DEPARTMENT OF PETROLEUM ENGINEERING
ABET FILES
This series contains off-campus correspondence, reports received from off campus, and procedural guidelines received from off campus.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, 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RETENTION: Retain in office until superseded, then destroy by recycling.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 computer-generated Invoices Paid During the Period Reports received from Accounting Services, photocopies of Reimbursement of Petty Cash sent to Office of the Registrar, photocopies of invoices sent to Accounting Services, and Invoice Log sheets.
RETENTION: Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by recycling.
ACCOUNTING POSTING FILES
This series contains photocopies of receiving reports sent to
Accounting Services, photocopies of invoices sent to Accounting
Services, photocopies of blanket orders sent to campus offices,
NCR copies of Internal Transactions sent to Accounting Services,
computer-generated monthly statements received from Accounting
Services, and photocopies of requisitions sent to Purchasing.
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.
ADVISOR CARDS
This series contains photocopies of Advisor Cards received from
Office of the Dean.
RETENTION: Retain in office 1 year after term distributed, then
destroy by shredding then landfill.
ADVISORY COMMITTEE FILES
This series contains annual reports sent to Advisory Committee, off-campus correspondence, and minutes of meeting received from off campus.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
ALUMNI LIST NOTEBOOK
This series contains file lists.
RETENTION: Retain in office while active, then destroy by
recycling.
ALUMNI SCHOLARSHIP FUND NOTEBOOKS AND ENDOWMENT FUNDS NOTEBOOKS
This series contains photocopies of off-campus correspondence.
RETENTION: Retain in office while active, then destroy by
recycling.
ALUMNI SOLICITATION FOR FUNDS FILES
This series contains off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
ANNUAL AND SICK LEAVE NOTEBOOKS
This series contains computer-generated Annual Leave Reports
received from Automated Systems and computer-generated Monthly
Leave Reports received from Automated Systems
RETENTION: Retain 3 years in office, then destroy by recycling.
BASIN RESEARCH INSTITUTE FILES
This series contains off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
BLOWOUT CONTROL SCHOOL FILES
This series contains examinations and file lists.
RETENTION: Examinations: Retain in office 1 year after term submitted, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.
BUDGET ALLOCATIONS FILES
This series contains budget reports, budget worksheets, and computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
CENTER FOR ENERGY STUDIES FILES
This series contains campus correspondence, campus near-print informational material, and photocopies of proposals sent to Center for Energy Studies.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
CHAIRMAN ADMINISTRATIVE FILES
This series contains campus correspondence, campus near-print informational material, file notes, and faculty evaluations received from Office of the Dean.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Evaluations: 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 landfill.
CLASS LISTS
This series contains computer-generated Class Lists received from
Student Records and Registration.
RETENTION: Retain in office 1 year after term distributed, then
destroy by shredding then landfill.
COMPANY FILES 1963-1983 (OBSOLETE)
This series contains off-campus correspondence.
RETENTION: Destroy by shredding then landfill.
CONFERENCE ROOM RESERVATION LOG
This series contains Conference Room Reservation Log sheets.
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.
COURSE OFFERING LIST
This series contains computer-generated Course Offering Lists.
RETENTION: Retain in office until superseded, then destroy by
recycling.
CURRICULUM FILES
This series contains photocopies of campus near-print informational material, photocopies of course descriptions, photocopies of Changes in Curriculum sent to Office of the Dean, and course requirements.
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, annotated surveys and reports, meeting minutes, campus and off-campus correspondence, newspaper clippings, file notes, campus near-print informational material, photocopies of Mineral Management Services Reports sent off campus, and file lists.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.
DISSERTATION PROPOSALS
This series contains photocopies of dissertation proposals.
RETENTION: Retain in office while active, 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 PROMOTION AND TENURE FILES
This series contains letters of endorsement, faculty appointment forms sent to Graduate School, faculty meeting minutes, curricula vitae, photocopies of faculty grant summary statements, and photocopies of faculty publications.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
FACULTY RECRUITMENT FILES
This series contains file notes, performance evaluations received from Office of the Dean, NCR copies of PER-i Requests for Permission to Fill a Vacancy sent to Human Resource Management, Requests for Authorization to Advertise, photocopies of job notices sent to Human Resource Management, and correspondence.
RETENTION: Hired: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Not Hired: Retain 1 year in office, then destroy by shredding then landfill.
GENERAL INFORMATION FILES
This series contains all or some of the following: photocopies of campus correspondence, master forms, campus and off-campus near-print informational material, file lists, file notes, and photocopies of annual reports sent to Division of Continuing Education.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GRADUATE ADVISOR FILES
This series contains photocopies of campus correspondence, photocopies of minutes of meetings received from Graduate School, photocopies of off-campus near-print informational material, procedural guidelines received from Graduate School, file lists, and file notes.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
GRADUATE ASSISTANTSHIPS FILES
This series contains photocopies of PER-17 Appointment Notifications sent to Human Resource Management, file notes, reports received from students, Form 1-9 Eligibilities for Employment, photocopies of W-4s, 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 COUNCIL FILES
This series contains photocopies of minutes of meetings received from Graduate Council, photocopies of campus near-print informational material, and file notes.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
GRADUATE PROGRAM FILES
This series contains photocopies of campus and off-campus correspondence, campus near-print informational material, and file lists.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GRADUATE STUDENT APPLICATIONS FILES
This series contains student evaluations, off-campus correspondence, and transcripts.
RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.
GRADUATE STUDENTS FILES
This series contains photocopies of campus correspondence, off-campus correspondence, photocopies of Programs of Study sent to Graduate School, photocopies of Changes in Program of Study sent to Graduate School, photocopies of Grade Reports received from Student Records and Registration, and photocopies of transcripts received from off campus.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
GRANTS AND SCHOLARSHIPS FILES
This series contains photocopies of grant applications, photocopies of grant reports, and campus and off-campus correspondence.
RETENTION: Retain in office 5 years after termination of contract, then destroy by shredding then landfill.
INVENTORY LOG
This series contains Inventory Log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
INVENTORY REPORTS
This series contains computer-generated Inventory Reports
received from Property Control.
RETENTION: Retain 1 year in office, then destroy by recycling.
LABORATORIES FILES
This series contains photocopies of equipment maintenance and
repair reports sent to Facility Services and Property Control.
RETENTION: Retain 5 years in office, then destroy by recycling.
LEAVE FILES
This series contains leave slips, computer-generated Annual Leave Summaries received from Human Resource Management, and leave cards
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
LSU CATALOGS
This series contains LSU Catalogs.
RETENTION: Retain in office while active or until superseded, then destroy by 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.
MIDTERM AND FINAL GRADE SHEETS
This series contains carbon copies of Midterm Grade Sheets sent to Student Records and Registration and carbon copies of Final Grade Sheets sent to Student Records and Registration.
RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.
MISCELLANEOUS FILES, 1978-1988 (OBSOLETE)
This series contains campus and off-campus correspondence, master copies of examinations, campus and off-campus near-print informational material, file lists, procedural guidelines, photocopies of PER-17 Turn-Around Documents sent to Human Resource Management, Recommendations for Promotion in Academic Rank, and dissertations.
RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Dissertations: Retain permanently in office. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then 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.
NEWSLETTER ARTICLE PUBLICATION FILES
This series contains off-campus correspondence and newspaper clippings or excerpts from publications received from off campus.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
1991 FRESHMEN ON DATABASE INTERESTED IN PETROLEUM ENGINEERING
This series contains computer-generated lists of 1991 Freshmen on Database Interested in Petroleum Engineering received from Office of the Dean.
RETENTION: Retain in office until superseded, then destroy by recycling.
PERSONNEL ACTIVITY REPORTS
This series contains computer-generated Personnel Activity
Reports received from Human Resource Management.
RETENTION: Retain 3 years in office, then destroy by recycling.
PETROLEUM ENGINEERING SCHOOLS FILES
This series contains off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
PHD GENERAL EXAMINATION REPORTS
This series contains photocopies of Ph.D. General Examination reports.
RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.
POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOKS
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.
PUBLICATIONS FILES
This series contains photocopies of off-campus correspondence and photocopies of papers received from professors.
RETENTION: Retain in office while active, then destroy by recycling.
PUBLIC SERVICE FILES
This series contains off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
PURCHASING AND REFERENCE FILES
This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, photocopies of Purchase Orders sent to Purchasing, and photocopies of requisitions sent to Purchasing.
RETENTION: 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.
RECRUITING FILES
This series contains photocopies of campus and off-campus correspondence, job applicant letters of reference received from off campus, and job applicant resumes received from off campus.
RETENTION: Retain 1 year in office, then destroy by shredding then landfill.
REPRINTS
This series contains newspaper clippings or excerpts from publications received from off campus.
RETENTION: Retain in office while active, then destroy by recycling.
RESEARCH FILES
This series contains photocopies of campus and off-campus correspondence and photocopies of proposals sent off campus.
RETENTION: Retain 3 years in office, then destroy by shredding then recycling.
RESEARCH PROJECT CORRESPONDENCE
This series contains photocopies of off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
RESUME FILES
This series contains resumes received from off campus and Release
Forms.
RETENTION: Retain 1 year in office, then destroy by shredding
then landfill.
RESUMES
This series contains resumes received from off campus.
RETENTION: Retain 1 year in office, then destroy by shredding
then landfill.
SCHOLARSHIP AND JOB UPDATE FILES
This series contains annotated computer-generated lists of student on scholarships, computer-generated job information lists, and release forms.
RETENTION: Retain 3 years in office, then destroy by landfill.
SCHOLARSHIP LISTS
This series contains computer-generated Scholarship Lists.
RETENTION: Retain 3 years in office, then destroy by landfill.
SECRETARY WORKING FILES, 1984-1986 (OBSOLETE)
This series contains photocopies of campus and off-campus
correspondence.
RETENTION: Destroy by shredding then landfill.
SHORT COURSES FILES
This series contains photocopies of campus and off-campus correspondence.
RETENTION: Retain in office while active, then destroy by recycling.
SOCIETY OF PETROLEUM ENGINEERS FILES
This series contains photocopies of campus and off-campus correspondence.
RETENTION: Retain in office while active, then destroy by recycling.
STAFF AND FACULTY PERSONNEL FILES
This series contains referral photocopies received from Human Resource Management, photocopies of resumes received from off campus, 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, photocopies of job descriptions sent to Human Resource Management, vitae received from off campus, and photocopies of the following sent to Human Resource Management:
1-9 Employee Eligibility Verifications, LSU-l Personnel Actions, PER-l Requests for Permission to Fill a Vacancy, PER-3 Personnel Status Changes, and PER-40 Contracts for Unclassified Employees.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
STUDENT COURSE EXAMINATIONS
This series contains student examinations.
RETENTION: Retain in office 1 year after term submitted, then
destroy by shredding then landfill.
STUDENT PAYROLL FILES
This series contains photocopies of procedural guidelines received from Payroll, photocopies of Payroll Vouchers sent to Payroll, photocopies of student assistant timesheets sent to Payroll, photocopies of student Turn-Around Documents sent to Student Aid and Scholarships, photocopies of driver's licenses sent to Student Aid and Scholarships, photocopies of LSU ID cards sent to Student Aid and Scholarships, photocopies of Social Security Cards sent to Student Aid and Scholarships, photocopies of W-4 forms sent to Student Aid and Scholarships, photocopies of Loyalty Oaths sent to Student Aid and Scholarships, photocopies of Eligibility Verifications sent to Student Aid and Scholarships, photocopies of 150 Permits sent to Student Aid and Scholarships, computer-generated Alpha Lists of Country Codes received from Payroll, computer-generated Payroll Check Distribution Reports received from Payroll, and timecards.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
STUDENT RESEARCH PAPERS
This series contains student research papers.
RETENTION: Retain in office while active, then destroy by recycling.
TALKS FILES
This series contains photocopies of campus and off-campus correspondence, photocopies of presentation received from off campus, and file lists.
RETENTION: Retain in office while active, then destroy by recycling.
TEACHER EVALUATIONS
This series contains photocopies of evaluations.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
TECHNOLOGY TRANSFER FILES
This series contains photocopies of campus and off-campus correspondence and file notes.
RETENTION: Retain in office while active, then destroy by recycling.
TEXTBOOK ORDER FILES
This series contains photocopies of book information requests sent to LSU Union Bookstore, book order worksheets, and campus correspondence.
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.
UNDERGRADUATE STUDENT FILES
This series contains photocopies of campus correspondence, off-campus correspondence, NCR copies of Grade Reports received from Student Records and Registration, photocopies of Degree Audits received from Student Records and Registration, photocopies of Advisor Cards received from Student Records and registration, and photocopies of transcripts received from off campus.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
UNDERGRADUATE STUDENTS LISTS
This series contains computer-generated Undergraduate Students lists.
RETENTION: Retain in office until superseded, then destroy by recycling.
UNIVERSITY ADMINISTRATIVE SPECIALIST GENERAL INFORMATION FILES
This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, procedural guidelines received from campus offices, menus received from off campus, file notes, file lists, computer-generated lists of students, and computer-generated Faculty Assignment Reports received from Student Records and Registration.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
UNIVERSITY ADMINISTRATIVE SPECIALIST REFERENCE NOTEBOOKS
This series contains photocopies of campus correspondence, campus near-print informational material, procedural guidelines, and file lists.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES
This series contains computer-generated Age Listings received from Accounting Services, questionnaires, file lists, scholarship applications, computer-generated schedules, photocopies of scholarship appointment forms sent to Office of the Dean, photocopies of scholarship checks received from Student Aid and Scholarships, signature lists for checks, master forms, off-campus near-print informational material, and file notes.
RETENTION: Scholarship records: Retain in office 5 years after termination of contract, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.
WELL LOGGING RESEARCH FILES
This series contains file notes and statistics.
RETENTION: Retain in office while active, then destroy by
recycling.
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.
WORKING FILES
This series contains photocopies of campus correspondence, campus near-print informational material, NCR copies of Work Requests sent to Facility Services, and computer-generated Payroll Check Distribution Reports received from Payroll.
RETENTION: Work Requests and Payroll Check Distribution Reports:
Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.