DEPARTMENT OF CIVIL ENGINEERING

ACCOUNTING FILES

This series includes but may not be limited to invoices, receiving reports, photocopies of bills sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of requisitions sent to Purchasing, 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.

ACCOUNTING POSTING FOR LSU FOUNDATION ACCOUNTS NOTEBOOKS

This series includes but may not be limited to invoices,

receiving reports, photocopies of bills sent to Accounting

Services, NCR copies of Internal Transactions sent to Accounting

Services, and monthly statement received from Accounting

Services.

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

Center, then destroy by shredding then landfill.

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy 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.

ASSISTANT TO CHAIRMAN SCHOLARSHIP FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to policy guidelines received from campus offices, photocopies of grant applications and awards, annotated surveys and reports, State Employees Group Benefit Memorandum, master forms, meeting minutes, ditto copies of formal faculty meeting minutes, campus and off-campus correspondence, newspaper clippings, file notes, procedural guidelines, photocopies of requisitions sent to Purchasing, computer-generated Management Reports received from Student Records and Registration, photocopies of policy statements received from the Office of the Chancellor, campus and off-campus near-print informational material, and Personnel Activity Reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Grant records: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Personnel Activity Reports: Retain 3 years in office, then destroy by recycling. 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.

FACULTY RECRUITMENT FILES

This series contains letters of reference received from off campus, resumes received from off campus, and applications received from off campus.

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

FACULTY AND STAFF 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, Continuation and Separation forms, publications, photocopies of Promotion Tenure Activity Reports sent to Office of the Dean, letters of reference received from off campus, and resumes received from off campus.

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

GRADUATE ASSISTANT PAYROLL FILES

This series contains graduate applications, log sheets, budget forms, computer-generated Appointment Processing Forms, and Graduate Student Information Forms.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

GRADUATE STUDENT APPLICATION FILES

This series contains prospective student evaluations, correspondence, photocopies of transcripts received from off campus, letters of recommendation received from off campus, and photocopies of test scores received from off campus.

RETENTION: Attending student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Not attending student records: Retain in office 1 year after application term, then destroy by shredding then landfill.

GRADUATE STUDENT FILES

This series contains graduate address lists received from Graduate Admissions, campus near-print informational material, file notes, photocopies of applications sent to Graduate School, photocopies of tax forms sent to Payroll, photocopies of Loyalty Oaths sent to Division of Engineering Services, photocopies of Certificate of Eligibility sent to Division of Engineering Services, photocopies of passport received from student, photocopies of visa received from student, theses, dissertations, photocopies of course of study sent to Graduate School, carbon copies of Grade Reports received from Student Records and Registration, photocopies of transcripts received from off campus and Student Records and Registration, and photocopies of Applications for Degree sent to Graduate School.

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

LEDGERS

This series contains computer-generated ledgers received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

LETTERS OF RECOMMENDATION

This series contains letters of recommendation received from off campus.

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

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.

PERSONNEL ACTIVITY REPORTS

This series contains photocopies of Personnel Activity Reports

sent to Human Resource Management.

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

PERSONNEL APPOINTMENT FORMS NOTEBOOK

This series contains photocopies of personnel appointment forms 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 recycling.

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.

SCHOLARSHIP AND FELLOWSHIP FILES

This series contains campus correspondence, photocopies of

deposits sent to LSU Foundation, and file lists.

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

Center, then destroy by shredding then landfill.

SECRETARY GENERAL INFORMATION FILES

This series contains off-campus near-print information material, file lists, photocopies of vouchers sent to the Office of Bursar Operations, computer-generated Office Supply Catalogs received from Office Supply, computer-generated Science Supply Catalogs received from Office Supply, and ledger worksheets.

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

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

STUDENT ASSISTANT PERSONNEL FILES

This series contains photocopies of drivers' licenses received from students, photocopies of birth certificates received from students, photocopies of employee withholding tax statements sent to Personnel, photocopies of 1-9 Employee Eligibility Verifications, letters of reference received from off campus, and photocopies of PER-17 Turn-Around Documents sent to Human Resource Management.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

TIMESHEETS

This series contains photocopies of timesheets sent to Payroll.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

TRAVEL NOTEBOOK

This series contains photocopies of Requests for Authorization to Travel sent to Division of Engineering Services, photocopies of receipts received from off campus, and photocopies of vouchers sent to Division of Engineering Services.

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

UNDERGRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, NCR

copies of course schedules received from Student Records and

Registration, computer-generated Degree Audits received from

Office of the Dean, and photocopies of transcripts received from Student Records and Registration.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST INFORMATION FILES

This series contains campus correspondence, photocopies of invoices sent to Accounting Services, file lists, and file notes.

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

Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

UNSOLICITED APPLICATIONS FILES

This series contains off-campus correspondence and job applicant resumes received from off campus.

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

WITHDRAWN APPLICATION FILES

This series contains off-campus correspondence and applications received from off campus.

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

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.