LOUISIANA BUSINESS AND TECHNOLOGY CENTER

COLLEGE OF BUSINESS ADMINISTRATION

ACCOUNTING FILES

This series contains photocopies of Requests for Budget Adjustments sent to Accounting Services, photocopies of check requests sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, invoices, computer-generated monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports sent to Purchasing, NCR copies of requisitions sent to Purchasing, and photocopies of Travel Expense Vouchers sent to Accounting Services.

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

ACCOUNTING REPORTS

This series contains accounting reports.

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

ASSISTANT TO DIRECTOR WORKING FILES

This series contains campus and off-campus near-print informational material, photocopies of checks sent to Office of Bursar Operations, and photocopies of transmittals sent to Office of Bursar Operations.

RETENTION: Checks and transmittals: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

BUSINESS PLANS

This series contains sample business plans.

RETENTION: Retain in office while active, then destroy by

landfill.

CLIENT FILES

This series contains off-campus correspondence, off-campus nearprint informational material, file notes, and business plans.

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

CONTROL DATA ACCOUNTING FILES, 1988-1989 (OBSOLETE)

This series contains photocopies of invoices sent off campus and

photocopies of monthly statements received from off campus.

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

Center, 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.

JOURNALS

This series contains journals received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

LEAVE TRACKING REPORTS

This series contains computer-generated Leave Tracking Reports received from Automated Systems.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains 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.

PUBLICITY FILES

This series contains news clippings, publication excerpts, and

photocopies of news releases sent to Public Relations.

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

SUBJECT FILES

This series contains originals and photocopies of campus and off-campus correspondence, computer-generated Equipment Inventories received from Property Control, photocopies of employee performance evaluations sent to Office of the Dean, photocopies of Employee withholding tax statements sent to Office of the Dean, photocopies of employee processing forms sent to Office of the Dean, photocopies of 1-9 Employee Processing Forms received from Office of the Dean, photocopies of LSU-l Personnel Actions sent to Office of the Dean, photocopies of LSU-5 Attendance and Leave Records sent to Office of the Dean, photocopies of PER-l Requests. . to fill a Vacancy sent to Office of the Dean, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, photocopies of PER-3 Personnel Status Changes sent to Office of the Dean, photocopies of Position Descriptions sent to Office of the Dean, photocopies of student timesheets sent to Office of the Dean, photocopies of Loyalty Oaths sent to Office of the Dean, and invoices.

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

Retain 5 years in office, then destroy by shredding then landfill. Inventories: Retain 1 year in office, then destroy by landfill.

TENANT FILES

This series contains originals and photocopies of campus

correspondence, and NCR copies of invoices sent off campus.

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 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.