CONFERENCE CENTER OPERATIONS/CONTINUING EDUCATION

ACCOUNTING POSTING EXPENDITURES FILES

This series includes but may not be limited to invoices, photocopies of invoices sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, photocopies of Purchase Orders sent to Business Office, and photocopies of Check Requests sent to Office of Bursar Operations.

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

ACCOUNTING POSTING REVENUE FILES

This series includes but may not be limited to invoices and

photocopies of bills sent off campus.

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

Center, then destroy by landfill.

ACCOUNTS FILES

This series contains photocopies of invoices received from off

campus and photocopies of Purchase Orders.

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

Center, then destroy by landfill.

ADMINISTRATIVE FILES

This series contains photocopies of applications received from off campus, file lists, and campus and off-campus correspondence.

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

APPLICATION FOR EMPLOYMENT BY LSU CONTINUING EDUCATION

This series contains applications.

RETENTION: Retain 1 year in office, then destroy by landfill.

BUS RESERVATION LOG

This series contains log sheets.

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

BUSINESS MANAGER INFORMATION NOTEBOOKS, 1990-1990 (OBSOLETE)

This series contains Daily Reports of Occupancy and Expenses, reservation tally sheets, Occupancy and Room Revenue Reports, Contact Log sheets, file lists, photocopies of meeting minutes, campus and off-campus near-print informational material, procedural guidelines received from Accounting Services, photocopies of monthly ledger sheets received from Accounting Services, computer-generated Financial Statements received from Business Office, photocopies of Weekly Conference Room Schedules, photocopies of Revenue and Occupancy Reports, Monitor On Duty Reports, and work schedules.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Logs and reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

CANCELLATION SHEETS

This series contains cancellation sheets.

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

CASH REGISTER TAPES

This series contains cash register tapes.

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

CATERING AND CONCESSION INFORMATION NOTEBOOKS

This series contains price lists, Food Service Orders, Concession Orders, and weekly schedules.

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

CONFERENCE INFORMATION SHEET NOTEBOOK

This series contains Conference Information Sheets.

RETENTION: Retain in office while active, then destroy by

landfill.

CONFERENCE ROOMS BOOKING LOG

This series contains log sheets.

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

CONFERENCES FILES

This series contains Conference Request forms, Room Block forms, photocopies of confirmation letters sent off campus, diagrams received from off campus, and photocopies of invoices sent off campus.

RETENTION: Retain 3 years in office, 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.

DAILY AND MONTHLY OCCUPANCY REPORTS

This series contains Daily Occupancy Reports and Monthly

Occupancy Reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

DAILY AUDIT DETAIL

This series contains computer-generated Daily Audit Detail reports.

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

GENERAL FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of advertisements sent off campus, and NCR copies of Security Officer Reports sent to LSU Police.

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

HOUSEKEEPING REPORTS AND MAID DAILY CHECKLISTS NOTEBOOK

This series contains Housekeeping Reports and Maid Daily

Checklists.

RETENTION: Retain in office while active, then destroy by

recycling.

HOUSING LOG

This series contains log sheets.

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

INFORMATION NOTEBOOKS

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

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.

INVOICES AND INTERNAL TRANSACTIONS NOTEBOOK

This series contains photocopies of invoices and photocopies of

Internal Transactions.

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

Center, then destroy by landfill.

INVOICES NOTEBOOKS

This series contains photocopies of invoices received from

University Stores.

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

Center, then destroy by recycling.

LEAVE SLIPS

This series contains NCR copies of leave slips sent to Business Office.

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

LOST BUSINESS FILES

This series contains Conference Request forms, Lost Business

Reports, Room Block forms, and photocopies of confirmation

letters sent off campus.

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.

NIGHT AUDITOR FILES

This series contains photocopies of Cash Register Reconciliations sent to Business Offices and photocopies of Daily Deposits sent to Business Office.

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

OCCUPANCY REPORTS NOTEBOOK

This series contains Occupancy Reports, Room Revenue Reports, and photocopies of Forecast of Occupancy Reports.

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

PLEASANT HALL GUEST REGISTRATION CARD FILE

This series contains Guest Registration Cards.

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

POLICIES AND PROCEDURES NOTEBOOKS

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.

RESERVATION SHEETS

This series contains reservation sheets.

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

ROOM AND PHONE FOLIO CARD FILE

This series contains Room and Phone Folio cards.

RETENTION: Retain in office while active, then destroy by

landfill.

STAFF PERSONNEL FILES

This series contains photocopies of completed appointment forms sent to Office of the Dean, resumes, photocopies of evaluations, photocopies of step increase forms, photocopies of Position Descriptions sent to Human Resource Management, and photocopies of Civil Service applications sent to Business Office.

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

STUDENT ASSISTANT FILES

This series contains schedules, student leave requests, class schedules, and campus correspondence.

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.

STUDENT ASSISTANT PERSONNEL FILES

This series contains computer-generated Payroll Processing Form received from Human Resource Management, photocopies of driver's licenses, photocopies of Loyalty Oaths sent to Student Aid and Scholarships, photocopies of 1-9 Employee Eligibility Verifications, photocopies of W-4s sent to Payroll, and photocopies of Social Security cards sent to Student Aid and Scholarships.

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

STUDENT ASSISTANT REFERENCE NOTEBOOK

This series contains photocopies of campus correspondence.

RETENTION: Retain in office while active, then destroy by

recycling.

TIMECARDS

This series contains timecards.

RETENTION: Retain 7 years in office, then destroy by shredding

then landfill.

VENDOR FILES

This series contains worksheets, computer-generated Invoices Paid During the Period reports received from Business Office, transmittal forms received from Business Office, and photocopies or NCR copies of the following sent to Business Office: Internal Transactions, invoices, Purchase Orders, requisitions, and Refund Check Requests.

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