PUBLIC ADMINISTRATION INSTITUTE

COLLEGE OF BUSINESS ADMINISTRATION

ACCOUNTING POSTING FILES

This series contains 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,

and NCR copies of requisitions sent to purchasing.

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

Center, then destroy by landfill.

ADMINISTRATIVE FILES

This series contains originals and photocopies of campus and off-campus correspondence, off-campus near-print informational material, photocopies of proposal applications sent off-campus, and photocopies of applications for fellowships sent off campus.

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

CAMPUS CORRESPONDENCE FILES

This series contains campus correspondence, and photocopies of policy statements received from Office of the Chancellor.

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 All other contents: Retain in office until superseded, then destroy by recycling.

CATALOGS AND DIRECTORIES

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

COMPREHENSIVE PUBLIC TRAINING CARD FILE

This series contains CPTP cards.

RETENTION: Retain in office while active, then destroy by

landfill.

COMPREHENSIVE PUBLIC TRAINING PROGRAM FILES

This series contains campus and off-campus correspondence, master forms, manuals, evaluations, and course outlines.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Master Forms: Record (master) copy: Retain permanently in office. Duplicates:

Retain in office while active, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

FACULTY AND STAFF PERSONNEL FILES

This series contains photocopies of employee performance evaluations sent to Human Resource Management, photocopies of employee withholding tax statements 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 PER-l Requests.. to Fill a Vacancy sent to Human Resource Management, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, PER-3 Personnel Status Changes sent to Human Resource Management, PER-25 Contracts/Academic Employment sent to Human Resource Management, PER-40 Contracts/Unclassified Employment sent to Human Resource Management, and photocopies of Position Descriptions.

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

GRADE SHEETS

This series contains carbon copies of Grade Sheets received from

Student Records and Registration.

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

destroy by shredding then landfill.

MASTERS DEGREE STUDENTS FILES

This series contains originals and photocopies of campus and off-campus correspondence, carbon copies of Grade Sheets received from Student Records and Registration, photocopies of GRE scores received from Graduate School, NCR copies of schedule cards received from Graduate School, and photocopies of applications received from Graduate School.

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

POTENTIAL APPEAL FILES

This series contains examinations and scantron sheets.

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

destroy by shredding then landfill.

REFERENCE FILES

This series contains off-campus near-print informational material, procedural guidelines, and computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.

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