PARALEGAL STUDIES PROGRAM

ACCOUNTING LEDGERS FILES

This series contains computer-generated monthly ledger sheets received from Accounting Services and photocopies of deposits sent to Office of Bursar Operations.

RETENTION: Retain 3 years in office, 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.

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, master forms, campus near-print informational material, advertisements, photocopies of budget worksheets received from Business Office, file notes, photocopies of book orders sent off campus, budget proposals sent to Business Office, file lists, surveys received from off campus, photocopies of menus received from Faculty Club, photocopies of object codes received from Accounting Services, and photographs.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Photographs: Retain permanently in office. Book orders and budget records: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT DIRECTOR REFERENCE NOTEBOOKS

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

COURSE FILES

This series contains campus correspondence, NCR copies of Travel Expense Vouchers sent to Accounting Services, teacher evaluations, Conference Activity Budgets, file lists, personnel hiring forms, photocopies of mid-term and final examinations, NCR copies of Records of Agreement sent to Human Resource Management, and course outlines.

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. Examinations: Retain in office 1 year after term submitted, then destroy by shredding then recycling. Budget and travel records: 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, then destroy by recycling.

COURSE MATERIALS FILES

This series contains master copies of course syllabi, course information sheet masters, and photocopies of articles to reproduce for students.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus correspondence, procedural guidelines received from campus offices, meeting minutes, newspaper clippings, file notes, teacher evaluations, file lists, and Position Descriptions.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Position Descriptions: Retain 2 years in office, then destroy by landfill. All other contents: 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.

EQUIPMENT FILES

This series contains photocopies of invoices, equipment location sheets, photocopies of receiving reports sent to Accounting Services, requisitions, Travel Expense Vouchers, photocopies of Internal Transactions, computer-generate~ monthly ledger sheets received from Accounting Services, and reports.

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

FACULTY PERSONNEL FILES

This series contains personnel appointment forms, Per-3 Personnel Status Changes, and continuation and separation forms.

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

GENERAL INFORMATION NOTEBOOKS

This series contains campus correspondence, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines received from campus offices, and photocopies of student payroll distribution sheets received from Payroll.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Payroll distribution reports: Retain 3 years in office, then destroy by shredding then recycling. All other contents: Retain in office until superseded, then destroy by recycling.

OFFICE MANAGER INFORMATION FILES

This series contains campus and off-campus correspondence, off- campus near-print informational material, photocopies of news releases sent off campus, procedural guidelines received from campus office, file notes, and photocopies of Resume Data Worksheets.

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.

PARALEGAL STUDIES PROGRAM REGISTRATION FORMS

This series contains registration forms.

RETENTION: Retain in office 1 year after term submitted, then

destroy by shredding then landfill.

PARALEGAL STUDIES PROGRAM SELF-STUDY FILES

This series contains procedural guidelines, file notes, and file

lists.

RETENTION: Retain in office while active, then transfer to

University Archives.

PARKING LIST

This series contains parking lists.

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

PAST DUE ACCOUNTS FILES

This series contains off-campus correspondence, photocopies of transcripts received from off campus, and photocopies of invoices sent off campus.

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

REFERENCE FILES

This series contains campus correspondence, master forms, student work schedules, file lists, and course schedules.

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

STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of transcripts received from off campus, applications, and Paralegal transcripts.

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

STUDENT PLACEMENT RESUMES FILES

This series contains off-campus correspondence, resumes received from off campus, and cover letters received from off campus.

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

STUDENTS WHO APPLIED AND DID NOT SHOW OR WITHDREW FILES

This series contains off-campus correspondence, photocopies of transcripts received from off campus, and applications.

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

SURVEY SHEETS

This series contains survey sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

WORD PROCESSING FILES

This series contains documents such as letters1 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.