OFFICE
OF THE DEAN
JUNIOR
DIVISION
ADMINISTRATIVE FILES, 1977-1989 (OBSOLETE)
This series contains photocopies of annual reports
sent to Office of the Vice-Chancellor, campus and off-campus correspondence,
photocopies of meeting minutes, off-campus near-print informational material,
photocopies of news clippings, file notes, photocopies of Strategic Plan sent
to Board of Regents, photocopies of request worksheets, and schedules.
RETENTION:
Transfer to the University Archives.
ADMINISTRATIVE SECRETARY WORKING FILES
This series contains campus and off-campus
correspondence, master forms, meeting minutes generated here and received from
campus offices, campus and off-campus near-print informational material,
newspaper clippings received from off campus, photocopies of Position
Descriptions, computer-generated Academic Disposition of New Freshmen received
from Admissions, computer-generated Summary ACT Composite Score for Probation
received from Administrative Information Services, photocopies of reports
received from campus offices, file notes, file lists, and organizational
charts.
RETENTION:
Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. Position descriptions:
Retain 2 years in office, then destroy by
landfill. All other contents: Retain in office while active or until
superseded, then destroy by landfill.
ADVANCED PLACEMENT SUMMER INSTITUTE FILES
This series contains photocopies of annual reports
sent to Office of Vice-Chancellor, campus and off-campus correspondence, master
forms, campus and off-campus near-print informational material, file notes,
telephone message sheets, galley proofs, file lists, and evaluations received
from teachers.
RETENTION:
Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. Master forms: Record
(master) copy: Retain permanently in office. Duplicates:
Retain in office while active, then destroy by
landfill. All other contents: Retain in office while active or until
superseded, then destroy by landfill.
AFFIRMATIVE ACTION REPORTS
This series contains reports received from Human Resource
Management.
RETENTJON:
Retain in office while active, then destroy by
landfill.
ASEP ENGLISH COORDINATOR FILES
This
series contains campus correspondence, campus near-print informational
material, procedural guidelines, file lists, NCR copies of Midterm Grade Sheets
sent to Student Records and Registration, NCR copies of Final Grade Sheets sent
to Student Records and Registration, grade appeals, Self-Evaluations, papers,
examinations, essays, and photocopies of essay test results.
RETENTION:
Class records: 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.
ASEP MATH COORDINATOR FILES
This series contains NCR copies of Class Lists
received from Student Records and Registration, NCR copies of Grade Sheets
received from Student Records and Registration, pass rates, class schedules
received from Student Records and Registration, student evaluations, student
examinations, and file notes.
RETENTION:
Retain in office 1 year after term distributed, then destroy by
shredding then landfill.
ASEP READING COORDINATOR FILES
This series contains NCR copies of Grade Reports
received from Student Records and Registration, Grade Books, computer-generated
NDE Test Scores received from Measurement and Evaluation Center, and NCR copies
of Class Rosters received from Student Records and Registration.
RETENTION:
Retain in office 1 year after term distributed, then destroy by
shredding then landfill.
BUDGET PREPARATION FILES
This series contains campus and off-campus
correspondence, computer-generated Requests for Budget Adjustments received
from Accounting Services, photocopies of Per-2 Personnel Appointment forms sent
to Human Resource Management, photocopies of Per-17 Turn-Around Documents sent
to Human Resource Management, computer-generated Preliminary Budgets received
from Budget and Planning, Full-time Teacher Equivalencies Table received from
Budget and Planning, computer-generated Budget Forms A and B received from
Budget and Planning, and file lists.
RETENTION:
Personnel reports: Retain in
office 2 years after termination or until final disposition of charge or civil
action, then destroy by shredding then recycling. Correspondence: Retain 5 years in office, then destroy by
shredding then landfill. Budget records:
Retain 3 years in office, then destroy by recycling.
BUDGET TRANSACTION REFERENCE NOTEBOOKS
This
series contains campus correspondence, off-campus near-print informational
material, computer-generated Monthly Ledger Sheets received from Accounting
Services, original copies or photocopies of student assistant timesheets sent
to Human Resource Management, photocopies of Classified Timesheets sent to Human
Resource Management, Departmental Timesheets, computer-generated Payroll Check
Distribution Reports received from Human Resource Management, Requests for
Authorization to Travel, TAG forms, NCR copies of Requests for Quick Copy
Service sent to Duplications, and the following sent to Accounting
Services: photocopies of Internal
Transactions, photocopies of Travel Expense Vouchers, photocopies of Purchase
Orders, and photocopies of Check Requests.
RETENTION:
Retain 2 years in office, then 5 years in Records Center, then destroy
by shredding then landfill.
CAREER ORIENTATION PLACEMENT AND EVALUATION SURVEYS
This series contains survey sheets.
RETENTION:
Retain 3 years in office, then destroy by shredding
then landfill.
CHECK FILES
This series contains annotated computer-generated
Mailing Lists
received from Human Resource Management and
procedures lists.
RETENTION:
Retain 3 years in office, then destroy by recycling.
CLASS MANAGEMENT REPORTS AND SPRING TESTING REPORTS
This series contains computer-generated Class
Management Reports received from Administrative Information Services and
computer-generated Spring Testing Reports received from Administrative
Information Services.
RETENTION:
Retain 3 years in office, then destroy by landfill.
CLERK REFERENCE FILES
This series contains photocopies of campus
correspondence, campus near-print informational material, and file notes.
RETENTION:
Retain in office while active or until superseded, then destroy by landfill.
COMMITTEE FILES
This series contains photocopies of meeting minutes
received from campus offices, draft copies of policy statements, and file
notes.
RETENTION:
Retain in office while active, then destroy by recycling.
DEAN WORKING FILES
This series contains campus correspondence,
photocopies of
Requests for Budget Adjustments sent to Budget and
Planning, and
speeches.
RETENTION:
Retain 5 years in office, then transfer to University
Archives.
DEPARTMENT ADMINISTRATIVE FILES
This series contains campus correspondence,
off-campus near-print informational material, policy statements received from
Office of the Chancellor, Position Descriptions received from off campus,
computer-generated Application Statistics received from Admissions,
computer-generated Enrollment Summaries received from Admissions,
computer-generated Grade Study of Male and Female Students received from Budget
and Planning, computer-generated Grade Distribution Reports received from
Student Records and Registration, file lists, file notes, and organizational
charts.
RETENTION:
Retain 5 years in office, then transfer to University Archives.
DEVELOPMENTAL EDUCATION FILES
This
series contains campus and off-campus correspondence computer-generated
Pre-Registration Schedules received from Admissions, proposals, and file notes.
RETENTION:
Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. Proposals: Retain 3 years
in office, then destroy by recycling.
All other contents:
Retain in office while active, then destroy by
recycling.
DEVELOPMENTAL EDUCATION NOTEBOOKS, 1977-1980
(OBSOLETE)
This series contains photocopies of reports sent to
Board of
Regents and correspondence.
RETENTION:
Transfer to University Archives.
DOCUMENTS PAID DURING THE PERIOD
This series contains computer-generated Documents
Paid During the
Period received from Accounting Services.
RETENTION:
Retain 3 years in office, 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 AND STAFF PERSONNEL FILES
This series includes but may not be limited to
photocopies of resumes, photocopies of rejection letters, photocopies of appointment
forms sent to respective LSU college or school, 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, and vitae received from off campus.
RETENTION:
Retain in office 2 years after termination or until final disposition of
charge or civil action, then destroy by shredding then landfill.
FACULTY AND STUDENT AWARDS FILES
This series contains campus and off-campus
correspondence and file notes.
RETENTION:
Retain 5 years in office, then destroy by shredding then landfill.
FINANCIAL AID APPEALS
This
series contains Financial Aid Appeals received from students.
RETENTION:
Retain in office 5 years after award year has ended, or until resolution
of any federal audit questions, then destroy by shredding then landfill.
FOLLOW-UP FILES
This series contains photocopies of campus
correspondence, photocopies of invoices received from off campus, file notes,
and computer-generated Office Supply Catalog received from Campus Stores.
RETENTION:
Retain in office while active, then destroy by recycling.
FRESHMAN SURVEYS
This series contains Freshman Surveys received from
Measurement and Evaluation Center.
RETENTION:
Retain 3 years in office, then destroy by shredding then landfill.
GENERAL INFORMATION FILES
This series contains campus and off-campus
correspondence, computer-generated Inventories of Office Equipment received
from Property Control and campus and off-campus near-print informational
material.
RETENTION:
Inventories: Retain 1 year in
office, then destroy by landfill.
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.
GRADUATE ASSISTANTS FILES
This series contains campus correspondence,
computer-generated Per-17 Turn-Around Documents sent to Human Resource
Management, and evaluations.
RETENTION:
Retain in office 3 years after termination or until final disposition of
charge or civil action, then destroy by shredding then landfill.
INVENTORY CARD FILE
This series contains inventory cards.
RETENTION:
Retain in office while active, then destroy by
landfill.
JUNIOR DIVISION STUDENTS BY MAJOR REPORTS
This series contains computer-generated Junior
Division Students
by Major reports received from Administrative
Information Services.
RETENTION:
Retain in office until superseded, then destroy by landfill.
LEAVE FILES
This series contains LSU-5 Attendance and Leave
Records,
computer-generated Leave Tracking Reports received
from Human
Resource Management, Applications for Leave, and
Leave Variance
Reports.
RETENTION:
Retain in office 2 years after termination or until final disposition of charge or civil action,
then destroy by shredding then landfill.
LEAVE TRACKING REPORTS
This series contains computer-generated Leave
Tracking Reports received from Accounting Services.
RETENTION: Retain
in office until superseded, then destroy by
recycling.
LIST OF SPRING TESTING SCORES AND UNDERGRADUATE
FRESHMEN LIST
This series contains computer-generated lists
received from
Administrative Information Services.
RETENTION:
Retain 3 years in office, then destroy by landfill.
LONG-DISTANCE BILLS
This series contains photocopies of Long-Distance
Bills received
from Telecommunications.
RETENTION:
Retain 3 years in office, then destroy by recycling.
LSU CATALOGS
This series contains LSU Catalogs.
RETENTION:
Retain in office while active or until superseded, then destroy by
landfill.
MAILING LISTS AND SPACE INVENTORY REPORTS
This series contains computer-generated Mailing
Lists received
from Human Resource Management and
computer-generated Space
Inventory Reports received from Facility
Development.
RETENTION:
Retain 3 years in office, then destroy by recycling.
NACADA REGISTRATION FORMS
This series contains registration forms.
RETENTION:
Retain 3 years in office, then destroy by landfill.
NATIONAL ACADEMIC ADVISING ASSOCIATION FILES
This series contains correspondence and off-campus
near-print
informational material.
RETENTION:
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.
PARENT CAMPAIGN NOTEBOOK
This series contains Parent Campaign forms.
RETENTION: Retain
3 years in office, then destroy by recycling.
PARENT ORIENTATION FOLLOW-UP CARD FILE
This series contains cards with names, addresses,
etc.
RETENTION: Retain
in office while active, then destroy by
landfill.
PERSONNEL ACTIVITY REPORTS
This series contains computer-generated Personnel
Activity
Reports received from Human Resource Management.
RETENTION:
Retain in office until superseded, then destroy by
recycling.
PLACEMENT RESULTS
This series contains computer-generated Placement
Results
received from Administrative Information Systems.
RETENTION:
Retain 3 years in office, then destroy by 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.
PRE-ENROLLMENT COUNSELING SUMMER APPOINTMENT FILES
This series contains photocopies of Per-3 Personnel
Status Changes sent to Human Resource Management, photocopies of Per-17
Turn-Around Documents sent to Human Resource Management, and computer-generated
Extra Compensation forms sent to departments.
RETENTION:
Retain in office 2 years after termination or until final disposition of
charge or civil action, then destroy by shredding then landfill.
RANKING REPORTS
This series contains computer-generated Ranking
Reports.
RETENTION:
Retain 3 years in office, then destroy by landfill.
RECEPTIONIST REFERENCE FILES
This series contains campus near-print informational
material and file notes.
RETENTION:
Retain in office while active or until superseded, then destroy by
landfill.
REGISTRATION INFORMATION FILES
This series contains campus and off-campus
correspondence and 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.
REPORTS, 1982-1985 (OBSOLETE)
This series contains computer-generated reports
received from
Administrative Information Services.
RETENTION: Destroy
by landfill.
RETREAT FILES
This series contains campus and off-campus
near-print informational material and file notes.
RETENTION:
Retain in office while active or until superseded, then destroy by
landfill.
SCHOLARSHIP FILES
This series contains correspondence, photocopies of
meeting minutes received from campus offices, campus and off-campus near-print
informational material, and file lists.
RETENTION:
Retain 5 years in office, then destroy by shredding then landfill.
SECRETARY REFERENCE FILES
This series contains photocopies of campus
correspondence, campus and off-campus near-print informational material, and
procedural guidelines.
RETENTION:
Retain in office while active or until superseded, then destroy by
landfill.
SECRETARY WORKING FILES
This series contains photocopies of campus and
off-campus correspondence, photocopies of meeting minutes received from campus
offices, campus near-print informational material, policy statements received
from Office of the Chancellor, procedural guidelines, file notes, file lists,
and Self-Study reports.
RETENTION:
Retain in office while active or until superseded, then destroy by
landfill.
SLIDES NOTEBOOK
This series contains slides.
RETENTION:
Retain permanently in office.
SPREADSHEETS ON BUDGET REPORTS
This series contains computer-generated Spreadsheets
on Budget reports.
RETENTION:
Retain in office until superseded, then destroy by landfill.
SPRING TESTING APPLICANTS AND SPRING TESTING TEST
SCORES
This series contains computer-generated reports
received from
Administrative Information Services.
RETENTION:
Retain 3 years in office, then destroy by landfill.
SPRING TESTING APPLICATIONS
This series contains Spring Testing Applications.
RETENTION:
Retain 3 years in office, then destroy by shredding
then landfill.
SPRING TESTING FILES
This series contains Profile of Academic Abilities
received from Measurement and Evaluation Center, Recommendation Forms, Parent
Orientation Registration Forms, NCR copies of class registration schedules
received from Student Records and Registration, NCR copies of Advance Standings
sent to Student Records and Registration, and T-Shirt Order Forms.
RETENTION:
Retain 3 years in office, then destroy by landfill.
SPRING TESTING INFORMATION FILES
This
series contains campus and off-campus correspondence, campus and off-campus
near-print informational material, photocopies of bills sent to Accounting
Services, schedules, file notes, photocopies of Spring Testing Exception
Reports, and photocopies of Requests for Budget Adjustments sent to Accounting
Services.
RETENTION:
Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. Near-print informational material: Retain in office while active or until superseded, then destroy
by landfill. All other contents: Retain 3 years in office, then destroy by
recycling.
SPRING TESTING REPORT FILES
This series contains computer-generated Spring
Testing Results received from Administrative Information Services and
computer-generated Composite List of Freshmen Invited to Spring Testing
received from Administrative Information Services.
RETENTION:
Retain 3 years in office, then destroy by landfill.
SPRING TESTING RESULTS BY HIGH SCHOOL
This series contains computer-generated Spring
Testing Results by
High School received from Measurement and Evaluation
Center.
RETENTION:
Retain in office until superseded, then destroy by
recycling.
STUDENT AND STAFF TIMESHEETS NOTEBOOKS
This series contains timesheets sent to Human
Resource Management.
RETENTION:
Staff timesheets: Record
(master) copy: Retain in office 2 years
after termination or until final disposition of charge or civil action, then
destroy by shredding then landfill.
Duplicates:
Retain in office until summarized, then destroy by shredding then
landfill. Student timesheets: Record (master) copy: Retain in office 3 years after termination
or until final disposition of charge or civil action, then destroy by shredding
then landfill. Duplicates: Retain in office until summarized, then
destroy by shredding then landfill.
STUDENT ASSISTANT FILES
This series contains campus correspondence, campus
near-print informational material, evaluations, file notes, computer-generated
Student Employment Processing Forms sent to Human Resource Management, and file
lists.
RETENTION:
Retain in office 3 years after termination or until final disposition of
charge or civil action, then destroy by shredding then recycling.
TUTORIAL RECAP NOTEBOOK
This series contains campus correspondence and file
lists.
RETENTION:
Correspondence: Retain 5 years
in office, then destroy by shredding then recycling. All other contents:
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.
WORK REQUESTS
This series contains photocopies of Work Requests
sent to
Facility Services.
RETENTION:
Retain 3 years in office, then destroy by recycling.