LIBRARY SYSTEMS 

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

AUTOMATION WORKING FILES

This series includes but may not be limited to file notes, campus correspondence, electronic mail, and meeting minutes.

RETENTION: Correspondence: Retain 5 years in office, and then destroy by shredding then recycling. Electronic Mail: Retain for 3 years and then delete. Transitory e-mail, such as unsolicited and junk e-mail, listserv and broadcast messages, meeting reminders and other reminders, and personal non-work related e-mail received by employee, may be deleted immediately. All other contents: Retain in office while active, then destroy by recycling. Electronic files should be deleted from hard drives and the LAN.

FLOOR PLANS

This series includes copies of floor plans of computer cabling for LSU Libraries.

RETENTION: Retain in office permanently.

COMMITTEE NOTES

This series contains but is not limited to copies of committee minutes, meeting notes.

RETENTION: Retain in office while active and then destroy by landfill.

COMPUTING SERVICES TOPICS/DIVISIONS

This series contains but is not limited to working notes and other information from computing services regarding software applications.

RETENTION: Retain in office while active and destroy by recycling or landfill.

CONFERENCE MATERIALS

This series includes conference programs and fliers.

RETENTION: Retain in office while active and destroy by recycling or landfill.

CURRENT PROJECTS FILES

This series includes but is not limited to equipment requests and working notes on staff projects.

RETENTION: Retain in office while active and then destroy by landfill or 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 FILES

This series includes but may not be limited to photocopies of bids, NCR copies of receipts, photocopies of license agreements, floor plans, cabling plans, off-campus near-print informational material, equipment check out files, repair notes and letters received from vendors.

RETENTION: Receipts: Retain in office a minimum of seven years, then destroy by shredding then landfill. Plans: Retain permanently in office. All other contents: Retain a minimum of 5 years in office, then destroy by shredding then landfill.

HISTORICAL FILES

This series includes but may not be limited to budgets, photocopies of monthly financial statements, meeting minutes, campus and off-campus correspondence, off-campus near-print informational material, file notes, and transparencies.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budgets and financial statements: Retain 3 years in office, and then destroy by recycling. All other contents: Retain in office while active or until superseded, and then destroy by landfill. 

LAN Files

This series includes purchase orders, equipment files, hardware files and software files. It also includes account requests, service requests and status reports.

RETENTION: Purchase Orders: Retain in office for 3 years then destroy by shredding. Account requests: Retain in office for three years and destroy by landfill. If these records are maintained electronically, destroy by deleting. All other contents: Retain in office while active or until superseded then destroy by recycling, landfill, or deletion of electronic file.

LSU AND LIBRARIES ADMINISTRATIVE FILES

This series includes but may not be limited to copies of policy statements, committee meeting minutes, grant proposal drafts, staff evaluations, and drafts of reports.

RETENTION: Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, and then destroy by recycling.

LOUIS/LLN/LALINC FILES

This includes but is not limited to committee notes and LOUIS newsletters.

RETENTION: Retain in office while active and destroy by recycling or landfill.

SIRSI ADMINISTRATIVE FILES

This series includes but may not be limited to photocopy of contract, draft expenditure spreadsheets, draft expenditure projections, log-on identification lists, security level lists, campus and off-campus correspondence, photocopies of questionnaires sent off campus, file notes, and photocopies of articles.

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

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

SIRSI FILES

This series includes but may not be limited to file notes, campus and off-campus correspondence, work requests, letters received, photocopies of articles, copies of iLink screens, copies of procedural guidelines, workflow studies, and workflow projections.

RETENTION: Retain 5 years in office, and then transfer to University

Archives.

OCLC AND RLIN ACCOUNT FILES

RETENTION: Retain in office while active and then destroy by recycling or landfill.

PERSONNEL FILES

This series consists of employee records and includes but is not limited to employee evaluations.

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

SOFTWARE LICENSES

RETENTION: Retain for two years following the termination of the license.

SIRSI MANUALS

This series contains manuals pertaining to SIRSI.

RETENTION: Retain in office while active and then destroy by landfill.

STUDENT WORKER RECORDS

This series contains student worker employment files.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, and destroy by shredding.

WORD PROCESSING FILES

This series contains documents such as letters, messages, memoranda, 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.