SHORT COURSES AND CONFERENCES

ACCOUNTING CLERK WORKING FILES

This series contains photocopies of object code lists received from Accounting Services, course catalogs, photocopies of conference schedules generated here, Course Information Folders, photocopies of lists of pay documents received from Accounting Services, and deposit and refund number log sheets.

RETENTION: Log sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ACCOUNTING SERVICES LETTERS RECEIVED

This series contains campus correspondence received from

Accounting Services.

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

then recycling.

ACTIVITY REPORTS FILES

This series contains semester reports and calendars.

RETENTION: Retain in office while active, then transfer to

University Archives.

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.

AUTOCAD INSTRUCTOR FILES

This series contains photocopies of sheets with course information received from off campus, file notes, and resumes received from instructors.

RETENTION: Resumes: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

BROCHURE FILES

This series contains brochures, catalogs, and computer-generated reports.

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

CAMPUS CORRESPONDENCE

This series contains originals and photocopies of campus correspondence.

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

COMPANY CONTACT CARD FILE

This series contains cards with name of company, address, and telephone number.

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

COMPUTER PROGRAM MANUALS

This series contains photocopies of computer programs.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

COMPUTER PROGRAM NOTES

This series contains annotated sheets of computer program code.

RETENTION: Retain in office while active, then destroy by

recycling.

COORDINATOR REFERENCE FILES

This series contains file notes, photocopies of policy statements received from Office of the Chancellor, photocopies of price lists, Telephone Calls log sheets, and photocopies of articles.

RETENTION: Log sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

COORDINATOR WORKING FILES

This series contains photocopies of mailing lists, campus and off-campus near-print informational material, file notes, photocopies of policy statements received from Office of the Chancellor, and resumes received from off campus.

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

CORRESPONDENCE AND MEETING FILES

This series contains off-campus correspondence, meeting notes,

and meeting agendas.

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

Archives.

COURSE COORDINATION FILES

This series contains budget worksheets, photocopies or NCR copies of hiring forms received from Human Resource Management, vitae received from off campus, resumes received from off campus, photocopies of campus correspondence, file notes, Computer Service Request Forms received from Computer Services, NCR copies of invoices sent to Business Office, NCR copies of Internal Transactions sent to Business Office, Refund and Withdrawal cards, attendance lists, and Seminar Status Reports.

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. All other contents:

Retain 3 years in office, then destroy by recycling.

COURSE EVALUATIONS

This series contains student course evaluations.

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

COURSE FOLDERS FILES

This series includes but may not be limited to file notes, budget sheets, participant lists, photocopies of payroll vouchers sent to Accounting Services, Requests to Hire, photocopies of Internal Transactions, registration cards, photocopies of invoices, and NCR copies of the following sent to Human Resource Management:

PER-is, PER-2s, and PER-3s.

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. 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, then destroy by recycling.

COURSE HISTORY FILES

This series contains file notes, photocopies of course evaluations, and expense forms.

RETENTION: Expense records: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

COURSE IDEAS FILE

This series contains file notes and brochures received from campus offices.

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

DAY CAMP FILES, 1979-1986 (OBSOLETE)

This series contains hiring forms, payroll forms, file notes, registration forms, and refund slips.

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

Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Registration forms: Retain in office 1 year after term submitted, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

DIRECTOR FILES

This series contains hiring forms and payroll forms.

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

EXPENSES FILES

This series contains file notes and the following sent to Accounting Services: NCR copies of Internal Transactions, NCR copies of Travel Expense Vouchers, NCR copies of requisitions, photocopies of invoices, photocopies of timesheets, photocopies of Purchase Orders, campus correspondence, Petty Cash Vouchers, and Campus Mail forms.

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

GULF SOUTH COMPRESSION CONFERENCE FILES

This series includes but may not be limited to meeting minutes, photocopies of campus and off-campus correspondence, policy statements, photocopies of progress reports, press releases, photocopies of requisitions sent to Business Office, photocopies of Purchase Orders sent to Business Office, photocopies of invoices sent to Business Office, photocopies of timesheets sent to Business Office, class rosters, and campus near-print informational material.

RETENTION: Retain in office while active, then transfer to University Archives

INSTRUCTOR FILES

This series contains resumes received from off campus, Course Proposal and Instructor Application forms, photocopies of articles, photocopies of class handouts, and file notes.

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

INSTRUCTOR RESUME FILES

This series contains photocopies of and originals of resumes

received from instructors.

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

LEAVE FILES

This series contains LSU-5 Attendance and Leave records and leave cards.

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

MASTER WORKBOOKS

This series contains workbooks received from University

Laboratory School.

RETENTION: Retain permanently in office.

MONTHLY LEAVE REPORTS

This series contains monthly leave reports received from Human

Resource Management.

RETENTION: Retain in office until superseded, then destroy by

recycling.

OFFICE MANAGER WORKING FILES

This series includes but may not be limited to photocopies of procedural guidelines received from campus offices, photocopies of campus and off-campus correspondence, sample copies of master forms, bulletins received from off campus, file notes, and photocopies of class rosters received from sponsors.

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

PARTICIPANT CARD FILE

This series contains cards with name, address, Social Security

number, and classes taken.

RETENTION: Retain permanently in office.

PARTICIPANT LISTS

This series contains photocopies of lists with names, addresses, and company sponsors.

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

PAYROLL PROCESSING FILES

This series contains Travel Expense Vouchers, Requests for Authorization to Travel, travel advance forms, and photocopies of the following sent to Human Resource Management: student timesheets, 1-9 Employee Processing Forms, applications, and hiring forms.

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

PERSONNEL FILES

This series contains photocopies of evaluations received from Human Resource Management, and the following sent to Human Resource Management: NCR copies of PER-ls, NCR copies of PER-2s, NCR copies of PER-3s, Position Descriptions, LSU-5 Attendance and Leave Records.

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.

PROGRAM COORDINATOR ADMINISTRATIVE FILES

This series contains photocopies of policy statements, photocopies of procedural guidelines, resumes received from off campus, correspondence, photocopies of course outlines received from instructors, Training Proposals sent off campus, Hegis Code lists, and master forms.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Resumes: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

PROGRAM COORDINATOR WORKING FILES

This series includes but may not be limited to campus and off- campus near-print informational material, hiring forms sent to Business Office, evaluation forms, file notes, Student Class Progress Evaluations sent to University Laboratory School, statistical reports sent to Office of the Dean, file notes, and materials from conferences.

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. All other contents:

Retain 3 years in office, then destroy by landfill.

PROPOSED COURSES FILES

This series contains estimated budget sheets, file notes, and

course proposals sent to instructors.

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

RECEIPTS

This series contains Enrollment Receipts.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

REGISTRATION LISTINGS FILES

This series contains class rosters, class code lists, Parking

Permits received from Business Office, and Parking Permit

Assignment Lists.

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

destroy by shredding then landfill.

REVENUE FILES

This series contains photocopies of Transmittals sent to Accounts Receivable, NCR copies of invoices sent to Business Office, photocopies of payroll deduction forms sent to Office of Bursar Operations, file notes, NCR copies of Internal Transactions sent to Accounting Services, and photocopies of Check Requests sent to Accounting Services.

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

SECRETARY WORKING FILES

This series contains photocopies of annotated monthly calendars received from Accounting Services, photocopies of procedural guidelines generated here and received from Accounting Services, photocopies of campus correspondence, photocopies of Internal Transactions sent to Business Office, and photocopies of course lists.

RETENTION: Internal Transactions: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

SHORT COURSES AND CONFERENCES PROCEDURAL MANUAL

This series contains sample completed forms and procedural guidelines generated here.

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

STUDENT PROGRESS EVALUATIONS FILES

This series contains evaluations forms.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then landfill.

STUDENT TIMECARDS

This series contains timecards.

RETENTION: Retain 7 years in office, then destroy by shredding

then landfill.

SURVEY FILES

This series contains survey forms, drafts of survey reports, and

photocopies of invoices.

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

TRAVEL EXPENSE VOUCHERS

This series contains Travel Expense Vouchers sent to Accounting

Services.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

VENDOR CATALOGS AND FLYERS

This series contains catalogs and flyers received from off campus.

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

WOMEN BANKING SCHOOL ADMINISTRATIVE FILES, 1981-1984 (OBSOLETE)

This series contains all or some of the following:

correspondence, file notes, requisitions, Purchase Orders, order slips, logs, invoices, receipts, travel authorizations, Travel Expense Vouchers, timesheets, payroll summary sheets, class rosters, grade sheets, student examinations, and near-print informational material.

RETENTION: Transfer to University Archives.

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 BROCHURES FILE

This series contains brochures and catalogs.

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