OFFICE OF DIRECTOR/ADMINISTRATIVE INFORMATION SYSTEMS

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records that are 1) authorized for destruction in the LSU Retention and Disposal Schedule and 2) maintained in organized files.

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

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, NCR copies of Requests for Data processing Service, Transfer Sheets, photocopies of proposals, computer-generated statistical reports, computer-generated database layouts, photocopies or original copies of status reports, file lists, file notes, and resumes received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Resumes: Retain 1 year in office, then destroy by landfill. Service requests and transfer sheets: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT DIRECTOR DESIGNS NOTEBOOKS

This series contains Internal Designs, External Designs, Requirement Definitions, workshop handouts, user manuals, and file notes.

RETENTION: Workshop handouts: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by recycling.

ASSISTANT DIRECTOR MAPS FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by shredding and landfill.

ASSISTANT DIRECTOR PROJECTS FILES

This series contains campus and off-campus near-print informational material, NCR copies of Internal Transactions received from departments, project reports, and file notes.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT DIRECTOR SLIDES FILES

This series contains campus and off-campus near-print informational material, photocopies of performance evaluations, and slides.

RETENTION: Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Slides: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT DIRECTOR STANDARDS NOTEBOOKS

This series contains standards and project manuals.

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

CONFERENCES AND USER GROUP FILES

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

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

DIRECTOR ADMINISTRATIVE FILES

This series contains originals and photocopies of campus correspondence, file notes, campus and off-campus near-print informational material, and Position Descriptions received from Human Resource Management.

RETENTION: Transfer to University Archives.

DIRECTOR CORRESPONDENCE

This series contains campus and off-campus correspondence.

RETENTION: Retain 5 years in office, then Transfer to University

Archives.

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.

NEWSLETTERS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

REFERENCE NOTEBOOKS

This series contains campus correspondence and Work Requests.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Work requests: Retain 3 years in office, then destroy by landfill.

REQUESTS FOR DATA PROCESSING SERVICE

This series contains NCR copies of Requests for Data Processing

Service.

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

SECURITY REQUEST FORMS

This series contains Security Request Forms received from campus

offices.

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

STATUS REPORTS

This series contains status reports.

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

STATUS REPORTS

This series contains originals and photocopies of status reports.

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

SYSTEM DEVELOPMENT NOTEBOOKS

This series contains Internal Designs, External Designs, and

Requirement Definitions.

RETENTION: Retain in office while active then transfer to

University Archives.

VENDOR CATALOGS

This series contains vendor catalogs.

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

VENDOR FILES

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

RETENTION: 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 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.

APPLICATION DEVELOPMENT/AIS

ANALYST PROGRAM LISTINGS

This series contains computer-generated program listings.

RETENTION: Retain in office until superseded, then destroy by

recycling.

ANALYST WORKING FILES

This series contains all or some of the following: campus and off-campus correspondence, IPO program specifications, photocopies or NCR copies of Requests for Data Processing Service, file notes, status reports, sk~tches, file lists, Transfer Requests, off-campus near-print informational material, sample databases, data models, examples of printer types, and sample SAS plots.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Request records: Retain 3 years in office, then destroy by landfill. All other contents:

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

DATABASE II TABLES

This series contains tables.

RETENTION: Retain 3 years in office, 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.

PROCEDURAL GUIDELINES NOTEBOOKS

This series contains procedural guidelines received from campus offices.

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

PROJECT FILES

This series contains photocopies of database reports and file

notes.

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

REFERENCE FILES

This series contains campus correspondence, procedural guidelines, and file notes.

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.

REFERENCE NOTEBOOKS

This series contains system descriptions, databases, computer-generated tables, worksheets, External Designs, computer-generated room and building reports, programming standards, Internal Designs, user manuals, and flow charts.

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

REPORTS

This series contains computer-generated reports.

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

SYSTEM DESIGN FILES

This series contains the following computer-generated reports:

Requirement Definitions, Internal Designs, External Designs,

Program Documentation and User Manuals.

RETENTION: Retain in office while active or until superseded,

then destroy by recycling.

TRAINING MANUAL

This series contains file notes.

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

DISTRIBUTED INFORMATION TECHNOLOGY SUPPORT AND DATABASE ADMINISTRATION

ANALYST WORKING FILES

This series contains all or some of the following: campus correspondence, off-campus near-print informational material, excerpts from publications, file notes, computer-generated Class Assignment Results, computer-generated reports, photocopies of Position Descriptions, photocopies of status reports, and NCR copies of Requests for Data Processing Service.

RETENTION: Campus correspondence: Retain 5 years in office, then destroy by shredding then recycling. Reports: Retain 3 years in office, then destroy by landf i~l. All other contents:

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

DAYTIMERS

This series contains calendars.

RETENTION: Retain in office 1 year after end of calendar year, then destroy by landfill.

REFERENCE NOTEBOOKS

This series contains user manuals, file notes, AIS handbooks, campus and off-campus near-print informational material, computer-generated policy statements, campus correspondence, computer-generated file layouts, training manuals, AIS Standards and Guidelines, Internal Designs, External Designs, photocopies of flow charts, Sign Language notebooks received from off campus, General Ledger User Guide received from Accounting Services, and SNCC Billing System notebooks.

RETENTION: Office procedural guidelines and training manuals:

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

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

REPORTS ON LSU DATABASES

This series contains computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

TEST DATABASES AND PROGRAMS

This series contains computer-generated test databases and computer-generated programs.

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

WORD PROCESSING FILES

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.

OPERATIONS/AIS

ADMINISTRATIVE DATABASES

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

ANALYST PROJECT FILES

This series contains campus correspondence, annotated computer-generated 14th Day Class Lists, annotated computer-generated Final Grade Lists, annotated computer-generated Law School Final Grades reports, and annotated calendars received from Accounting Services.

RETENTION: Campus correspondence: Retain 5 years in office, then destroy by shredding then recycling. Computer-generated reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

ANALYST WORKING FILES

This series contains photoc~opies of campus correspondence, procedural guidelines received from campus offices, annotated computer-generated Schedules of Events, photocopies of Requests for Log-On IDs received from SNCC, photocopies of key punch formats, file notes, and Student Worker Employment Applications received from students.

RETENTION: Applications: Retain 1 year in office, then destroy by landfill. Requests for Log-on IDs: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

COMPUTER FLOW CHART II FILES

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

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

EQUIPMENT FILES

This series contains NCR copies of Field Engineering Service Reports received from off campus; Hardware Problem Log sheets with machine, problem, vendor, time called, time arrived, and time repairs completed; Vehicle Repair Log sheets with amount of gas, oil change, and date; and Vehicle Checkout Log sheets with date, name, destination, etc.

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

FLOW CHARTS NOTEBOOK

This series contains flow charts.

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

FORMATS NOTEBOOKS

This series contains computer-generated formats.

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

GUIDELINES TO CREATING FLOW CHARTS NOTEBOOK

This series contains procedural guidelines.

RETENTION: Retain permanently in office.

I.S. OPERATIONS SUPERVISOR ADMINISTRATIVE FILES

This series contains all or some of the following: originals or photocopies of campus correspondence, off-campus near-print informational material, procedural guidelines, computer-generated Accounting Programs reports, file notes, computer-generated Student Hours Worked reports, Supplies Lists, Service Reports, Vehicle Maintenance Log sheets, Hardware Maintenance Log sheets, Requested Jobs forms, file lists, and calendars.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then recycling.

Duplicates: Retain in office while active, then destroy by shredding then recycling. Requested Jobs forms, log sheets, and reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

I.S. OPERATIONS SUPERVISOR REFERENCE FILES

This series contains calendars received from Accounting Services and generated here, Daily Vehicle Log Sheets, computer-generated Responsibility Lists, computer-generated Schedules of Events, Hardware Maintenance Log sheets, student timecards, and file notes.

RETENTION: Timecards: Retain 7 years in office, then destroy by shredding then landfill. Log sheets and reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

JOB STATISTICS REPORTS

This series contains computer-generated Job Statistics reports.

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

LIBRARY NOTIS SYSTEM NOTEBOOK

This series contains NOTIS System guidelines received from LSU

Libraries.

RETENTION: Retain in office until superseded, then destroy by

recycling.

MANAGER CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

MANAGER REFERENCE NOTEBOOKS

This series contains Position Descriptions generated here and received from off campus, pay scales received from off campus, computer-generated Data Entry Statistics, computer-generated flow charts, and obsolete computer-generated Key-Punch formats.

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

MASTER FILE INDEX WITH IMAGES NOTEBOOK

This series contains computer-generated Master File Index and

computer-generated Images.

RETENTION: Retain 3 years in office, 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.

PERSONNEL FILES

This series contains campus correspondence, photocopies of LSU-5 Attendance and Leave Records, photocopies of Per-l Requests to Fill a vacancy sent to Human Resource Management, NCR copies of SFO-3 Requests for Reallocation sent to Human Resource Management, photocopies of Service Rating Reports sent to Human Resource Management, computer-generated Payroll Master Dumps, and photocopies of step increase forms 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.

PRODUCTION CONTROL TECHNICIAN WORKING FILES

This series contains campus correspondence; annotated flow charts; file notes; test forms received from campus offices; Job Update Log sheets with date, job, action, and initials; and Scanner Log sheets with department, time, number, and comments.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Log sheets and test forms:

Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

PRODUCTION SUPERVISOR ADMINISTRATIVE FILES

This series contains off-campus correspondence, sample forms, file notes, computer-generated key punch statistics reports, computer-generated Financial Responsibility Lists, and computer-generated job schedules.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Computer-generated reports:

Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

PRODUCTION TECHNICIAN WORKING FILES

This series contains campus and off-campus near-print informational material, file notes, computer-generated Responsibility Lists, examples of computer-generated Address Changes, examples of computer-generated Class Schedules, file lists, and annotated photocopies of schedules received from Accounting Services.

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

REGISTRATION TOTALS FILES

This series contains computer-generated Registration Totals

reports and tally sheets.

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

SCANNER USE NOTEBOOK

This series contains Scanner Use guidelines.

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

SCHEDULES NOTEBOOK

This series contains handwritten and computer-generated schedules received from campus offices and generated here.

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

TECHNICIAN REFERENCE NOTEBOOK

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

TECHNICIAN WORKING FILES

This series contains check-off sheets, adding machine tapes, updates, file lists, schedules received from Accounting Services, and Vendor Check-off Lists.

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

PRODUCTION SERVICES/AIS

ANALYST REFERENCE NOTEBOOKS

This series contains all or some of the following: campus and off-campus near-print informational material, work schedules, computer-generated copy books, computer-generated program listings, obsolete system notebooks, updates, NCR copies of Requests for Data Processing Service, PELL layouts received from off campus, Transfer Sheets, flow charts, program definitions, PSB worksheets, External Designs, computer-generated run books, and status reports.

RETENTION: Reports, Transfer Sheets, a~d Requests for Data Processing Service: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ANALYST SYSTEMS WORKED ON NOTEBOOKS

This series contains campus correspondence, flow charts, file lists, and file notes.

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

ANALYST TRAINING FILES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

ANALYST WORKING FILES

This series contains all or some of the following: file notes, photocopies or NCR copies of Requests for Data Processing Service, photocopies or original Transfer Requests, campus and off-campus correspondence, photocopies of status reports, worksheets, photocopies of Control Requests, computer-generated lists, campus and off-campus near-print informational material, sample forms, computer-generated system guides, computer-generated Database Structures, computer-generated timesheets, computer-generated reports, computer-generated programs, newsletters generated here and received from campus offices, system diagrams, data flow charts, Reveilles, master forms, screens, computer-generated copybooks, office calendars, Work Requests, procedural guidelines, and carbon copies of invoices received from campus offices.

RETENTION: Reports and requests records: Retain 3 years in office, then destroy by landfill. 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. Telecommunications newsletters: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ATHLETIC SYSTEM FILES

This series contains file notes, campus correspondence, and photocopies of status reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

CAMPUS DIRECTORIES

This series contains campus near-print informational material.

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

CONFERENCE FILES

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

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

COPYBOOKS AND PROGRAMS

This series contains computer-generated copybooks and computer-generated programs.

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

CREATE USER PROGRAMS FILES

This series contains computer-generated programs, file notes, and screens.

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

DESIGN REQUIREMENT MANUALS

This series contains computer-generated Design Requirement

Manuals.

RETENTION: Retain in office until superseded, then destroy by

recycling.

DIRECTORY PRINTOUTS

This series contains computer-generated Directory Printouts.

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

DIRECTORY SYSTEM WORKING NOTEBOOKS

This series contains requirement designs and computer-generated worksheets.

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

FILE NOTES NOTEBOOKS

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

GENERAL LEDGER SYSTEM DESIGN FILES

This series contains campus correspondence, file notes, External Design documents, and Financial Reports received from Accounting Services.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Financial Reports: Retain 3 years in office, then destroy by landfill. All other contents:

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

GENERAL LEDGER SYSTEM NOTEBOOK

This series contains file notes, file lists, photocopies of checklists, and program descriptions.

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

GENERAL LEDGER SYSTEM USER GUIDE

This series contains drafts of General Ledger System User Guide.

RETENTION: Retain in office while active, then destroy by

recycling.

LSU CATALOGS

This series contains catalogs.

RETENTION: Retain in office until superseded, then destroy by

landfill.

MSA REPORT, 1986-1g87 (OBSOLETE)

This series contains computer-generated reports.

RETENTION: 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.

ONE-TIME MODIFICATIONS FILES

This series contains campus correspondence, file notes, photocopies of status reports, and computer-generated reports.

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

PAYROLL RUN BOOK

This series contains run books.

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

PRODUCTION RUNS AND TABLES

This series contains computer-generated Production Runs and computer-generated tables.

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

PROGRAM LISTINGS

This series contains computer-generated Program Listings.

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

PROGRAM SPECIFICATION BLOCK WORKSHEETS

This series contains worksheets.

RETENTION: Retain in office while active, then destroy by

recycling.

PROGRAMS

This series contains computer-generated programs.

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

PROGRAMS FOR ALL PRODUCTION SYSTEMS

This series contains computer-generated reports.

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

PROJECTS FILES

This series contains file notes, NCR copies of Requests for Data

Processing Services, and computer-generated reports.

RETENTION: Requests for Data Processing and reports: Retain 3

years in office, then destroy by landfill. All other contents:

Retain in office while active, then destroy by recycling.

REFERENCE FILES

This series contains campus correspondence, procedural guidelines received from campus offices, photocopies of status reports, and file notes.

REFERENCE NOTEBOOKS

This series contains all or some of the following: manuals received from off campus, External Designs, master forms, system proposals, photocopies of user manuals received from Student Aid and Scholarships, system manuals, flow charts, training manuals, newsletters received from SNCC, campus correspondence, Internal Designs, Requirement Definitions, file notes, Program Specification Block Sheets, and photocopies of Transfer Requests.

RETENTION: Requests for Data Processing Service and Transfer sheets: Retain 3 years in office, then destroy by landfill.

Correspondence: Retain 5 years in office, then destroy by shredding then recycling. 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 or until superseded, then destroy by landfill.

REPORTS

This series contains computer-generated reports.

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

STUDENT ASSISTANT WORKING FILES

This series contains file notes and file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

STUDENT HEALTH CENTER SYSTEM NOTEBOOKS

This series contains program indexes, Program Specification

Worksheets, computer-generated Copy Books, and file lists.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

SYSTEM FLOW CHARTS NOTEBOOK

This series contains flow charts.

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

USER MANUALS

This series contains user manuals.

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

WORD PROCESSING FILES