INSTITUTE FOR RECYCLABLE MATERIALS

COLLEGE OF ENGINEERING

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.

PERSONNEL FILES

This series contains photocopies of resumes received from off campus, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, photocopies of Loyalty Oaths sent to Student Aid and Scholarships, photocopies of I-9s sent to Student Aid and Scholarships, photocopies of W-4's sent to Student Aid and Scholarships, NCR copies of Employment Processing Forms, photocopies of campus and off-campus correspondence, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of receipts sent to Accounting Services, photocopies of Requests for Authorization to Travel received from Office of Dean, 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, PER-3 Personnel Status Changes, PER-is, PER-40 Contracts, and PER-25s.

RETENTION: Faculty and staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

PETTY CASH VOUCHERS

This series contains NCR copies of Petty Cash Vouchers sent to

Office of Bursar Operations.

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

SUBJECT FILES

This series contains photocopies of off-campus correspondence, photocopies of minutes of meetings received from committee chairman, off-campus near-print informational material, procedural guidelines received from campus offices, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Purchase Orders sent to Purchasing, computer-generated monthly leave reports received from Human Resource Management, file lists, file notes, photocopies of checks sent to Division of Engineering Services, and schedules.

RETENTION: Checks: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Budgets and purchase orders: Retain 3 years in office, then destroy by recycling. All other contents: 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.