OFFICE OF PUBLIC MANAGEMENT
COLLEGE OF BUSINESS ADMINISTRATION
ADMINISTRATIVE FILES
This series contains originals and photocopies of campus and off campus correspondence, photocopies of equipment maintenance/repair reports received from off campus, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Budget Adjustments sent to Budget and Planning, photocopies of Budget Proposed Allocations sent to Budget and Planning, photocopies of check requests sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, 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, photocopies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Work Requests received from Facility Services, photocopies of employee performance evaluations sent to Human Resource Management, photocopies of employee withholding tax statements sent to Human Resource Management, NCR copies of Employment Processing Forms sent to Human Resource Management, photocopies of 1-9 Employee Processing Forms sent to Human Resource Management, photocopies of LSU-l Personnel Actions sent to Human Resource Management, photocopies of LSU-5 Attendance and Leave Records sent to Human Resource Management, photocopies of Payroll Check Distribution Reports received from Payroll, photocopies of PER-l Requests.. .to Fill a Vacancy sent to Human Resource Management, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, photocopies of PER-25 Contracts/Academic Employment sent to Human Resource Management, photocopies of Position Descriptions sent to Human Resource Management, and photocopies of student timesheets sent to Payroll.
RETENTION: Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.
Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Personnel and leave records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.
COMPREHENSIVE PUBLIC TRAINING PROGRAM PROJECT FILES
This series contains photocopies of campus correspondence sent, projects received from off campus, and project evaluations.
RETENTION: Retain in office 7 years after termination of contract, then destroy by shredding then landfill.
COPYRIGHT REQUEST FILES
This series contains originals and photocopies of correspondence and off-campus near-print informational material.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
COURSE EVALUATIONS
This series contains course evaluations sent to Division of
Administration.
RETENTION: Retain in office 1 year after term submitted, then
destroy by shredding then landfill.
COURSE MANUALS
This series contains course manuals.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
DIRECTOR FILES, 1985-1988 (OBSOLETE)
This series contains originals and photocopies of campus and offcampus correspondence, file lists, and file notes.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
DIRECTOR WORKING FILES
This series contains originals and photocopies of campus and off-campus correspondence, campus near-print informational material, budget reports, job applicant letters of reference received from off campus, job applicant resumes received from off campus, file notes, schedules, photocopies of teaching forms received from off campus, computer-generated lists of training days received from off campus, photocopies of strategic plans received from off campus, and procedural guidelines received from campus offices and off campus.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Job applicant records:
Retain 1 year in office, then destroy by landfill. All other contents: 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.
INFORMATION FILES
This series contains file lists, campus and off-campus near-print informational material, and log sheets with project, name and course level.
RETENTION: Logs: Retain 3 years in office, then destroy by recycling. 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.
PROJECT ADMINISTRATIVE FILES
This series contains originals and photocopies of campus and off-campus correspondence, campus near-print informational material, computer-generated lists of test results received from Measurement and Evaluation Center, and schedules.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Test results: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill -
SUBJECT FILES
This series contains originals and photocopies of campus and off-campus correspondence, originals and photocopies of campus and off-campus near-print informational material, news clippings/publication excerpts, photocopies of policy statements received from Office of the Chancellor and off campus, photocopies of procedural guidelines received from campus offices, file lists, file notes, and course manuals.
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.
TEST RESULTS
This series contains computer-generated test results received
from Measurement and Evaluation Center.
RETENTION: Retain 3 years in office, then destroy by landfill.
TESTS
This series contains completed tests.
RETENTION: Retain in office 1 year after term submitted, then
destroy by shredding then landfill.
TRAINING REFERENCE FILES
This series contains films, file notes, file lists, and transparencies.
RETENTION: Retain in office while active, then destroy by 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.