LSU EXECUTIVE EDUCATION PROGRAM/CONTINUING EDUCATION

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.

ANNUAL PROGRAMS NOTEBOOKS

This series contains photocopies of campus and off-campus correspondence, campus near-print informational material, photocopies of Travel Expense Vouchers sent to Accounting Services, file notes, photocopies of budget worksheets, photocopies of budget summaries, file lists, Summaries of Student Evaluations received from Measurement and Evaluation Center, computer-generated LSU Union Confirmation received from LSU Union, and confirmations received from Faculty Club.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Reports and budget records: Retain 3 years in office, then destroy by landfill. All other contents:

Retain in office while active or until superseded, then destroy by landfill.

APPLICATIONS

This series contains applications received from off campus.

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

BLACK ROOM NOTEBOOKS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

BROCHURES

This series contains brochures received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

CLASS NOTEBOOKS

This series contains class notebooks.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

COMPANY CORRESPONDENCE

This series contains off-campus correspondence.

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

then landfill.

COORDINATOR ADMINISTRATIVE FILES

This series contains campus correspondence and 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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

COORDINATOR REFERENCE FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.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

EXECUTIVE EDUCATION GENERAL FILES

This series contains photocopies of off-campus correspondence, campus near-print informational material, photocopies of budgets, teaching confirmation forms, and evaluation summaries received from Measurement and Evaluation Center.

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

EXECUTIVE PROGRAMS FILES

This series contains campus near-print informational material, applications received from off campus, class notebooks, and file lists.

RETENTION: Applications: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

FINANCIAL RECORDS FILES

This series contains photocopies of bulk mail invoices received from Graphic Services, campus and off-campus correspondence, computer-generated Equipment Inventories received from Property Control, photocopies of equipment repair reports received from off campus, photocopies of Requests for Budget Adjustments sent to Office of the Dean, photocopies of Check Requests sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, photocopies of invoices, computer-generated monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Purchasing, carbon copies of receiving reports sent to Purchasing, NCR copies of requisitions

sent to Purchasing, photocopies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Work Requests sent to Facility Services, computer-generated Payroll Check Distribution Reports received from Payroll, NCR copies of post office invoices received from off campus, photocopies of Requests for Authorization to Travel sent to Accounting Services, photocopies of Payroll Vouchers sent to Payroll, photocopies of Petty Cash Vouchers sent to Accounting Services, photocopies of deposit slips sent to Office of Bursar Operations, photocopies of checks sent to Office of Bursar Operations, and receipts.

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

GENERAL CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

INVOICE FILE LIST

This series contains invoice file lists.

RETENTION: Retain in office until superseded, then destroy by

recycling.

POLICY STATEMENTS AND PERMANENT MEMORANDA

This series contains photocopies of policy statements received from Office of the Chancellor and photocopies of Permanent Memoranda received from Office of the President.

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

PROGRAM APPLICATION FILES

This series contains campus near-print informational material, applications received from off campus, and photocopies of confirmations sent off campus.

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

PROGRAM BUDGET FILES

This series contains campus near-print informational material, budget worksheets, budget summaries, photocopies of annotated budget summaries, and billing rosters.

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

PROGRAM FACULTY FILES

This series contains campus and off-campus correspondence, vitae received from off campus, and classroom materials received from faculty.

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

PROGRAM FILES

This series contains campus and off-campus correspondence, budget summaries, photocopies of budget expenditures, applications received from off campus, photocopies of letters of confirmations sent off campus, letters of cancellation received from off

campus, file lists, and drafts of near-print informational material.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget records: Retain 3 years in office, then destroy by recycling. Applications: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

PURCHASING LOG

This series contains log sheets with Purchase Order number,

Internal Transaction number, date, etc.

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

STUDENT ASSISTANT PERSONNEL FILES

This series contains NCR copies of Employment Processing forms sent to Student Aid and Scholarships, photocopies of 1-9 Employee Processing forms sent to Student Aid and Scholarships, photocopies of W-4s sent to Human Resource Management, photocopies of identification, and photocopies of Loyalty Oaths 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 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.