ECONOMIC EDUCATION/CONTINUING EDUCATION

ACCOUNTING JOURNALS

This series contains accounting journals.

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

ACCOUNTING LEDGERS

This series contains photocopies of accounting ledgers received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ANNUAL REPORT FILES

This series contains campus near-print informational material, final drafts of reports, and file notes.

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

ANNUAL REPORTS

This series contains annual reports received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

BUDGET FILES

This series includes but may not be limited to photocopies of Internal Transactions sent to Accounting Services, file notes, photocopies of invoices sent to Accounting Services, photocopies of receipts sent to Accounting Services, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustments sent to Budget and Planning, computer- generated Invoices Paid During the Period reports received from Accounting Services, trial balances, monthly Financial Statements, and bank statements received from off campus.

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

CENTERS FILES

This series contains campus and off-campus correspondence, project reports received from off campus, and Disbursement Records received from off campus.

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

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent off campus, campus and off-campus correspondence, meeting minutes, campus and off-campus near-print informational material, newspaper clippings, photocopies of news releases sent off campus, procedural guidelines received from campus offices, file

notes, file lists, photocopies of grant proposals sent off campus, and worksheets.

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

FUND RAISING NOTEBOOKS

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

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

GENERAL FILES

This series contains campus and off-campus correspondence, master forms, meeting minutes, policy statements received from Office of the Chancellor, procedural guidelines generated here and received from campus offices, project reports, performance evaluations, letters of reference received from off campus, resumes received from off campus, photocopies of LSU-5 Attendance and Leave Records received from Human Resource Management, computer- generated Payroll Check Distribution Reports received from Human Resource Management, Position Descriptions, photocopies of timesheets sent to Payroll, and photocopies of the following sent to Human Resource Management: withholding tax statements, Employment Processing Forms, 1-9 Employee Processing Forms, LSU-l Personnel Actions, Per-l Requests for Permission to Fill a Vacancy, Per-2 Personnel Appointments, Per-3 Personnel Status Changes, and Per-40 Contracts.

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. 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.] All other contents: Retain in office while active or until superseded, then destroy by recycling.

MEETING FILES

This series contains campus and off-campus correspondence and photocopies of meeting minutes.

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

MISCELLANEOUS FILES

This series contains off-campus near-print informational material, newspaper clippings, file lists, and photocopies of legislative acts received from off campus.

RETENTION: Retain in office while active or until superseded, 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.

POLICIES AND PROCEDURES NOTEBOOKS

This series contains photocopies of 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.

TEST RESULTS

This series contains test results received from off campus.

RETENTION: Retain in office 5 years after graduation term or term

of last attendance, then destroy by shredding then landfill.

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of staff timesheets sent to Payroll, photocopies of grant proposals sent off campus, and file notes.

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

VIDEO CASSETTES

This series contains video cassettes.

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.