OFFICE OF GRANTS AND CONTRACTS/COLLEGE OF EDUCATION

ACCOUNTING CLERK WORKING FILES

This series contains photocopies of campus correspondence, off-campus near-print informational material, photocopies of invoices sent to Accounting Services, photocopies of monthly ledger sheets received from Accounting Services, photocopies of student assistant timesheets sent to Payroll, file notes, and Requests for Authorization to Travel sent to Accounting Services.

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

ACCOUNTING LEDGERS

This series contains computer-generated ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard coy records authorized for destruction in the relevant LSU records retention and disposal schedules, if the hard copy records are maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of minutes of meetings, campus near-print informational material, file notes, file lists, survey results, and photocopies of reports sent off campus.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

APPLICATIONS FOR POSITIONS FILES

This series contains applications received from off campus and

vitae received from off campus.

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

BUDGET FILES

This series contains ledger sheets, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of invoices and photocopies of receipts, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Office of the Dean, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

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

COORDINATOR WORKING FILES

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

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

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

DIRECTORIES

This series contains computer-generated directories.

RETENTION: 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.

EVALUATIONS OF SESSIONS

This series contains evaluations of sessions.

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

FACTOR ANALYSIS

This series contains computer-generated Factor Analysis.

RETENTION: Retain in office until superseded, then destroy by

landfill.

FACULTY, STAFF, AND STUDENT PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes received from off campus, photocopies of appointment forms sent to Office of the Dean, photocopies of evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, photocopies of job descriptions sent to Human Resource Management, vitae received from off campus, photocopies of driver's licenses received from students, photocopies of Social Security cards received from students, and photocopies of passports received from students.

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.

FUNDED PROPOSALS

This series contains proposals received from faculty.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then landfill.

GRANTS AND CONTRACTS ANNOUNCEMENTS NOTEBOOK

This series contains grants and contracts announcements received from off campus.

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

GRANTS AND CONTRACTS FILES

This series contains photocopies of grant applications and photocopies of proposals sent to Research Coordination.

RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

HARD COPY OF COMPUTER FILES

This series contains hard copies of computer files.

RETENTION: Retain in office while active, then destroy by

recycling.

KEY, TELEPHONE, AND PAPER LOG

This series contains log sheets with name, date, who belong to, etc.

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

MASTER FORMS

This series contains master forms.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

landfill.

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.

NEWSLETTER NOTEBOOK

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

PAYROLL CHECK DISTRIBUTION REPORTS

This series contains computer-generated Payroll Check

Distribution Reports received from Payroll.

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

then recycling.

PAYROLL VOUCHERS NOTEBOOK

This series contains photocopies of Payroll Vouchers sent to Payroll.

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

Center, 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 photocopies of procedural guidelines received from campus offices.

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

PROFESSIONAL DEVELOPMENT FILES

This series contains modules.

RETENTION: Retain in office while active, then destroy by

recycling.

PROJECT DATA FILES

This series contains student achievement test scores received from off campus, teacher evaluations received from off campus, file notes, classroom observation notes, data sheets, and survey response forms.

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

REPORTS NOTEBOOKS

This series contains reports.

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

REQUISITION FOR QUICK COPY SERVICE

This series contains NCR copies of Requisitions for Quick Copy

Service sent to Copy Services.

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

ROSTER SHEETS NOTEBOOKS

This series contains roster sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

STUDENT TEACHER RESEARCH PROJECT FILES

This series contains master forms received from off campus, off-campus near-print informational material, newspaper clippings or excerpts from publications, and photocopies of project reports sent to Office of the Dean and Board of Regents.

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

SURVEY INFORMATION FILES

This series contains master survey forms, file lists, data sheets, and evaluations.

RETENTION: Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by recycling.

SYSTEM FOR TEACHING ASSESSMENT AND REVIEW MANUAL FILES

This series contains campus correspondence, campus near-print informational material, and revisions.

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

TECHNICAL REPORTS

This series contains technical reports sent off campus.

RETENTION: Retain in office while active, then destroy by

recycling.

TRAINING FILES

This series contains campus and off-campus correspondence, photocopies of minutes of meetings, procedural guidelines, and file notes.

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

Retain permanently in office. All other contents: Retain in office while active, then destroy by recycling.

TRAINING MANUALS

This series contains training manuals.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

recycling.

TRAINING MANUAL WORKING FILES

This series contains campus near-print informational material, file notes, and master copies of training manuals.

RETENTION: Master copy of manual: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

TRAINING MATERIALS FILES

This series contains master forms, transparencies, and rosters.

RETENTION: Retain in office while active, then destroy by

landfill.

TRAINING SESSION FILES

This series contains off-campus correspondence, rosters, and file lists.

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

TRAINING TAPES

This series contains training tapes.

RETENTION: Retain in office while active, then transfer to

University Archives.

WORD PROCESSING FILES

This series contains documents such as letters, messages, memoranda, 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 in the relevant LSU records retention and disposal schedules.

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.