: Midterm Grade Sheets and Final

Grade Sheets.

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

destroy by shredding then landfill.

NO DEGREE GRADUATE STUDENT FILES

This series includes but may not be limited to GRE reports, grade sheets, photocopies of academic probation notices received from Office of the Dean, transcripts, and letters of recommendation.

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

PHD DISSERTATIONS

This series contains dissertations.

RETENTION: Retain permanently in office.

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.

STUDENT ASSISTANT FILES

This series contains photocopies of student assistant timesheets

sent to Payroll and the following sent to Student Aid and

Scholarships: photocopies of 1-9 Employee Eligibility

Verifications and NCR copies turn-around documents.

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

TRAVEL BUDGET NOTEBOOKS

This series contains NCR copies of Travel Expense Vouchers sent

to Accounting Services.

RETENTION: Retain 3 years in office, 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 that 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.