OFFICE OF THE DEAN/CONTINUTING 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 REPORTS

This series contains annual reports received from departments.

RETENTION: Retain in office while active, then transfer to

University Archives.

DEAN ADMINISTRATIVE FILES

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

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, computer-generated Operating Budget for Fiscal Year received from Budget and Planning, NCR copies of Internal Transactions sent to Accounting Services, NCR copies of requisitions sent to Accounting Services, NCR copies of Travel Expense Vouchers sent to Accounting Services, annual reports, news clippings, file lists, and budget worksheets.

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

Retain in office while active or until superseded, then destroy by landfill.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

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

REFERENCE NOTEBOOKS

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

RETENTION: Retain in office until superseded, then destroy by recycling.

SECRETARY READING FILES

This series contains campus correspondence.

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

then recycling.

STAFF LEAVE FILES

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

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.