OFFICE OF EXECUTIVE DIRECTOR OF COMPUTING SERVICES

ACCOUNTING NOTEBOOKS

This series contains photocopies of bills sent to campus offices and off campus; computer-generated Operating Budgets for Fiscal Years received from Budget and Planning; photocopies of Requests for Budget Adjustments sent to Budget and planning; NCR copies of Budget Proposed Allocations A,B,and C sent to Budget and Planning; photocopies of budget reports received from campus offices; 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 the following sent to Accounting Services: check requests, Internal Transactions, invoices, and Travel Expense Vouchers.

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

ADMINISTRATIVE ASSISTANT WORKING FILES

This series contains photocopies of Operating Budgets for Fiscal Years, Payroll Check Distribution reports received from Payroll, photocopies of timesheets sent to Payroll, and computer-generated Invoices Paid During the period reports received from Accounting Services.

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

Duplicates: Retain in office until summarized, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

ADMINISTRATIVE INFORMATION SERVICES FILES

This series contains computer-generated Equipment Inventories received from Property Control, photocopies of meeting minutes received from campus offices, campus near-print informational material, procedural guidelines received from campus offices, photocopies of contracts received from campus offices and from of~ campus, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Requests for Bu~get Adjustments received from AIS, photocopies of budget reports received from AIS, photocopies of Travel Expense Vouchers sent to Accounting Services, letters of reference, resumes, LSU-5 Attendance and Leave Records, Position Descriptions, photocopies )f insurance forms received from off campus, vehicle registration forms received from off campus, file lists, photocopies of affidavits received from off campus, schedules, Word Perfect licenses received from off campus, and Visitor Log sheets with name, date, and time.

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

Retain 3 years in office, then destroy by recycling. Meeting minutes: Retain permanently in office. All other contents:

Retain in office while active, then destroy by recycling.

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

COMPUTING SERVICES FILES

This series contains agendas, photocopies of annual reports sent to Office of the Vice-Chancellor; campus and off-campus correspondence; photocopies of meeting minutes received from campus offices; campus and off-campus near-print informational material; photocopies of Budget Proposed Allocations A,B, and C received from Budget and Planning; file lists; computer-generated bills received from SNCC; and photocopies of proposals sent to campus offices.

RETENTION: Retain 5 years in office, then transfer to University Archives.

EQUAL OPPORTUNITY PROGRAMS FILES

This series contains photocopies of Per-18 Equal Opportunity forms and resumes.

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

INFORMATION TECHNICAL SUPPORT FILES

This series contains campus and off-campus correspondence, photocopies of annual reports received from AIS, photocopies of requests received from ITS, photocopies of award letters received from Student Aid and Scholarships, photocopies of advertisements sent off campus, letters of recommendation, photocopies of plans, photocopies of performance evaluations, photocopies of employee processing forms sent to Student Aid and Scholarships, resumes received from off campus, LSU-5 Attendance and Leave Records, and photocopies of the following sent to Human Resource Management:

PER-l Requests to Fill a Vacancy, PER-2 personnel Appointments, PER-3 Personnel Status Changes, PER-40 Contracts, and Position Descriptions.

RETENTION: Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

MISCELLANEOUS FILES

This series contains campus and off-campus correspondence, meeting minutes, campus and off-campus near-print informational material, procedural guidelines received from off campus, photocopies of Position Descriptions, file notes, file lists, photocopies of reports received from campus offices, photocopies of invitations to bid sent to Purchasing, and computer-generated

Enrollment Summaries received from Budget and Planning.

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

Archives.

ORGANIZATIONS FILES

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

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

PROJECTS FILES

This series contains campus correspondence, photocopies of meeting minutes received from campus offices, off-campus near-print informational material, photocopies of proposals, and photocopies of weekly status reports.

RETENTION: Retain in office 7 years after termination of contract then destroy by shredding, then landfill.

SNCC FILES

This series contains photocopies of annual reports received from SNCC, off-campus correspondence, photocopies of contracts received from off campus, photocopies of Capital Outlay reports received from SNCC, photocopies of Space and Storage Requirements received from SNCC, photocopies of LSU Change Management reports received from SNCC, file notes, vehicle registration forms, photocopies of schedules received from SNCC, photocopies of reports received from SNCC, and site licenses received from SNCC.

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

STAFF AND STUDENT PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of letters of recommendation, photocopies or NCR copies of the following sent to Human Resource Management: LSU-l personnel Actions, Per-2 personnel Appointments, Per-3 personnel Status, Per-40 Contracts, and photocopies of the following sent to Student Aid and Scholarships: Loyalty Oaths, 1-9 Employee Processing forms, award letters, and advertisements.

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

TELECOMMUNICATIONS FILES

This series contains campus correspondence, procedural guidelines, photocopies of contracts received from off campus, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of reports received from Telecommunicationsi file lists, and photocopies of plans received from Telecommunications.

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

Archives.

TIMECARDS AND LEAVE SLIPS

This series contains timecards and leave slips.

RETENTION: Timecards: Retain 7 years in office, then destroy by shredding then landfill. Leave slips: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

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.