RECORDS
AND INFORMATION SYSTEM
JUNIOR
DIVISION
ACADEMIC ACTION FILES
This series includes but may not be limited to
campus correspondence and photocopies and originals of Academic Action Change
Forms sent to Student Records and Registration.
RETENTION:
Campus correspondence: Retain 5
years in office, then destroy by shredding then recycling. Academic Action Change
Forms:
Retain in office 1 year after term distributed, then destroy by
shredding then landfill.
CLERK WORKING FILES
This series contains all or some of the
following: campus correspondence,
campus near-print informational material, file lists, roster, file notes, and
photocopies of procedural guidelines received from campus offices.
RETENTION:
Retain in office while active or until superseded, then destroy by
landfill.
CORRESPONDENCE, 1976-1985 (OBSOLETE)
This series contains campus and off-campus
correspondence.
RETENTION:
Transfer to University Archives.
DIRECTOR CORRESPONDENCE
This series contains campus correspondence.
RETENTION:
Retain 5 years in office, then destroy by shredding
then recycling.
ENROLLMENT MANAGEMENT REPORTS
This series contains computer-generated Enrollment
Management
Reports received from Data Processing.
RETENTION:
Retain in office until superseded, then destroy by
landfill.
FINAL GRADE REPORTS (OBSOLETE)
This series contains NCR copies of Final Grade
Reports received from Student Records and Registration.
RETENTION:
Retain in office 1 year after term distributed, then destroy by
shredding then landfill.
GRADE REPORTS (OBSOLETE)
This series contains NCR copies of Grade Reports
received from
Student Records and Registration.
RETENTION: Retain
in office 1 year after term distributed, then
destroy by shredding then landfill.
INCOMPLETE GRADES LOG
This series contains I Grade Log sheets.
RETENTION: Retain
in office while active, then destroy by
shredding then landfill.
JUNIOR DIVISION STUDENT ROSTER FILES
This series contains campus near-print informational material, file
lists, and photocopies of rosters received from Student Records and
Registration.
RETENTION:
Retain in office while active or until superseded, then destroy by
landfill.
LISTS
This series contains computer-generated lists
received from Data
Processing.
RETENTION:
Retain in office until superseded, then destroy by
recycling.
MIDTERM GRADE REPORTS
This series contains carbon copies of Midterm Grade
Reports received from Student Records and Registration.
RETENTION:
Retain in office 1 year after term distributed, then destroy by
shredding then landfill.
MISCELLANEOUS FILES
This series contains off-campus near-print
informational material, procedural guidelines, and file notes.
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.
PETITION FOR RECORDS
This series contains Petitions for Records.
RETENTION:
Retain in office until student record is transferred
to senior college, then destroy by shredding
then landfill.
POLICY STATEMENTS AND PROCEDURAL GUIDELINES
This series contains photocopies of policy
statements received from Office of the
Chancellor and photocopies of procedural guidelines received from Office of the
Dean.
RETENTION:
Retain in office until superseded, then destroy by recycling.
RECORDS CARDS (OBSOLETE)
This series contains record cards.
RETENTION:
Retain in office 5 years after graduation term or
term of last attendance, then destroy by
shredding then landfill.
RESIGNATION CARDS
This series contains confirmation copies of
Resignation Cards received from Student Records and Registration.
RETENTION:
Retain in office 1 year after term distributed, then destroy by
shredding then recycling.
SCHEDULE CONFIRMATIONS (OBSOLETE)
This series contains carbon copies of
Schedule Confirmations
received from Student Records and
Registration.
RETENTION:
Retain in office 1 year after graduation term or term
of last attendance, then destroy by shredding then landfill.
STUDENT ASSISTANT LOG
This series contains Student Assistant Log
sheets.
RETENTION:
Retain 3 years in office, then destroy by recycling.
STUDENT FILES
This series contains campus and off-campus
correspondence, ledgers, computer-generated data sheets received from
Admissions, notes received from professors, NCR copies of Drop/Add cards
received from Student Records and Registration, NCR copies of grade changes received
from Student Records and Registration, NCR copies of Grade Reports received
from Student Records and Registration, photocopies of transcripts received from
off campus, and photocopies of class schedules received from Student Records
and Registration.
RETENTION:
Retain in office 5 years after graduation term or term of last
attendance, then destroy by shredding then landfill.
STUDENT INFORMATION FILES
This series contains photocopies of campus
correspondence, campus and off-campus near-print informational material, file
lists, photocopies of Requests for Group Excuses received from campus offices,
schedules, file notes, computer-generated College Records Printed received from
Administrative Information Systems, schedule changes received from campus offices,
computer-generated Drop/Add Updates received from Administrative Information
Systems, computer-generated Master Packet Lists received from Administrative
Information Systems, computer-generated Composite Lists for JD received from
Administrative Information Systems, and computer-generated ID Rosters received
from Administrative Information Systems.
RETENTION:
Retain in office while active or until superseded, then destroy by
landfill.
STUDENT
SUPPORT SERVICES
JUNIOR
DIVISION
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.
CALENDARS OF STUDENT APPOINTMENTS
This series contains calendars.
RETENTION:
Retain 3 years in office, then destroy by landfill.
COUNSELOR WORKING FILES
This series contains campus and off-campus
correspondence, campus and off-campus near-print informational material, file
notes, and file lists.
RETENTION:
Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. All other contents:
Retain in office until superseded, then destroy by landfill.
DIRECTOR ADMINISTRATIVE FILES
This series contains campus and off-campus
correspondence, photocopies of meeting minutes received from campus offices,
computer-generated Operating Budgets for Fiscal Years received from Accounting
Services, photocopies of employee performance evaluations, file lists, and
resumes received from off campus.
RETENTION:
Correspondence: Retain 5 years
in office, then destroy by shredding then landfill. Evaluations: Retain in
office 2 years after termination or until final disposition of charge or civil
action, then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by
recycling.
GENERAL INFORMATION FILES
This series contains photocopies of campus
and off-campus correspondence, campus and off-campus near-print informational
material, and computer-generated student schedules.
RETENTION:
Retain in office until superseded, then destroy by landfill.
GRANT NOTEBOOKS
This series contains grants.
RETENTION:
Retain in office 3 years after termination of
contract, then destroy by shredding then
landfill.
INCOMPLETE STUDENT FILES
This series contains photocopies of 1040 tax
forms received from students, photocopies of transcripts received from off
campus, and autobiographies received from students.
RETENTION:
Retain in office 1 year after completion of job or contract, then
destroy by landfill.
LSU CATALOGS
This series contains LSU catalogs.
RETENTION:
Retain in office 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 until superseded, then destroy by landfill.
PEER TUTOR LOG
This series contains Peer Tutor Log sheets
with name, hours
tutored, subject, and who tutored by.
RETENTION:
Retain 3 years in office, then destroy by recycling.
SENSITIVE INFORMATION FILES
This series contains file notes.
RETENTION:
Retain in office while active, then destroy by
recycling.
STUDENT SUPPORT SERVICES REQUIREMENTS NOTEBOOKS
This series contains Student Support Services
Requirements.
RETENTION:
Retain in office until superseded, then destroy by
landfill.
TRANSFER CREDIT TRANSLATION TABLES
This series contains computer-generated
Transfer Credit
Translation Table received from Student
Records and Registration.
RETENTION:
Retain in office until superseded, then destroy by
landfill.
UNDERGRADUATE AND GRADUATE STUDENT FILES
This series contains applications, student
contracts, Needs
Assessments, and data sheets.
RETENTION:
Retain in office 5 years after graduation term or
term of last attendance, then destroy by
shredding then 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 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.
WORKSHOPS AND TRAINING NOTEBOOKS
This series contains workshop and training
information.
RETENTION:
Retain in office until superseded, then destroy by
landfill.