DEPARTMENT OF MARKETING

DEGREE AUDITS

This series contains computer-generated Degree Audits received from Office of the Dean.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, computer-generated Equipment Inventory received from Property Control, map of LSU, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, faculty project budget proposals, newspaper clippings, file notes, photocopies of Request for Changing or Dropping a Course sent to Office of the Dean, photocopies of Request for Addition of New Course sent to Office of the Dean, carbon copies of requisitions sent to Accounting Services, computer-generated Faculty Assignments lists received from Budget and Planning, photocopies of Business Reply Mail Permits sent off campus, NCR copies of Requisitions for Quick Copy sent to Duplications, photocopies of grade correction sent to Student Records and Registration, photocopies of Internal Transactions sent to Office of the Dean, campus and off-campus near-print informational material, photocopies of requisitions sent to Office of the Dean, photocopies of Payroll Check Distribution Reports received from Payroll, photocopies of textbook order forms sent to LSU Union Bookstore, research activity reports, carbon copies of Grade Sheets received from Student Records and Registration, computer-generated list of Marketing students received from Student Records and Registration, photocopies of PARS received from Accounting Services, computer-generated Office Supply Catalogs received from Office Supply, photocopies of Cafeteria Plan received from Human Resource Management, file lists, and schedules.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Purchasing records: Retain 3 years in office, then destroy by recycling. Grade Sheets and Course Management reports: Retain in office 1 year after term distributed, then destroy by shredding then landfill. All other contents: Retain in office while active, or until superseded, then destroy by landfill.

DISSERTATION PROPOSALS

This series contains dissertation proposals.

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

destroy by shredding then recycling.

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, personnel appointment forms, photocopies of contracts sent to Office of Research and Development, photocopies of PER-3 Personnel Status Changes, and continuation and separation forms.

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

GRADUATE ASSISTANTSHIP FILES

This series includes but may not be limited to photocopies of the following sent to Graduate School: Form 1-9 Employee Eligibility Verifications, W-2s, Loyalty Oaths, and TADs.

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

GRADUATE RECRUITMENT FILES

This series contains off-campus correspondence, off-campus near-print informational material, and vitae.

RETENTION: Retain in office 1 year after application term, 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.

SOUTHWESTERN MARKETING ASSOCIATION FILES

This series contains off-campus correspondence, photocopies of

registration forms, and photocopies of bills sent off campus.

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

Center, then destroy by shredding then landfill.

STAFF AND STUDENT ASSISTANT PERSONNEL FILES

This series includes but may not be limited to referral photocopies received from Human Resource Management, photocopies of resumes, photocopies of refection letters, photocopies of appointment forms sent to Office of the Dean, photocopies of evaluations generated in department, step increase photocopies received form Human Resource Management, photocopies of leave slips, photocopies of student assistant letters of recommendation, photocopies of job descriptions sent to Human Resource Management, photocopies of Loyalty Oaths sent to Personnel, photocopies of Social Security Cards sent to Personnel, photocopies of passports sent to Personnel, photocopies of Student Aid Appointment sent to Student Aid and Scholarships, photocopies of I-9s sent to Personnel, and photocopies or original timecards sent to Payroll.

RETENTION: Staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

TRAVEL INFORMATION FILES

This series contains off-campus near-print informational material, photocopies of Requests for Authorization to Travel sent to Office of the Dean, photocopies of checks received from Office of the Dean, and photocopies of Travel Reimbursement Requests sent to Office of the Dean.

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

WORD PROCESSING FILES

This series contains documents such as letters, messages, memoranda, reports, 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 schedules.

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.