DEPARTMENT OF ADMINISTRATIVE AND FOUNDATIONAL SERVICES

ACCOUNTING FILES

This series contains NCR copies of Internal Transactions sent to Accounting Services, NCR copies of invoices sent to Accounting Services, computer-generated Invoices Paid During the Period reports received from Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Accounting Services, NCR copies of requisitions sent to Accounting Services, photocopies of PER-2 Personnel Appointment forms sent to Human Resource Management, and computer-generated Payroll Check Distribution Reports received from Payroll.

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

CLASS LISTS

This series contains computer-generated Class Lists received from

Student Records and Registration.

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

destroy by shredding then landfill.

COURSE SYLLABUS MASTERS

This series contains master copies of course syllabi.

RETENTION: Retain in office while active, then destroy by

recycling.

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, procedural guidelines received from campus offices and generated here, photocopies of grant applications and awards, annotated surveys and reports, State Employees Group Benefit Memorandum, master forms, meeting minutes, newspaper clippings, file notes, photocopies of Requests for Addition of a New Course sent to Office of the Dean, and photocopies of policy statement received from Office of the Chancellor.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Policies and procedures:

Retain in office until superseded, then destroy by recycling. All other contents: Retain 3 years in office, then destroy by recycling.

FACULTY PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, personnel appointment forms, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, 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.

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of final examinations, graduate assistantship applications, GRE reports, photocopies of requests for examinations sent to Graduate School, and correspondence including letters of recommendation.

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

JOB APPLICANT FILES

This series contains job applicant letters of reference received from off campus and job applicant resumes received from off campus.

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

LSU CATALOGS

This series contains LSU Catalogs.

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

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of Midterm Grade Sheets sent to Student Records and Registration and carbon copies of Final Grade Sheets sent to Student Records and Registration.

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

SEMESTER FILES

This series includes but may not be limited to photocopies of Requests for Drop-Add of Section sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, campus correspondence, file notes, statistical worksheets, computer-generated Course Management Reports received from Student Records and Registration, and photocopies of textbook orders sent to LSU Union Bookstore and off campus.

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

STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes, photocopies of rejection letters, photocopies of appointment forms sent to Office of the Dean, photocopies of evaluations, step increase photocopies received from Human Resource Management, photocopies of leave slips, and photocopies of job descriptions sent to 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.

UNIVERSITY ADMINISTRATIVE SPECIALIST REFERENCE FILES

This series contains campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, and procedural guidelines received from campus offices.

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