LOUISIANA WATER RESOURCES RESEARCH INSTITUTE

ACCOUNTING FILES

This series contains photocopies of procedural guidelines received from campus offices, 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.

COLLEGE OF ENGINEERING FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent to campus offices, photocopies of budget reports received from Division of Engineering Services, photocopies of proposals sent to campus offices, and photocopies of applications sent to campus offices.

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

EQUIPMENT AND FACILITIES FILES

This series contains photocopies of Equipment Inventories received from Property Control, warranties received from off campus, photocopies of shipping notices sent to Division of Engineering Services, photocopies of maintenance contracts sent off campus, and photocopies of Space Inventories sent to Facility Services.

RETENTION: Warranties: Retain in office for life of equipment, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by recycling.

GENERAL INFORMATION FILES

This series contains photocopies of annual reports received from campus offices, photocopies of campus and off-campus correspondence, and campus and off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

NEWSLETTERS

This series contains newsletters received form off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

PROFESSIONAL ORGANIZATION INFORMATION FILES

This series contains off-campus correspondence, photocopies of minutes of meetings received from off campus, and off-campus near-print informational material.

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.

RESEARCH FILES

This series contains photocopies of annual program reports sent to US Geological Survey, photocopies of annual applications sent to US Geological Survey, proposals received from faculty, pre-proposals received from faculty, photocopies of subcontracts received from off campus, photocopies of completion reports received from faculty, calls for proposals, photocopies of researcher manuals, photocopies of award letters received from US Geological Survey, and log sheets with name, date, and title of proposal.

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

STAFF PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource Management: Position Descriptions, LSU-1 Personnel Actions, LSU-5 Attendance and Leave Records, PER-2 Personnel Appointments, and PER-3 Personnel Status Changes.

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

STUDENT ASSISTANT PERSONNEL FILES

This series contains photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: Form 1-9 Employee Eligibility Verifications, W-4s, Loyalty Oaths, Employment Processing Forms, Social Security cards, driver's licenses, and passports.

RETENTION: Retain in office 3 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 annual reports sent off campus, campus and off-campus correspondence, campus near-print informational material, photocopies of schedules generated here and received from campus offices, file notes, file lists, and originals and photocopies of agendas generated here and received from campus offices.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

THESES AND DISSERTATIONS

This series contains theses and dissertations.

RETENTION: Retain permanently in office.

WATER RESOURCES INFORMATION FILES

This series contains campus and off-campus correspondence and campus and off-campus near-print informational material.

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.

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.