HAZARDOUS WASTE RESEARCH CENTER COLLEGE OF ENGINEERING

ACCOUNTING NOTEBOOKS

This series contains NCR copies of Purchase Orders sent to Purchasing, photocopies of Receiving Reports sent to Purchasing, photocopies of requisitions sent to Purchasing, computer-generated monthly ledger sheets received from Accounting Services, and photocopies or NCR copies of the following sent to Accounting Services: Travel Expense Vouchers, invoices, and Internal Transactions.

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

AGENCIES FILES

This series contains off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains originals and photocopies of campus and off-campus correspondence, originals and photocopies of minutes of meetings, policy statements received from campus offices, photocopies of procedural. guidelines received from campus offices, photocopies of proposals received from campus offices, and photocopies of grant award letters sent to campus offices.

RETENTION: Original correspondence: Retain 5 years in office, then destroy by shredding then landfill. Grant proposals and award letters: Retain 3 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

ASSISTANT TO THE DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of campus and off-campus correspondence, policy statements received from off campus, procedural guidelines received from off campus, and photocopies of contracts received from off campus.

RETENTION: Contracts: Retain in office 3 years after termination of contract, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

ASSISTANT TO THE DIRECTOR WORKING FILES

This series contains photocopies of campus correspondence, photocopies of procedural guidelines received from Human Resource Management, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, Budget Proposed Allocations sent to Budget and Planning, photocopies of Salary Savings reports received from Office of the Dean, and photocopies of 1-9 Employee Processing Forms.

RETENTION: Budget records and reports: Retain 3 years in office, then destroy by recycling. 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 in office while active, then destroy by recycling.

CENTER RESEARCH FILES

This series contains project progress reports and photocopies of campus and off-campus correspondence.

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

CHAIRMAN ADMINISTRATIVE FILES

This series contains computer-generated statistical worksheets, photocopies of campus and off-campus correspondence, campus near-print informational material, photocopies of news releases sent to Public Relations, procedural guidelines received from off campus, job applicant resumes received from off campus, and file notes.

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

CORRESPONDENCE

This series contains originals and photocopies of campus and off-campus correspondence.

RETENTION: Retain 5 years in office, 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 used to produce hard copy that is maintained in organized files or b) when 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.

EQUIPMENT AND SPACE FILES

This series contains photocopies of campus correspondence, off-campus correspondence, photocopies of Equipment Inventories received from Property Control, photocopies of Equipment Maintenance and Repair reports received from off campus, and photocopies of Space Inventories received from Facility Services.

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

NEWSLETTERS

This series contains newsletters generated here and received from campus offices and off campus.

RETENTION: Original newsletters: Retain permanently in office. All other contents: Retain in office while active, then destroy by landfill.

PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource

Management: Position Descriptions, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, PER-2 Personnel Appointments, and PER-3 Personnel Status Changes.

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

PETRO PROCESSOR FILES

This series contains originals and photocopies of campus and off-campus correspondence, photocopies of minutes of meetings received from committees, photocopies of budget reports received from Division of Engineering Services, photocopies of technical reports received from off campus, photocopies of court records received from off campus, and photocopies of court orders.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Legal records: Retain in office 10 years after settlement, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

PETRO PROCESSOR PROJECT NOTEBOOK

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

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.

POSITIONS FILES

This series contains job applicant letters of reference received from off campus, and photocopies of position descriptions sent to Office of the Dean.

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

PUBLICATIONS ORDER LOG

This series contains log sheets with date, title, and amount.

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

REJECTED PROPOSALS FILES

This series contains photocopies of campus and off-campus

correspondence and photocopies of proposals.

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

STAFF LEAVE FILES

This series contains campus correspondence, computer-generated monthly Personnel Activity Reports received from Human Resource Management, leave reports received from Human Resource Management, leave slips, and computer-generated 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.

STAFF MEETING AND SCIENTIFIC ADVISORY COMMITTEE NOTEBOOK

This series contains minutes of staff meetings and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

STUDENT AND STAFF TIMESHEETS

This series contains photocopies of student and staff timesheets sent to Payroll.

RETENTION: Retain in office until summarized, then destroy by shredding then 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 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.