TRANSPORTATION TECHNOLOGY TRANSFER

COLLEGE OF ENGINEERING

ADMINISTRATIVE FILES

This series contains originals and photocopies of campus and off-campus correspondence, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of check requests sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders received from Purchasing, NCR copies of Receiving Reports sent to Purchasing, and photocopies of Travel Expense Vouchers sent to Accounting Services.

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

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

BUDGET FILES

This series contains Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of progress reports, NCR copies of Purchase Orders sent to Purchasing, Receiving Reports sent to Purchasing, 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.

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information in the LSU Retention and Disposal Schedule and 2) maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

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.

DIRECTOR ADMINISTRATIVE FILES

This series contains procedural guidelines received from campus, offices computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, computer-generated monthly ledger sheets received from Accounting Services, file lists, and file notes.

RETENTION: Budgets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.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 used to produce hard copy that in 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.

GENERAL FILES

This series contains photocopies of reports, correspondence, off-campus near-print informational material, computer-generated monthly ledger sheets received from Accounting Services, work plans, file notes, file lists, and requests for publications.

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 landfill.

INFORMATION FILES

This series contains file lists and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

NEWSLETTERS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

TRANSPORTATION TECHNOLOGY TRANSFER NEWSLETTERS

This series contains newsletters.

RETENTION: Retain in office while active, then transfer to

University Archives.

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.