DEPARTMENT OF INDUSTRIAL AND MANUFACTURING SYSTEMS ENGINEERING

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.

BUDGET FILES, 1985-1989 (OBSOLETE)

This series contains monthly financial statements received from off campus, photocopies of NCR copies of Internal Transactions sent to Accounting Services, NCR

copies of invoices, computer-generated monthly ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Office of the

Dean, NCR copies of Purchase Orders sent to Purchasing, and NCR copies of requisitions sent to Purchasing.

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

DEPARTMENTAL ACCOUNTING AND REFERENCE NOTEBOOKS

This series contains 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, monthly financial statements received from Division of Engineering Services, photocopies of Internal Transactions

sent to Accounting Services, NCR copies of invoices sent to Accounting Services, ledger sheets received from Accounting Services, photocopies of Travel Expense

Vouchers sent to Division of Engineering Services, NCR copies of Purchase Orders sent to Accounting Services, NCR copies of Requisitions sent to Accounting

Services, computer-generated Class Lists received from Student Records and Registration, file lists, photocopies of correspondence, and catalogs received from off

campus.

RETENTION: Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Class Lists: Retain in office 1

year after term distributed, then destroy by shredding then landfill. All other contents:

Retain in office while active or until superseded, then destroy by landfill.

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to procedural guidelines received from campus offices, photocopies of grant applications and awards, surveys and

reports, State Employees Group Benefit Memorandum, master forms, meeting minutes, photocopies of Academic Personnel Report received from Human Resource

Management, faculty project budget proposals, photocopies of formal faculty meeting minutes, photocopies of PER-3 Personnel Status Changes sent to Human

Resource Management, campus and off-campus correspondence, file notes, photocopies of Registration Cards, photocopies of Requests for Changing or Dropping

a Course sent to Office of the Dean, photocopies of Requests for Addition of New Course sent to Office of the Dean, computer-generated Course Management

Reports received from Student Records and Registration, computer-generated Faculty Assignment lists received from Budget and Planning, and photocopies of

policy statements received from Office of Chancellor.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Grant records and computer-generated 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 or until superseded, then destroy by recycling.

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 PERSONNEL FILES

This series contains personnel appointment forms, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, continuation and

separation forms, photocopies of PER-2s sent to Human Resource Management, and photocopies of Promotion/Tenure forms sent to 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.

GENERAL FILES

This series contains photocopies of annual reports sent to Office of the Dean, photocopies of campus and off-campus correspondence, newspaper clippings or

excerpts from publications received from off campus, budget reports sent to Budget and Planning, computer-generated Operating Budgets for Fiscal Years received

from Budget and Planning, file notes, photocopies of Course Offerings sent to University Scheduling, file lists, photocopies of step increases sent to Division of

Engineering Services, and calendars of events.

RETENTION: Budget records: Retain 3 years in office, then destroy by recycling. Step increases: 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 or until superseded, then destroy by recycling.

GRADUATE ASSISTANTSHIP FILES

This series includes but may not be limited to campus correspondence, photocopies of PER-14 appointment notifications sent to Human Resource Management,

photocopies of PER-17 appointment notification sent to Human Resource Management, file notes, reports received from students, 1-9 Eligibility for Employment

forms, photocopies of W-4 forms, and Loyalty Oaths.

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 FILES

This series contains off-campus correspondence, photocopies of GRE score reports received from Graduate School, photocopies of Degree Audits received from

Student Records and Registration, and photocopies of Grade Reports 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.

INDUSTRIAL ENGINEERING THESES

This series contains Industrial Engineering theses.

RETENTION: Retain permanently in office.

MANUALS AND CATALOGS

This series contains manuals and catalogs received from campus offices and off campus.

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

REGISTRATION CARDS

This series contains registration cards received from Student

Records and Registration.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then landfill.

SAMPLE FORMS

This series contains examples of completed forms.

RETENTION: Retain in office while active, then destroy by

landfill.

UNDERGRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of Degree Audits received from Student Records and Registration, and carbon copies of

Midterm and Final Grade Sheets sent to 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 WORKING FILES

This series contains off-campus correspondence, budget worksheets, object codes received from Accounting Services, file lists, computer-generated Salary Savings

reports received from Division of Engineering Services, and textbook orders sent to LSU Union Bookstore and off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Salary Savings reports and textbook orders: Retain 3 years in

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

VENDOR CATALOGS

This series contains catalogs received from off campus.

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 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 WORKING FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of applications sent off campus, photocopies of papers, photocopies of

Promotion/Tenure forms, photocopies of resumes received from faculty, and photocopies of file lists.

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