DEPARTMENT OF MANAGEMENT

BUDGET FILES

This series includes but may not be limited to photocopies of Internal Transactions sent to Accounting Services, file notes, photocopies of invoices, photocopies of receipts, photocopies 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 landfill.

CHAIRMAN CORRESPONDENCE, 1988 (OBSOLETE)

This series contains campus and off-campus correspondence.

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

then landfill.

CHAIRMAN RECRUITMENT FILES

This series contains file notes and correspondence.

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

then landfill.

CHAIRMAN REFERENCE FILES, 1985-1987 (OBSOLETE)

This series contains campus correspondence and file notes.

RETENTION: Destroy by shredding then recycling.

CHAIRMAN DEPARTMENTAL FILES

This series contains campus and off-campus correspondence, file notes, and photocopies of applications received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Applications: Retain 1 year in office, then destroy by landfill. Other: Retain in office while active, then destroy by recycling.

COMMENCEMENT EXERCISES FILES

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

CURRICULUM FILES

This series contains photocopies of Form A Requests to Add a New

Course sent to Academic Affairs and Form B Requests to Drop or

Change a Course sent to Academic Affairs.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus correspondence, State Employees Group Benefits Memorandum, master forms, Academic Personnel Reports received from Human Resource Management, photocopies of reclassification surveys sent to Human Resource Management, leave cards, and photocopies of leave reports received from Human Resource Management.

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

ENROLLMENT DATA FILES

This series contains Enrollment Summaries received from Student

Records and Registration.

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

EQUAL EMPLOYMENT OPPORTUNITY FILES

This series contains photocopies of Black Faculty and Staff

Clearinghouse Response Forms received from Equal Employment

Opportunity and photocopies of advertisements.

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

EXAMINATION REQUESTS

This series contains photocopies of requests to take examinations sent to Graduate School.

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

FACULTY EVALUATIONS

This series contains faculty evaluations received from

Measurement and Evaluation Center.

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

FACULTY RECRUITMENT FILES

This series includes but may not be limited to file notes, Requests for Authorization to Advertise, correspondence, photocopies of interview schedules, photocopies of receipts, and photocopies of itineraries.

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

FACULTY RECRUITMENT CANDIDATES REJECTED FILES

This series includes but may not be limited to file notes, NCR copies of PER-i 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 REGISTRATION ASSIGNMENT FILE LISTS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

FOUNDATION BUDGET ACCOUNT FILES

This series contains photocopies of invoices sent to Accounting

Services and photocopies of check requests sent to Accounting

Services.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

GRADE APPEAL CORRESPONDENCE

This series contains photocopies of campus correspondence sent to

Office of the Dean.

RETENTION: Retain in office while active, then destroy by

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, PER-17 turn-around documents sent to Human Resource Management, file notes, reports received from students, 1-9 Employee Eligibility Verifications, photocopies of W-4s, 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 FILES

This series contains photocopies of GRE scores received from Student Records and Registration, correspondence, graduate student evaluations, carbon copies of Grade Sheets received from Student Records and Registration, and file lists.

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

LSU CATALOGS

This series contains LSU catalogs.

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

LSU OUTSTANDING STUDENT AWARD FILES

This series contains photocopies of student applications and file

notes.

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

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of the following sent to

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.

PAYROLL ACCOUNTING FILES

This series contains Payroll Check Distribution Reports received from Accounting Services and photocopies of Expenditure Lists sent to Accounting Services.

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

PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, photocopies of evaluations, photocopies of step increases received from Human Resource Management, NCR copies of W-4s sent to Accounting Services, photocopies of PER-3

Personnel Status Changes sent to Human Resource Management, promotion and tenure forms, 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.

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.

REQUISITIONS

This series contains photocopies of requisitions sent to

Purchasing.

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

SEMESTER FILES

This series contains photocopies of campus correspondence, NCR copies of Class Lists received from Student Records and Registration, schedule booklets, computer-generated Course Management Reports received from Student Records and Registration, and computer-generated Faculty Assignment Reports received from Student Records and Registration.

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

SPACE AND EQUIPMENT INVENTORIES

This series contains computer-generated Inventories of Office

Equipment sent to Property Control, and computer-generated Space

Inventories sent to Facility Development.

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

STUDENT ASSISTANT TIMESHEETS

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

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

STUDENT MERIT AWARD FILES

This series contains campus correspondence, campus and off-campus near-print informational material, news releases, and photocopies of applications.

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

TEACHING AWARD MEETING CAMPUS CORRESPONDENCE

This series contains photocopies of campus correspondence received from committee chair.

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

TELEPHONE CALLER ID NUMBERS LIST

This series contains photocopies of Telephone Caller ID Numbers lists sent to Telecommunications.

RETENTION: Retain in office while active, 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.

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains budget worksheets received from Accounting

Services, NCR copies of Internal Transactions sent to Accounting

Services, photocopies of invoices sent to Accounting Services,

NCR copies of Purchase Orders sent to Purchasing, photocopies of

Travel Expense Vouchers sent to Accounting Services, file lists,

and photocopies of advertisements.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, 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 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.

WORK-IN-PROGRESS FILE

This series contains campus near-print informational material and budget reports received from Budget and Planning.

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