COMPUTER RESOURCE CENTER/CONTINUING EDUCATION

APPLICATION FOR CERTIFICATION FILES

This series contains applications and transcripts.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then landfill.

ASSISTANT COMPUTER COORDINATOR ADMINISTRATIVE FILES

This series contains photocopies of invoices sent to Business Office, Lab Facility Charts, photocopies of shipping orders sent to Business Office, off-campus near-print informational material, photocopies of requisitions sent to Business Office, course examinations, photocopies of repair estimates sent to Business Office, photocopies of Sales Order Forms sent off campus, photocopies of contracts, off-campus correspondence, class handouts, master forms, and fee schedules.

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

BASIC PROGRAM FILES

This series contains application forms and Graduation Forms.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then landfill.

COMPUTER COORDINATOR ADMINISTRATIVE FILES

This series contains photocopies of statistical reports sent to Office of the Dean, campus and off-campus correspondence, agendas received from campus offices, photocopies of organizational plans received from Office of the Dean, inventory lists received from Business Office, mission statements received from Office of the Dean, and photocopies of annual reports received from Office of the Dean.

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.

COMPUTER RESOURCE CENTER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, procedural guidelines received from Accounting Services, photocopies of budget reports sent to Office of the Dean, NCR copies 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 Travel Expense Vouchers sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of requisitions sent to Purchasing, NCR copies of receiving reports sent to Purchasing, letters of reference received from off campus, resumes received from off campus, photocopies of LSU-5 Attendance and Leave Records sent to Office of the Dean, photocopies of Position Descriptions received from Human Resource Management, photocopies of student timesheets sent to Payroll, photocopies of Requests for Authorization to Travel sent to Accounting Services, and photocopies or NCR copies of the following sent to Human Resource Management: performance evaluations, LSU-l Personnel Actions, Per-l Requests for Permission to Fill a Vacancy, Per-3 Personnel Status Changes, Per-17 Turn Around Documents, Per-40 Contracts, and Records of Agreement for Hiring Non-University Personnel.

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. Accounting records:

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

COURSE FOLDERS

This series contains photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, NCR copies of Travel Expense Vouchers sent to Human Resource Management, photocopies of requisitions sent to Purchasing, Short Courses Hiring Forms, photocopies of Agreements for Hiring Non-University Employees sent to Human Resource Management, course evaluations, and cancelled cards received from students.

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. Accounting records:

Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by recycling.

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.

INSTRUCTOR HIRING FORMS

This series contains instructor hiring forms.

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

LAW CENTER FILES

This series contains photocopies of calendars and photocopies of computer classes lists.

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

MASTER HANDOUTS

This series contains master copies of handouts.

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

Duplicates: Retain in office while active, then destroy by

recycling.

MISCELLANEOUS EXPENSES FILES

This series contains originals and photocopies of Letters of

Agreement and photocopies of requisitions received from Business

Office.

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

then landfill.

NOVELL FILES

This series contains correspondence, photocopies of policy statements received from off campus, and photocopies of procedural guidelines received from off campus.

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

PROGRAMS

This series contains computer programs generated here for other offices.

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

REPAIR INFORMATION FILES

This series contains NCR copies of claim tickets received from

off campus and log sheets with date, equipment, cost, and

Internal Transaction number.

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

RESUMES

This series contains resumes received from off campus.

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

STUDENT ASSISTANT WORKING FILES

This series contains photocopies of newspaper clippings and photocopies of mailing cost lists received from off campus.

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

VIDEOTAPES

This series contains videotapes.

RETENTION: Retain in office while active, then transfer to University Archives

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.