OFFICE OF ACADEMIC PROGRAMS ABROAD

ACADEMIC-YEAR PROGRAM STUDENT FILES

This series contains campus correspondence, applications, letters of recommendation received from off campus, photocopies of transcripts received from Student Records and Registration, and NCR copies of receipts.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then 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.

BRITISH EXCHANGE SITES FILES

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

BRITISH UNIVERSITIES FILES

This series contains off-campus correspondence.

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

then landfill.

BUDGET FILES

This series includes but 'nay not limited to worksheets, ledger sheets, photocopies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of invoices, photocopies of receipts, Requests for Budget Adjustments sent to Budget and Planning, and computer-generated Invoices Paid During the Period reports.

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

CATALOGS

This series contains catalogs received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

COUNCIL ON ACADEMIC PROGRAMS ABROAD FILES

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

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

COUNTRY INFORMATION FILES

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

DEPARTMENTAL FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of news releases sent off campus, photocopies of reports sent to Board of Regents, file notes, and surveys.

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.

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, master forms, campus near-print informational material, policy statements received from Office of the Chancellor, worksheets, computer-generated Budget Summaries, file lists, file notes, and Exchange Agreements received from off campus.

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 campus and off-campus correspondence, meeting minutes, file notes, and worksheets.

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.

GENERAL INFORMATION NOTEBOOKS

This series contains campus correspondence, campus and off-campus near-print informational material, procedural guidelines received from campus offices, computer-generated Enrollment Reports, class lists, Course and Faculty Lists, computer-generated monthly reports, computer-generated Reports of Deposits, and computergenerated Budget Projections.

RETENTION: Class lists: [Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling.] Reports: Retain 3 years in office, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents:

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

LSU POLICIES AND PROCEDURES NOTEBOOKS

This series contains photocopies of policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, and Permanent Memoranda received from Office of the President.

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

NATIONAL STUDENT EXCHANGE TELEPHONE LOG

This series contains log sheets.

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

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.

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.

REFERENCE FILES

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

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

STUDENT INFORMATION NOTEBOOKS

This series contains campus and off-campus correspondence, photocopies of applications sent to Admissions, photocopies of transcripts sent to Admissions, NCR copies of receipts sent to Business Office, Release Forms, Acceptance Agreements, letters of recommendation received from off campus, and Concurrent Enrollment Forms.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

SUMMER COURSE FILES

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of contracts sent to Business Office, file notes, Participant Evaluations, Insurance Options, photocopies of Drop/Add forms sent to Student Records and Registration, applications, NCR copies of receipts sent to Business Office, schedules, photocopies of transcripts

received from off campus, and letters of recommendation 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 computer-generated Attendance and Leave Reports received from Human Resource Management, leave slips, computer-generated Student Employment Processing Forms received from Human Resource Management, photocopies of passports received from off campus, file notes, Course Request Forms, and photocopies or NCR copies of the following sent to Human Resource

Management: Employee Withholding Tax Statements, 1-9 Employee Eligibility Verifications, Per-l Requests for Permission to Fill a Vacancy, Per-2 Personnel Appointment forms, Per-3 Personnel Status Changes, Position Descriptions, International Student Permits, Loyalty Oaths, Per-25s, Per-18s, and Biographical Data Cards.

RETENTION: 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. Faculty and 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.

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.