DEPARTMENT OF MECHANICAL ENGINEERING

ACCOUNTING POSTING FILES

This series includes but may not be limited to invoices, photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of bills sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, and photocopies of monthly statements 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 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.

APPOINTMENT FORMS

This series contains photocopies of appointment 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 recycling.

CHAIRMAN CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

COURSE MANAGEMENT FILES

This series includes but may not be limited to Course Management

Reports received from Student Records and Registration, NCR

copies of Requests for Drop/Add of Sections sent to Student

Records and Registration, enrollment lists received from Student

Records and Registration, and faculty Assignment Report

Worksheets received from Student Records and Registration.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to procedural guidelines received from campus offices, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, photocopies of grant applications and awards, annotated surveys and reports, State Employee Group Benefit Memoranda, master forms, meeting minutes, photocopies of Academic Personnel Reports received from Human Resource Management, faculty project budget proposals, carbon copies of formal faculty meeting minutes, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, campus and off campus correspondence₁ newspaper clippings, file notes, photocopies of Requests for Changing or Dropping a Course sent to Office of the Dean, photocopies of requisitions sent to Accounting Services, computer-generated Management Reports received from Student Records and Registration, computer-generated Faculty Assignment Lists received from Budget and Planning, photocopies of policy statements received from Office of the Chancellor, Class Lists received from Student Records and Registration, leave cards, and caller identification forms sent to Telecommunications.

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

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. Personnel and leave records: Retain in office 2 years after termination or until final disposition of charge or civil action, 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.

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.

FACULTY PERSONNEL FILES

This series contains teacher evaluations received from Office of the Dean, personnel appointment forms, PER-3 Personnel Status Changes, continuation and separation forms, vitae, and promotion and tenure forms.

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

GENERAL CORRESPONDENCE

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

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

GRADUATE STUDENT FILES

This series contains off-campus correspondence, photocopies of transfers received from Graduate School, photocopies of GRE scores received from Graduate School, carbon copies of Grade Sheets received from Student Records and Registration, examination forms, photocopies of Plans of Study sent to Graduate School, photocopies of assistantship letters, and photocopies of Credentials Analysis received from Admissions.

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

GRANTS AND CONTRACTS FILES

This series contains ledgers, worksheets, and photocopies of

invoices sent to Accounting Services.

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

Center, then destroy by shredding then landfill.

KEY CARD FILE

This series contains key cards.

RETENTION: Retain in office while active, then destroy by

landfill.

LEAVE FILES

This series includes but may not be limited to campus correspondence and leave slips.

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

PERSONNEL ACTIVITY REPORTS

This series contains photocopies of PARS received from Human

Resource Management.

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

PERSONNEL REFERENCE FILES

This series contains procedural guidelines, faculty resumes received from off campus, and Leave Tracking Reports received from Human Resource Management.

RETENTION: Procedural guidelines: Retain in office until superseded, then destroy by recycling. All other contents:

Retain in office 2 years after termination or until final disposition of charge or civil action, 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 procedural guidelines received from campus offices.

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

REJECTED FACULTY APPLICANT FILES

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

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

SECRETARY WORKING FILES

This series contains NCR copies of Internal Transactions sent to Accounting Services, NCR copies of invoices sent to Accounting Services, petty cash log sheets, computer-generated Payroll Check Distribution Reports received from Accounting Services, photocopies of student assistant timesheets, equipment guarantees received from off campus, NCR copies of Federal Express bills, photocopies of Petty Cash Vouchers sent to Accounting Services, and Requests for Authorization to Travel.

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

STAFF PERSONNEL FILES

This series contains referral photocopies received from Human Resource Management, photocopies of resumes, 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, and photocopies of job descriptions 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 landfill.

TIMESHEETS

This series contains photocopies of timesheets sent to Payroll.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

TURN-AROUND DOCUMENTS

This series contains Turn-Around Documents received from 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.

UNDERGRADUATE CANDIDATES FOR DEGREE FILES

This series contains photocopies of Official Check Out Sheets for

Bachelor's Degree sent to Office of the Dean and photocopies of

Degree Candidates List received from Office of the Dean.

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

of last attendance, then destroy by shredding then landfill.

UNDERGRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of transcripts received from Student Records and registration, carbon copies of Grade Sheets sent to Student Records and Registration, photocopies of requests for schedule changes sent to Student Records and Registration, and schedule cards 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 WORKING FILES

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

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

VENDOR CATALOGS

This series contains vendor 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 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.