DEPARTMENT OF QUANTITATIVE BUSINESS ANALYSIS

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records authorized for destruction in the relevant LSU records retention and disposal schedules, if the hard copy records are maintained in organized files.

RETENTION: Delete information in the database when no longer needed

ANNUAL REPORTS

This series contains photocopies of departmental annual reports sent to Office of the Dean.

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

BUDGET FILES

This series includes but may not be limited to ledger sheets, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, Travel Allocation Reports, budget worksheets, 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, and photocopies of Requests for Budget Adjustment sent to Office of the Dean.

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

DEPARTMENTAL FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of minutes of meetings received from campus offices, policy statements received from Office of the Chancellor, Requests for Budget Adjustment sent to Budget and Planning, monthly budget reports received from Budget and Planning, and photocopies of monthly ledger sheets received from Budget and Planning.

RETENTION: Budget records: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are 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.

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.

EQUIVALENCY COURSES

This series contains off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

FACULTY ACTIVITY REPORTS

This series contains Faculty Activity Reports.

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

then recycling.

FACULTY PERSONNEL FILES

This series includes but may not be limited to personnel appointment forms, PER-3 Personnel Status Changes, vitae received from faculty members, photocopies of PER-25 Contracts sent to Human Resource Management, Position Descriptions, letters of reference received from off campus, and resumes received from off campus

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 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 shredding then landfill.

FOUNDATION ACCOUNT CHECK REQUESTS

This series contains photocopies of check requests.

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

GENERAL EXAMINATIONS

This series contains QBA general examinations.

RETENTION: Retain in office while active, then destroy by

recycling.

GRADUATE ASSISTANTSHIP FILES

This series includes but may not be limited to personnel appointment forms, photocopies of timesheets, campus correspondence, photocopies of PER-14 appointment notification sent to Human Resource Management, photocopies of PER-17 appointment notifications sent to Human Resource Management, file notes, reports received from students, Form 1-9 Eligibility for Employment, 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.

HISTORY FILES

This series contains a draft Management Information Systems program, file lists, Five-Year Planning Guide received from Office of Dean, and correspondence.

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

JOB APPLICATION F.ILES

This series contains job resumes received from off campus and

letters of reference received from off campus.

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

MISCELLANEOUS FILES

This series contains computer-generated Inventories of Office Equipment received from Property Control, campus and off-campus near-print informational material, procedural guidelines, and Leave Tracking reports received from Automation Systems.

RETENTION: Inventories: Retain 1 year in office, then destroy by landfill. Leave Tracking reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

MONTHLY INVOICES

This series contains NCR copies of monthly invoices sent to

Accounting Services.

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

Center, then destroy by 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.

QBA MAJORS FILES

This series contains NCR copies of Grade Reports received from Student Records and Registration, NCR copies of class schedules received from Student Records and Registration, photocopies of correspondence, file notes, and file lists.

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

REQUISITIONS AND INVOICES

This series contains NCR copies of requisitions sent to

Accounting Services, and NCR copies of invoices sent to

Accounting Services.

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

Center, then destroy by landfill.

SEMESTER FILES

This series contains carbon copies of Midterm Grade Sheets sent

to Student Records and Registration, carbon copies of Final Grade

Sheets sent to Student Records and Registration, computer-generated Course Management Reports received from Student Records and Registration, photocopies of campus correspondence, photocopies of textbook orders sent to LSU Union Bookstore and off campus, NCR copies of Class Lists received from Student Records and Registration, file lists, and schedule booklets.

RETENTION: Textbook orders: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office 1 year after term distributed, then destroy by shredding then landfill.

STAFF PERSONNEL FILES

This series includes but 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, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, 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 ASSISTANT TIMESHEETS

This series contains photocopies of student assistant timesheets.

RETENTION: Retain in office until summarized, then destroy by

shredding then recycling.

TEACHER EVALUATION FORMS

This series contains teacher evaluation forms received from students.

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

TRAVEL FILES

This series contains photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Requests for Authorization to Travel sent to Accounting Services, and photocopies of receipts sent to Accounting Services.

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

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is 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.