BUSINESS OFFICE/DIVISION OF CONTINUING EDUCATION

ACCOUNTANT REFERENCE FILES

This series contains photocopies of campus correspondence, file notes, file lists, and computer-generated Outstanding Invoices Lists.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

ACCOUNTANT WORKING FILES

This series contains all or some of the following: photocopies of campus correspondence, NCR copies of invoices sent off campus, computer-generated monthly ledger sheets received from Accounting Services, photocopies of vouchers sent to Accounting Services, photocopies of transmittal forms sent to Office of Bursar Operations, file notes, photocopies of Requests for Budget Adjustments sent to Budget and Planning, and worksheets.

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

ACCOUNTING FILES

This series contains computer-generated ledger sheets received from Accounting Services, photocopies of Internal Transactions sent to Accounting Services, photocopies of Journal Vouchers sent to Accounting Services, photocopies of invoices and receipts, NCR copies of requisitions sent to Purchasing, computer-generated Invoices Paid During the Period reports received from Accounting Services, photocopies of transmittals sent to Office of Bursar Operations, photocopies of Stop Payment forms sent to Office of Bursar Operations, bank statements received from off campus, photocopies of checks sent off campus, file notes, and computer-generated Mailing Lists received from Human Resource Management.

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

ACCOUNTING LEDGERS

This series contains computer-generated ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

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 DEAN ADMINISTRATIVE FILES

This series contains campus correspondence, computer-generated Operating Budgets for Fiscal Years received from Accounting Services, file notes, and file lists.

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

BUDGET FILES

This series includes but may not limited to photocopies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of invoices, photocopies of receipts, photocopies of Requests for Budget Adjustments sent to Budget and Planning, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

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

BUDGET NOTEBOOKS

This series contains photocopies of check requests sent to Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, and photocopies of Additional Compensation forms sent to Payroll.

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

CHECK LOG

This series contains log sheets with check number, date, department, and signature.

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

COORDINATOR WORKING FILES

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, NCR copies of requisitions sent to Accounting Services, file notes, and file lists.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Requisitions: Retain 3 years in office, then destroy by landfill. All other records: Retain in office while active or until superseded, then destroy by landfill.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then 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.

FINANCIAL STATEMENTS NOTEBOOK

This series contains computer-generated Financial Statements.

RETENTION: Retain 2 years in office, then destroy by recycling.

FORMS PROCESSED LOG

This series contains log sheets with type of document, name, date

forwarded, nature of action, and date returned.

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

LEDGERS

This series contains ledgers.

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

LIST OF MISCELLANEOUS ACCOUNTS WITH HISTORY NOTEBOOKS

This series contains computer-generated Lists of Miscellaneous

Accounts with History received from Office of Bursar Operations.

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

MONTHLY REPORTS NOTEBOOKS

This series contains computer-generated monthly reports.

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

MOTOR POOL TRIP TICKETS, 1980-1981 (OBSOLETE)

This series contains Motor Pool Trip Tickets.

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.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains policy statements received from Office of the Chancellor and procedural guidelines received from campus offices.

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

REPORTS

This series contains computer-generated reports received from

Budget and Planning.

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

STAFF LEAVE FILES

This series contains computer-generated Personnel Activity Reports received from Human Resource Management. leave slips, and annual leave summaries received from 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.

STAFF PERSONNEL FILES

This series includes but may not limited to Records of Agreements, photocopies of resumes, photocopies of completed appointment forms sent to Human Resource Management, photocopies of evaluations, photocopies of step increase forms received from Human Resource Management, and photocopies of leave slips.

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

TEMPORARY EMPLOYEES PERSONNEL FILES

This series contains NCR copies of LSU-l Personnel Actions sent to Human Resource Management, photocopies of Per-2 Personnel Appointments sent to Human Resource Management, and Records of Agreement.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, 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 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.