OFFICE OF INDEPENDENT STUDY
ADDITIONAL COMPENSATION FORMS
This series contains computer-generated Additional Compensation forms sent to Payroll.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
ADMINISTRATIVE ASSISTANT REFERENCE FILES
This series contains photocopies of campus and off-campus near- print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
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.
ADMINISTRATIVE SPECIALIST WORKING FILES
This series contains photocopies of annual reports received from Office of the Dean, photocopies of campus and off-campus correspondence, photocopies of inventories of office equipment, photocopies of campus and off-campus near-print informational material, photocopies of news releases received from campus, photocopies of employee performance evaluations sent to Human Resource Management, photocopies of job applicant letters of reference, job applicant resumes, NCR copies of LSU-5 Attendance and Leave Records sent to Office of the Dean, and photocopies of Position Descriptions received from Human Resource Management.
RETENTION: Personnel records: 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Retain in office while active or until superseded, then destroy by recycling.
BUSINESS REPLY ACCOUNT REQUESTS FOR POSTAGE
This series contains photocopies of Requests for Checks for
Postage sent to Accounting Services.
RETENTION: Retain 3 years in office, then destroy by recycling.
CLERK WORKING FILES
This series contains all or some of the following: photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, file notes, computer-generated reports, and photocopies of procedural guidelines.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
COLLEGE LIST
This series contains computer-generated lists.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
COORDINATOR WORKING FILES
This series contains campus and off-campus correspondence.
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.
CORRESPONDENCE STUDY BULLETINS AND COLLEGE MANUALS
This series contains campus and off-campus near-print informational material and file notes.
RETENTION: Office of Correspondence Study bulletins: Transfer to University Archives. All other contents: Retain in office while active or until superseded, then destroy by landfill.
CORRESPONDENCE STUDY DATABASE DESIGN PLANS
This series contains database design plans received from SNCC.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
CORRESPONDENCE STUDY PROGRAM COMPUTER-GENERATED REPORTS
This series contains computer-generated reports received from
SNCC.
RETENTION: Retain in office until superseded, then destroy by
recycling.
COUNTS AND STATISTICS LISTS
This series contains computer-generated monthly lists.
RETENTION: Retain 3 years in office, then destroy by recycling.
COURSE COMPLETION REPORT NOTEBOOK
This series contains computer-generated lists received from
System Network Computer Center.
RETENTION: Retain permanently in office.
COURSE ENROLLMENT NOTEBOOKS, 1962-1984 (OBSOLETE)
This series contains sheets listing student names and grades.
RETENTION: Retain in office permanently.
COURSE REVISION PAYMENT LOG
This series contains sheets with date, name of instructor, name
of course revised, and amount paid.
RETENTION: Retain 3 years in office, then destroy by recycling.
COURSE TRACKING LOG
This series contains Course Tracking Log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
DEPARTMENT HEAD ADMINISTRATIVE FILES
This series contains campus and off-campus correspondence, photocopies of inventories of office equipment received from Property Control, campus and off-campus near-print informational material, monthly financial statements received from Accounting Services, photocopies of Internal Transactions sent to Accounting Services, NCR copies of receiving reports received from Purchasing, computer-generated lists received from Student Records and Registration, printing order invoices sent to Office of the Dean, NCR copies of printing order invoices sent to Graphic Services, file lists, originals and NCR copies of Requests for Data Processing Services sent to Data Processing, file notes, photocopies of Cash Receipt Vouchers sent to Business Office, photocopies of payroll vouchers sent to Accounting Services, NCR copies of telephone bills sent to Telecommunications, NCR copies of mileage reports sent to Property Control, travel reports, NCR copies of weekly records of postage charges received from Campus Mail, NCR copies of petty cash reports sent to Business Office, and NCR copies of postage receipts received from Campus Mail.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Equipment inventories: Retain 1 year in office, then destroy by recycling. Purchasing records and reports: Retain 3 years in office, then destroy by landfill. Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. All other contents:
Retain in office while active or until superseded, then destroy by landfill.
DEPARTMENT HEAD COMPUTER INFORMATION FILES
This series contains use guidelines received from Administrative
Information Services and file notes.
RETENTION: Retain in office while active, then destroy by
recycling.
DEPARTMENT HEAD PROCEDURE REFERENCE FILES
This series contains campus and off-campus near-print informational material and photocopies of procedural guidelines received from Human Resource Management.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
DROPPED AND REVISED COURSES STUDY GUIDES
This series contains courses study guides.
RETENTION: Record (master) copy: Transfer to University Archives.
Duplicates: Retain in office while active, then destroy by
landfill.
EDITOR WORKING FILES
This series contains campus and off-campus correspondence and master forms.
RETENTION: 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.
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
GERMAN COURSE TAPES
This series contains reel tapes received from Foreign Language
Department.
RETENTION: Retain in office while active, then destroy by
landfill.
HIGH SCHOOL AND COLLEGE APPLICATIONS FILES
This series contains applications.
RETENTION: Retain in office 5 years after graduation term or term
of last attendance, then destroy by shredding then landfill.
HIGH SCHOOL COORDINATOR REFERENCE FILES
This series contains photocopies of Travel Expense Vouchers, job applicant letters of reference, job applicant resumes, and Position Descriptions sent to Office of the Dean.
RETENTION: Applicant records: Retain 1 year in office, then destroy by landfill. Position Descriptions: Retain 2 years in office, then destroy by landfill. Travel Expense Vouchers: Retain 3 years in office, then destroy by shredding then landfill.
HIGH SCHOOL COORDINATOR TRAVEL JOURNAL
This series contains a travel journal noting dates of visits, interviews, maps, expenses, mileage, and reimbursements.
RETENTION: Retain 3 years in office, then destroy by recycling.
HIGH SCHOOL CORRESPONDENCE
This series contains correspondence.
RETENTION: Retain 2 years in office then 5 years in Records
Center, then destroy by shredding then landfill.
INFORMATION REQUESTS
This series contains off-campus correspondence.
RETENTION: Retain in office while active, then destroy by
landfill.
INSTRUCTOR DAILY REPORTS
This series contains NCR copies of sheets with number of lessons
graded by instructors.
RETENTION: Retain 3 years in office, then destroy by landfill.
INTERNAL TRANSACTIONS FILES
This series contains Internal Transactions sent to Purchasing.
RETENTION: Retain 3 years in office, then destroy by landfill.
INTEROFFICE CORRESPONDENCE FILES
This series contains photocopies of annual reports, photocopies of campus correspondence received, and campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
LOUISIANA HANDBOOKS FOR SCHOOL ADMINISTRATORS
This series contains Handbooks for School Administrators received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
LSU PERSONNEL PROCEDURES HANDBOOK
This series contains procedural guidelines received from Human
Resource Management.
RETENTION: Retain in office until superseded, then destroy by
recycling.
MASTER COPIES OF CASSETTES FOR FOREIGN LANGUAGE COURSES
This series contains master copies of cassettes for foreign language courses received from Foreign Language Department.
RETENTION: Retain in office while active, then destroy by landfill.
MASTER EXAMS
This series contains master copies of exams.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office while active, then destroy by
landfill.
MASTER TAPES FOR EXAMS
This series contains master tapes for exams.
RETENTION: Retain in office while active, then destroy by
landfill.
MONTHLY OUTSTANDING LESSONS LIST
This series contains a monthly file list.
RETENTION: Retain in office until superseded, then destroy by
recycling.
NAME CHANGE LETTERS
This series contains correspondence.
RETENTION: Retain in office 5 years after graduation term or term
of last attendance, then destroy by shredding then 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.
NUMBER OF ENROLLMENTS BY COURSE AND BY YEAR
This series contains computer-generated lists received from Data
Processing.
RETENTION: Retain 3 years in office, then destroy by landfill.
OFFICE BUSINESS BUDGET FILES
This series includes all or some of the following: photocopies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of invoices, receipts, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Accounting Services, computer-generated Invoices Paid During the Period reports received from Accounting Services, campus correspondence1 photocopies of office equipment inventories received from Property Control, monthly financial statements received from Accounting Services, NCR copies of receiving reports received from Purchasing, photocopies of printing order invoices sent to Business Office, photocopies of Cash Receipt Vouchers sent to Graphic Service, NCR copies of printing order invoices sent to Business Office, NCR copies of telephone bills sent to Telecommunications, and NCR copies of mileage reports sent to Property Control.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
OFFICE MANAGER ADMINISTRATIVE FILES
This series includes but may not be limited to correspondence, Internal Transactions sent to Business Office, invoices sent to Business Office, Invoices Paid During the Period Reports, Change- in-Status Reports of Continuation or Separation sent to Veterans Administration, Veterans Certification sent to Veterans Affairs, and National Guard Fee exemptions sent to Veterans Affairs.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
OFFICE MANAGER INFORMATION FILES
This series contains campus near-print informational material, UPS charts received from off campus, and student assistant time log sheets.
RETENTION: Logs: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.
OFFICE MANAGER WORKING FILES
This series contains photocopies of campus and off-campus correspondence, master forms, procedural guidelines, employee performance evaluations, Position Descriptions, and student assistant timesheets sent to Accounting Services.
RETENTION: Performance evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Timesheets:
Retain 7 years in office, then destroy by shredding then landfill. Position Description: Retain 2 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.
PAYROLL FILES
This series contains Travel Expense Vouchers sent to Accounting Services, job applicant resumes, photocopies of student assistant timesheets sent to Payroll, payroll vouchers sent to Payroll, check requests sent to Payroll, and computer-generated LSU timesheets.
RETENTION: Retain 2 years in office then 5 years in Records Center, then destroy by shredding then landfill.
PERFORMANCE EVALUATIONS AND POSITION DESCRIPTIONS
This series contains employee performance evaluations and Position Descriptions.
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 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.
PROBLEM HIGH SCHOOL EXAMINATIONS
This series contains completed examinations about which there are questions
RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then landfill.
PROBLEMS IN PROGRESS LOG
This series contains log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
REFUNDS FILE
This series contains expenditure lists sent to Accounting
Services.
RETENTION: Retain 3 years in office, then destroy by landfill.
REPORTS AND CATALOGS
This series contains campus and off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
SECRETARY WORKING FILES
This series contains photocopies of campus and off-campus correspondence and sample master forms received from campus offices.
RETENTION: Retain in office while active, then destroy by landfill.
STAFF AND STUDENT PERSONNEL FILES
This series contains photocopies of campus correspondence received from Human Resource Management, photocopies of correspondence, and photocopies of the following sent to Human Resource Management: employee performance evaluations, 1-9 Employee Eligibility Verifications, job applicant letters of reference, LSU-1 Personnel Actions, LSU-5 Attendance and Leave Records, PER-i Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-17 turn-around documents, PER-40 Contracts for Unclassified Employees, and Position Descriptions.
RETENTION: Staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
STUDENT ASSISTANT INFORMATION FILES
This series contains photocopies of campus and off-campus near- print informational material, and computer-generated lists of Updated Correspondence Lessons received from Data Processing.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
STUDENT ENROLLMENT CARDS, 1939-1948 (OBSOLETE)
This series contains enrollment cards.
RETENTION: Retain permanently in office.
STUDENT EXAMINATIONS
This series contains completed examinations.
RETENTION: Retain in office 6 months after term submitted, then
destroy by shredding then landfill.
STUDENT GRADE REPORTS
This series contains photocopies of grade reports sent to Student Records and Registration and high school grade reports sent off campus.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
STUDENT PAYMENT RECEIPTS
This series contains NCR copies of student payment receipts sent
to the Business Office.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
STUDENT PROBLEM FILES
This series contains correspondence, student lessons received from instructors, and student examinations received from instructors.
RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then landfill.
STUDENT TEACHER FILES
This series contains weekly activity reports received from instructors, biographical data forms received from instructors, and student teacher essays received from Student Teacher Office.
RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then landfill.
STUDENT TEACHER HANDBOOK
This series contains photocopies of campus near-print informational material received from College of Education.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
STUDENT TRACKING REPORTS
This series contains photocopies of annual reports received from the Computer Center.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
STUDY GUIDES IN PROGRESS
This series contains study guides received from off campus.
RETENTION: Retain in office while active, then destroy by
landfill.
STUDY GUIDE MASTERS
This series contains master copies of study guides.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office while active, then destroy by
landfill.
TRANSMITTAL FORMS
This series contains photocopies of transmittal forms sent to
Accounting Services.
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.
WORD PROCESSOR WORKING FILES
This series contains photocopies of master forms and policy statements.
RETENTION: Retain in office while active, then destroy by recycling.