DIVISION OF ENGINEERING SERVICES (DES)
COLLEGE OF ENGINEERING
ACCOUNTANT REFERENCE FILES
This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, Purchase Orders received from Accounting Services, requisitions, computer-generated Charts of Accounts, file lists, file notes, seminar notes, road maps received from off campus, calendars, photocopies of completion tables received from Payroll, Travel Vouchers Returned Log Sheets, Time Log Sheets, and photocopies of monthly newsletters received from Accounting Services.
RETENTION: Logs and purchasing 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 All other contents: Retain in office while active or until superseded, then destroy by landfill.
ACCOUNTANT WORKING FILES
This series contains all or some of the following: campus correspondence, master forms, off-campus near-print informational material, photocopies of invoices sent to Accounting Services, photocopies of Purchase Orders sent to Purchasing, NCR copies of Requisitions for Quick Copy Service sent to Copy Services, computer-generated Charts of Accounts, photocopies of student appointment forms sent to Student Aid and Scholarships, packing slips received from off campus, student assistant timesheets, photocopies of Petty Cash Vouchers sent to Office of Bursar Operations, photocopies of Completion Percentage Tables received from Payroll, photocopies of Payroll Vouchers sent to Payroll, worksheets, and computer-generated Lists of Accounts Maintained.
RETENTION: Student appointment forms: Retain in office 3 years after termination of contract, then destroy by shredding then recycling. 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 recycling. All other contents: Retain 3 years in office, then destroy by landfill.
ACCOUNTING LEDGERS
This series contains computer-generated ledger sheets received from Accounting Services.
RETENTION: Retain in office until superseded, then destroy by recycling.
ACCOUNTING NOTEBOOKS
This series contains photocopies of campus correspondence, Check Distribution Log sheets, Accounting Services near-print informational material, procedural guidelines received from Grants and Contracts, photocopies of monthly ledger sheets received from Accounting Services, computer-generated Payroll Check Distribution Reports received from Payroll, student assistant timesheets, photocopies of Requests for Authorization to Travel sent to campus offices, computer-generated Check Mailing Lists received from Payroll, computer-generated Lists of Contributions, computer-generated Revenue, Expenses and Balance Reports received from Accounting Services, computer-generated Leave Track Reports received from Human Resource Management, photocopies of Check Requests sent to LSU Foundation, photocopies of LSU Foundation Deposits sent to LSU Foundation, photocopies of Records of Grant Establishment received from Grants and Contracts, photocopies of Personnel Status Changes, and photocopies of Personnel Activity Reports received from Human Resource Management.
RETENTION: Timesheets: Retain 7 years in office, then destroy by recycling. Personnel Status Changes: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. 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.
ACCOUNTING GRANT NOTEBOOKS
This series includes but may not be limited to photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of invoices sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, photocopies of monthly statements received from Accounting Services, photocopies of Payroll Vouchers sent to Payroll, photocopies of appointment forms received from campus offices, photocopies of telephone bills received from off campus, photocopies of Account Expenditure Summaries, and photocopies of Records of Grant Establishment received from Grants and Contracts.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
ACCOUNTING NOTEBOOKS - INCOME ACCOUNTS
This series contains photocopies of Internal Transactions sent to
Accounting Services and photocopies of petty cash vouchers sent
to Accounting Services.
RETENTION: Retain 3 years in office, then destroy by recycling.
ACCOUNTING NOTEBOOKS - RESEARCH GRANTS
This series contains photocopies of monthly budget reports, photocopies of expenditure lists sent to Human Resource Management, photocopies of Internal Transactions, photocopies of Invoices Paid During the Period Reports received from Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Purchase Orders received from Purchasing, photocopies of receiving reports sent to Accounting Services, photocopies of requisition sent to Purchasing, computer-generated Payroll Check Distribution Reports received from Payroll, photocopies of student assistant timesheets, computer-generated ledgers received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, Telephone Charges received from Telecommunications, NCR copies of Payroll Vouchers sent to Payroll, and computer-generated Personnel Activity Reports
received from Accounting Services.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
ACCREDITATION FILES
This series contains campus correspondence, Supplements to Financial Reports received from Budget and Planning, worksheets, and tables.
RETENTION: Retain 5 years in office, then destroy by shredding then 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.
ADMINISTRATIVE LEAVE REQUEST FORMS NOTEBOOK
This series contains photocopies of Administrative Leave Request Forms received from campus offices.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
AMERICAN SOCIETY FOR ENGINEERING EDUCATION GRADUATE AND RESEARCH SURVEYS FILES
This series contains campus correspondence and annotated photocopies of surveys.
RETENTION: Retain in office while active, then destroy by recycling.
ASSISTANT DEAN ADMINISTRATIVE FILES
This series contains all or some of the following: annual reports sent to Budget Committee, campus correspondence, campus and off-campus near-print informational material, photocopies of Budget Adjustments sent to Budget and Planning, file notes, photocopies of object codes, worksheets, NCR copies of Requests for Authorization to Travel sent to Travel, photocopies of research proposals, file lists, rosters, and monthly reports.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Budget and travel 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 DEAN DES STAFF PERSONNEL INFORMATION FILES
This series contains Position Descriptions and file notes.
RETENTION: Position Descriptions: Retain 2 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.
ASSISTANT DEAN WORKING FILES
This series contains campus and off-campus correspondence, campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of budget reports, budget worksheets, price lists received from off campus, photocopies of expense reports, file notes, file lists, student worker schedules, computer-generated Budget Summaries, computer-generated Charts of Accounts received from Budget and Planning, computer-generated Foundation Accounts Expenditures received from Budget and Planning, and computer-generated Tenure Track reports received from Human Resource Management.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget records and 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.
ASSISTANT DIRECTOR COORDINATOR REFERENCE FILES
This series contains all or some of the following: campus and off-campus correspondence, photocopies of meeting minutes, campus and off-campus near-print informational material, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, file notes, file lists, resumes received from off campus, computer-generated Charts of Accounts, computer-generated Salary Savings reports, computer-generated Salary Savings Bases, computer-generated Completion Tables received from Human Resource Management, computer-generated Tenure Track reports, computer-generated Board of Regents Funding reports, computer-generated budget reports, computer-generated Overhead Rebate Summaries, computer-generated Scholarship Recipients, agendas, work schedules, procedural guidelines, computer-generated Minority Programs Contribution reports, computer-generated Scholarship Accounts, computer-generated Object Codes received from Accounting Services, map of CEBA, worksheets, and flow charts.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Computer-generated 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.
ASSISTANT DIRECTOR COORDINATOR WORKING FILES
This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of ledgers, photocopies of employee performance evaluations received from Office of the Dean, file lists, file notes, photocopies of budget adjustments, road maps, and computer-generated Operating Budget for Fiscal Year received from Budget and Planning.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Evaluation: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. 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.
BOARD OF REGENTS REVIEW OF UNDERGRADUATE PROGRAM, 1985-1985
(OBSOLETE)
This series contains Board of Regents Review of Undergraduate
Programs received from Board of Regents.
RETENTION: Retain in office while active, then transfer to
University Archives.
BOND ISSUE FILES, 1991 (OBSOLETE)
This series contains campus and off-campus correspondence, photocopies of budget adjustments sent to Budget and Planning, photocopies of budget sheets received from Budget and Planning, computer-generated Lists of Purchase received from Budget and Planning, file notes, and computer-generated Distribution of Bond Money reports.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office until bonds are retired, then destroy by recycling.
BUDGET ADJUSTMENT NOTEBOOK - INTERNAL
This series contains photocopies of Internal Budget Adjustments
sent to Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
BUDGET ADJUSTMENTS
This series contains computer-generated Budget Adjustments
received from Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
BUDGET FILES
This series contains file notes, photocopies of Requests for
Budget Adjustments sent to Office of the Dean, computer-generated
Invoices Paid During the Period Reports received from Accounting
Services, photocopies of budget reports sent to Accounting
Services, and worksheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
BUDGET FILES
This series includes but may not be limited to ledger sheets generated here, photocopies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of invoices, photocopies of receipts, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Office of the Dean, computer-generated Invoices Paid During the Period reports received from Accounting Services, and computer-generated Salary Savings reports received from Human Resource Management.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
BUILDING PLANS
This series contains building plans received from off campus.
RETENTION: Transfer to University Archives.
CHART OF ACCOUNTS
This series contains computer-generated Charts of Accounts received from Accounting Services.
RETENTION: Retain in office until superseded, then destroy by landfill.
CHECK DISTRIBUTION LISTS NOTEBOOK
This series contains Check Distribution Lists.
RETENTION: Retain 3 years in office, then destroy by recycling.
CHECK MAILING LISTS NOTEBOOK
This series contains computer-generated Check Mailing Lists
received from Payroll.
RETENTION: Retain 3 years in office, then destroy by recycling.
CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
COST SHARING DATABASE REPORT
This series contains annotated computer-generated Cost Sharing
Database reports.
RETENTION: Retain 5 years in office, then destroy by recycling.
DEGREES AWARDED IN COLLEGE OF ENGINEERING AND ENROLLMENT LISTS
This series contains computer-generated Degrees Awarded in
College of Engineering and computer-generated Enrollment Lists.
RETENTION: Retain in office while active, then destroy by
recycling.
DERIDES REORGANIZATION FILES, 1986-1987 (OBSOLETE)
This series contains campus correspondence, position descriptions, photocopies of student worksheets, file notes, and organizational charts.
RETENTION: Retain in office while active, then transfer to University Archives.
DIRECTOR SEARCH RESUMES NOTEBOOK, 1984-1984 (OBSOLETE)
This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus, and evaluations.
RETENTION: 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.
ENGINEERING NEWS PREPARATION FILES
This series contains pictures, file notes, layouts, and rough drafts.
RETENTION: Photographs: Retain permanently in office. All other contents: Retain in office while active, then destroy by landfill.
ENGINEERING TRAINING EXAMINATION APPLICATIONS
This series contains photocopies of Engineering Training Examination Applications sent off campus.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling.
FACULTY RAISE SHEETS
This series contains Faculty Raise Sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
FACULTY ROSTER NOTEBOOK
This series contains computer-generated Faculty Rosters.
RETENTION: Retain in office while active, then destroy by
recycling.
FACULTY AND STAFF PERSONNEL FILES
This series includes but may not be limited to teacher evaluations received from Office of the Dean, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, Change-in-Status Reports of Continuation or Separation, photocopies of employee performance evaluations sent to Human Resource Management, photocopies of employee withholding tax statements sent to Human Resource Management, photocopies of
1-9 Employee Eligibility Verifications sent to Human Resource Management, job applicant letters of reference received from off campus, job applicant resumes received from off campus, photocopies of LSU-5 Attendance and Leave Records sent to Human Resource Management, NCR copies of PER-2 Personnel Appointments sent to Human Resource Management, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, photocopies of position descriptions, photocopies of leave slips, photocopies of articles received from off campus, photocopies of awards, and photocopies of certificates.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
FISCAL-YEAR CLOSEOUT FILES
This series contains photocopies of campus correspondence, photocopies of ledgers sent to Accounting Services, photocopies of Salary Savings Databases, and computer-generated Budget Evaluations.
RETENTION: Retain 3 years in office, then destroy by recycling.
FOUNDATION ACCOUNT LEDGER NOTEBOOKS
This series contains computer-generated Foundation Account
Ledgers received from Accounting Services.
RETENTION: Retain in office while active or until superseded,
then destroy by recycling.
FOUNDATION CONTRIBUTIONS FILES
This series contains correspondence, file lists, photocopies of one-time reports sent off campus, and photocopies of scholarship recommendations sent to Office of the Dean.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
FOUNDATION MONTHLY REPORTS
This series contains computer-generated Foundation Monthly
Reports received from LSU Foundation.
RETENTION: Retain 3 years in office, then destroy by recycling.
FUNDED RESEARCH IN ENGINEERING FILES
This series contains computer-generated Summary of Trends as Sponsored Research reports received from Office of Research, file notes, file lists, and worksheets.
RETENTION: Retain in office while active, then destroy by recycling.
GENERAL FILES, 1983-1984 (OBSOLETE)
This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of Requests for Budget Adjustments sent to Accounting Services, photocopies of budget reports sent to Accounting Services, budget worksheets, and photocopies of ledgers sent to Accounting Services.
RETENTION: Destroy by shredding then landfill.
GRADUATE ASSISTANTSHIP AND FELLOWSHIP FILES
This series contains campus correspondence, photocopies of employee withholding tax statements sent to Human Resource Management, position descriptions, photocopies of Graduate Assistant Employment Forms sent to Graduate School, and photocopies of Loyalty Oaths received from departments.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
GRADUATE ASSISTANT EXPENDITURE DATABASE
This series contains computer-generated Graduate Assistant
Expenditure reports.
RETENTION: Retain 5 years in office, then destroy by recycling.
GRADUATE ASSISTANT EMPLOYEE ELIGIBILITY VERIFICATIONS
This series contains originals and photocopies of 1-9 Employee Eligibility Verifications received from Office of the Dean.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
GRANT ESTABLISHMENT FORMS NOTEBOOK
This series contains photocopies of Grant Establishment Forms received from Accounting Services.
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then recycling.
GRANT PROPOSAL FILES - FUNDED
This series contains campus correspondence, photocopies of contracts received from Office of Research Coordination, photocopies of proposals received from faculty, and photocopies of Grant Establishment Forms received from Grants and Contracts.
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.
GRANT PROPOSAL FILES - REJECTED
This series contains campus correspondence and proposals received
from faculty.
RETENTION: Retain 5 years in office, then return to Principal
Investigator or department.
GRANT PROPOSAL MONTHLY SUMMARIES
This series contains computer-generated Monthly Proposal
Summaries received from Office of Research Coordination.
RETENTION: Retain 5 years in office, then destroy by recycling.
HALL OF DISTINCTION FILES
This series contains campus and off-campus correspondence, photocopies of meeting minutes received from Office of the Dean, file notes, vitae, and letters of recommendation.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
LEAVE FILES
This series includes but may not be limited to campus correspondence, leave slips, and annual leave summaries received from 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.
LEAVE TRACKING REPORTS
This series contains computer-generated Leave Tracking Reports
received from Human Resource Management.
RETENTION: Retain 3 years in office, then destroy by landfill.
LETTERS SENT TO CONTRIBUTORS NOTEBOOKS
This series contains photocopies of letters sent to contributors.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
LSU ENGINEERING NEWS
This series contains "LSU Engineering News."
RETENTION: Record master copy: Retain in office while active, then transfer to University Archives. Duplicates: Retain in office while active, then destroy by landfill.
MISCELLANEOUS FILES, 1984-1986 (OBSOLETE)
This series contains campus near-print informational material, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, Chronicle of Philanthropy received from off campus, computer-generated Space Inventories received from Facility Services, and computer-generated Budget Summaries.
RETENTION: 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.
OPERATING BUDGET FOR FISCAL YEAR
This series contains computer-generated Operating Budgets for
Fiscal Years received from Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
PERSONNEL ACTIVITY REPORTS AND COST SHARING REPORTS
This series contains photocopies of Personnel Activity Reports
received from Human Resource Management and photocopies of Cost
Sharing Reports received from Accounting Services.
RETENTION: Retain 3 years in office, then destroy by recycling.
PERSONNEL CARD FILE
This series contains personnel cards.
RETENTION: Retain permanently in office.
PERSONNEL DATABASE REPORTS
This series contains computer-generated reports including titles, salaries, hire dates, Social Security numbers, position numbers, etc.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
PERSONNEL REFERENCE NOTEBOOKS
This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, procedural guidelines, and computer-generated College and University Codes received from Human Resource Management.
RETENTION: Retain in office while active or until superseded, then destroy by 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.
PROJECTS FILES
This series contains computer-generated lists, file notes, and file lists.
RETENTION: Retain in office while active, then destroy by recycling.
PROPOSAL LOG SHEETS - INTERDEPARTMENTAL
This series contains log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
PROPOSAL QUARTERLY REPORTS
This series contains photocopies of quarterly reports.
RETENTION: Retain 5 years in office, then destroy by recycling.
PURCHASING FILES, 1986-1987 (OBSOLETE)
This series contains photocopies of Public Vouchers received from
Grants and Contracts, file notes, and photocopies of Budget
Summaries sent to Grants and Contracts.
RETENTION: Destroy by recycling.
RECRUITMENT INTO ENGINEERING OF HIGH ABILITY MINORITY STUDENTS
REPORTS
This series contains Recruitment into Engineering of High Ability
Minority Students Reports.
RETENTION: Retain in office while active, then transfer to
University Archives.
REQUISITION FOR QUICK COPY SERVICE NOTEBOOK
This series contains NCR copies of Requisitions for Quick Copy
Services sent to Copy Services.
RETENTION: Retain 3 years in office, then destroy by landfill.
REQUISITION LOG (OBSOLETE)
This series contains Requisition Log sheets.
RETENTION: Destroy by recycling.
RESEARCH REPORT NEWSLETTERS - LSU
This series contains photocopies of LSU Research Report
Newsletters received from Office of Research Coordination.
RETENTION: Retain in office while active, then destroy by
recycling.
SALARY SAVINGS LEDGERS NOTEBOOKS
This series contains photocopies of computer-generated Salary
Savings Ledgers.
RETENTION: Retain 5 years in office, then destroy by recycling.
SALARY SAVINGS REPORTS
This series contains computer-generated Salary Saving Reports
received from Budget and Planning.
RETENTION: Retain 5 years in office, then destroy by landfill.
SCHEMATIC DRAWINGS
This series contains schematic drawings.
RETENTION: Retain permanently in office.
SCHOLARSHIP FILES
This series contains campus correspondence, photocopies of Scholarship Database reports, file notes, file lists, and computer-generated Criteria Database reports.
RETENTION: Retain in office 5 years after termination of contract, then destroy by shredding then landfill.
SCIENCE SUPPLY CATALOG
This series contains computer-generated Science Supply Catalogs received from Science Supply.
RETENTION: Retain in office until superseded, then destroy by landfill.
STUDENT ASSISTANT AND FELLOWSHIP FILES
This series includes but may not be limited to photocopies of the following sent to Student Aid and Scholarships: W-2s, Loyalty Oaths, and PER-17 turn-around documents.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
STUDENT ASSISTANT TIMESHEETS NOTEBOOK
This series contains photocopies of student worker timesheets sent to Payroll.
RETENTION: Retain 1 year in office until summarized, then destroy by shredding then recycling.
SUBJECT FILES
This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of budget reports sent to Office of the Dean, annotated computer-generated Proposed Resources and Allocations, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, file notes, file lists, and computer-generated Charts of Accounts received from Accounting Services.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget records and 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.
SUBJECT FILES CARD INDEX (OBSOLETE)
This series contains card index.
RETENTION: Destroy by landfill.
TECHNICAL REPORTS
This series contains technical reports.
RETENTION: Retain permanently in office.
TELEPHONE AUTHORIZATION CODES NOTEBOOK
This series contains campus correspondence, Code Lists, and file notes.
RETENTION: Retain in office while active, then destroy by recycling.
TERMINATION FORMS NOTEBOOKS
This series contains NCR copies of Termination Forms sent to Student Aid and Scholarships.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
TRAVEL CHECK LOG-IN SHEETS NOTEBOOK
This series contains travel check log-in sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
TRAVEL EXPENSE VOUCHERS
This series contains photocopies of Travel Expense Vouchers sent
to Accounting Services.
RETENTION: Retain 3 years in office, then destroy by recycling.
UNIVERSITY BULLETINS, 1927-1980 (OBSOLETE)
This series contains University Bulletins received from Public
Relations.
RETENTION: Retain permanently in office.
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 INFORMATION FILES
This series contains campus and off-campus near-print informational material, file index, and photocopies of job descriptions.
RETENTION: Job descriptions: Retain 2 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.