GOVERNMENT PROGRAMS/CONTINUING EDUCATION

ACCOUNTING LEDGERS

This series contains account ledgers generated here and photocopies of 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RETENTION: Retain in office until superseded, then destroy by recycling.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.

AUDIO CASSETTES

This series contains audio cassettes.

RETENTION: Retain in office while active, then destroy by

landfill.

BUDGET FILES

This series includes but may not be limited to ledger sheets generated here, copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to campus offices, photocopies of invoices, photocopies of receipts, copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Budget and Planning, computer-generated Invoices Paid reports received from Accounting Services, file lists, and telephone logs.

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

COMPUTER REFERENCE NOTEBOOKS

This series contains computer reference materials.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

CONFERENCE MATERIAL FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

COORDINATOR REFERENCE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, and Long Distance Log sheets with the following information: name, number, date, and reason.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

COORDINATOR WORKING FILES

This series contains off-campus near-print informational material, news clippings received from off campus, photocopies of news releases sent off campus, photocopies of grants sent off campus, file notes, and photocopies of articles received from campus offices.

RETENTION: Grants: Retain in office 3 years after termination of contract, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

COURSE FILES

This series contains course modules and course evaluations.

RETENTION: Retain in office while active, then destroy by

recycling.

COURSE MATERIALS FILES

This series contains procedural guidelines, photocopies of announcements sent off campus, outlines, file lists, and telephone log sheets.

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

DIRECTOR ADMINISTRATIVE FILES

This series contains off-campus near-print informational material, news clippings received from off campus, file lists, and speeches.

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

DIRECTOR INFORMATION FILES

This series contains correspondence, off-campus near-print informational material, course modules, resumes received from off campus, and letters of application received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Applicant records: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

DIRECTOR REFERENCE FILES

This series contains course schedules, file lists, course outlines, organizational charts, photocopies of leave slips sent to Human Resource Management, and telephone log sheets.

RETENTION: Log sheets: Retain 3 years in office, then destroy by recycling. Leave slips: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents:

Retain in office while active, then destroy by recycling.

DIRECTOR WORKING FILES

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

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

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.

GENERAL FILES

This series contains master forms, off-campus near-print informational material, photocopies of LSU-5 Attendance and Leave Records sent to Human Resource Management, and samples of forms generated here and received from campus offices.

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. 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 landfill.

GENERAL INFORMATION REFERENCE FILES

This series contains campus and off-campus near-print informational material, photocopies of articles received from campus offices, course outlines, file lists, organizational charts, and file notes

RETENTION: Organizational chart: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

GRANTS AND CONTRACTS FILES

This series includes but may not limited to photocopies of grant applications, photocopies of grant reports, course modules, and file notes.

RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

HOTEL AND CONFERENCE TOPIC FILES

This series contains correspondence, off-campus near-print informational material, file lists, photocopies of contracts sent

off campus, photocopies of announcements sent off campus and file notes.

RETENTION: Contracts: Retain in office 3 years after termination of contract, then destroy by shredding then recycling.

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.

HOTEL INFORMATION FILES

This series contains 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.

ISSUANCES NOTEBOOKS

This series contains Issuances received from Department of Labor.

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

LIBRARY CARD CATALOG

This series contains cards with bibliographic information.

RETENTION: Retain in office while active, then destroy by

landfill.

MANUALS

This series contains manuals.

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.

PERSONNEL FILES

This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus, photocopies of LSU-l Personnel Actions, and NCR copies of the following sent to Human Resource Management: PER-2 Personnel Appointments, PER-3 Personnel Status Changes, and PER-40 Contracts for Unclassified Employees.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

REFERENCE NOTEBOOKS

This series contains campus and off-campus near-print informational material, photocopies of news releases sent off campus, policy statements received from Office of the Chancellor, procedural quidelines1 Permanent Memoranda received from Office of the President, and car log sheets.

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

REGISTRATION FILES

This series contains campus and off-campus correspondence, master forms, campus and off-campus near-print informational material, photocopies of course announcements sent off campus, applications, and evaluations.

RETENTION: Applications: Retain in office 1 year after application term, then destroy by shredding then landfill.

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

STAFF LEAVE FILES

This series includes but may not be limited to campus correspondence, computer-generated monthly PAR 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.

TRAINING MANUALS

This series contains training manuals.

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

Duplicates: Retain in office while active, then destroy by

landfill.

TRAINING VIDEOS

This series contains training videos.

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.

WORKSHOP CARD FILE

This series contains workshop cards.

RETENTION: Retain in office while active, then destroy by

landfill.