OFFICE OF GRADUATE STUDIES

COLLEGE OF BUSINESS ADMINISTRATION

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 schedules1 if the hard copy records are maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

APPLICATIONS FOR ASSISTANTSHIPS

This series contains applications for assistantships received from off campus.

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

ASSOCIATE DEAN WORKING FILES

This series contains photocopies of annual reports sent to campus offices, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of budget reports received from Office of the Dean, file lists, and computer-generated Enrollment Summaries received from Budget and Planning.

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

COMMENCEMENT BULLETINS

This series contains commencement bulletins.

RETENTION: Retain permanently in office.

CORRESPONDENCE

This series contains originals and photocopies of campus and off-campus correspondence.

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

DIRECTOR OF GRADUATE STUDIES ADMINISTRATIVE FILES

This series contains originals and photocopies of reports received from campus offices and generated here, campus and off-campus correspondence, and computer-generated file lists received from off campus.

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

DIRECTOR WORKING FILES

This series contains campus near-print informational material, photocopies of Position Descriptions received off campus, file lists, and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

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.

ENROLLMENT SUMMARIES

This series contains computer-generated Enrollment Summaries

received from Graduate School.

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

FACULTY PROFILES

This series contains photocopies of Faculty Profiles.

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

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of final examinations, graduate assistantship applications, GRE reports, requests for examination, and correspondence including letters of recommendation.

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

LETTERS OF RECOMMENDATION

This series contains letters of recommendation received from off campus.

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

LSU CATALOGS

This series contains LSU catalogs received from Student Records and Registration.

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

MASTER FORMS

This series contains master forms.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

landfill.

MBA PROGRAM DIRECTOR ADMINISTRATIVE FILES

This series contains originals and photocopies of campus and off-campus correspondence, file lists, and off-campus near-print informational material.

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 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.

NEWS LETTERS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

POLICY STATEMENTS

This series contains photocopies of policy statements received from Office of the Chancellor.

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

PROGRAM INQUIRIES

This series contains inquiries received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

REPORTS FILES

This series contains American Assembly of Collegiate Schools of Business annual reports sent off campus and photocopies of faculty performance evaluations sent to faculty.

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

TEST SCORES

This series contains scores received from off campus.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, 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.