ADMINISTRATIVE SERVICES

LSU LIBRARIES

ACCOUNT LISTING

This series contains a computer-generated reports received from

Accounting Services.

RETENTION: Retain in office while active, then destroy by

recycling.

ADMINISTRATIVE BUDGET FILES

This series contains Purchase Orders received from Purchasing, photocopies of Requisitions sent to Purchasing, and photocopies of invoices sent to Accounting Services.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by recycling.

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.

ADMINISTRATIVE FILES

This series includes but may not be limited to campus correspondence, financial statements, summaries of requests for student assignments, student updates, supply requests, master forms, file lists, duplication requests, United Parcel Service receipts, telephone requests, Facility Services log sheets, and Receiving Reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Record (master) copy:

Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. All other contents:

Retain 3 years in office, then destroy by landfill.

BLISS FILE NOTES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

BUDGET INFORMATION FILES

This series includes but may not be limited to file notes and

Operating Budget for Fiscal Year received from Budget and

Planning.

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

BUSINESS PROCEDURES HANDBOOK

This series contains a Business procedures Handbook received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

landfill.

CHECK REGISTER, (OBSOLETE)

This series contains computer-generated register sheets with

vendor name, amount, etc.

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

CORRESPONDENCE AND FINANCIAL STATEMENT NOTEBOOKS, 1984-1985

(OBSOLETE)

This series contains correspondence and financial statements.

RETENTION: Destroy by shredding then landfill.

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.

FINANCIAL STATEMENTS NOTEBOOK

This series contains computer-generated financial statements.

RETENTION: Retain 2 years in office, then destroy by recycling.

INTERLIBRARY LOAN AND BLISS SEARCH SERVICES FILES

This series contains invoices sent to Accounting Services, computer-generated Dialog or Online Computer Library Center, reports, checks, search requests, and file lists.

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

INTERNAL TRANSACTIONS

This series contains Internal Transactions.

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

INVOICES

This series contains NCR copies or photocopies of invoices sent

to Accounting Services.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

JOURNAL ENTRIES AND LEDGERS NOTEBOOKS

This series contains journal entries, ledgers, and campus and off-campus correspondence.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

JOURNAL ENTRY NOTEBOOKS, 1981-1985 (OBSOLETE)

This series contains control sheets and log sheets noting date, transmittal number, account number, etc.

RETENTION: Destroy by recycling.

LEDGERS

This series contains computer-generated ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

LEDGERS AND TRANSMITTALS

This series contains computer-generated ledgers received from Accounting Services and photocopies of transmittals sent to Accounting Services.

RETENTION: Ledgers: Retain in office until superseded, then destroy by recycling. Transmittals: Retain 3 years in office, then destroy by recycling.

NOTIS INVOICE NUMBERS AND AMOUNTS LISTS

This series contains photocopies of lists NOTIS invoices numbers and amounts.

RETENTION: Retain in office while active, then destroy by recycling.

NOTIS SYSTEM REPORTS

This series contains computer-generated NOTIS reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

ORDER SHEETS, 1982-1982 (OBSOLETE)

This series includes but may not be limited to photocopies of

order sheets sent to campus offices.

RETENTION: Destroy by recycling.

PAID CHECK REGISTER, (OBSOLETE)

This series contains computer-generated reports noting check

number and date paid received from Accounting Services.

RETENTION: Destroy by landfill.

PURCHASE ORDERS

This series contains Purchase Orders.

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

PURCHASING FILES

This series contains supply lists, supply requests, requisitions

sent to Purchasing, and campus correspondence.

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

STUDENT APPLICATIONS

This series contains applications.

RETENTION: Retain 1 year in office, then destroy by shredding

then landfill.

STUDENT ASSISTANT ALLOTMENT CARD FILE

This series contains cards with name of student, allotment, and amount spent.

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

STUDENT ASSISTANT FILES

This series includes but may not be limited to applications and Student Employment Processing Sheets received from Accounting Services, and NCR copies of Per-17 Turn-Around Documents.

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

STUDENT ASSISTANT IDENTIFICATION CARDS

This series contains photocopies of library student assistant identification cards.

RETENTION: Retain in office while active, then destroy by recycling.

STUDENT ASSISTANT LISTS

This series contains lists noting student worker name, department worked in, and rate of pay.

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

STUDENT BUDGET NOTEBOOKS

This series contains computer-generated financial statements.

RETENTION: Retain 2 years in office, then destroy by recycling.

STUDENT PAYROLL DISTRIBUTION REPORTS, 1974-1975 (OBSOLETE)

This series contains Payroll Distribution Reports photocopies of

Accounting Services.

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

then recycling.

STUDENT PAYROLL FILES

This series includes but may not be limited to originals and photocopies of timesheets and Payroll Distribution Reports received from Accounting Services.

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

STUDENT TIMESHEETS

This series contains photocopies and originals of timesheets.

RETENTION: Retain in office until summarized, then destroy by

shredding then recycling.

TOOL FILES, (OBSOLETE)

This series contains lists of tools and check out sheets.

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

TRAVEL EXPENSE VOUCHERS

This series contains NCR copies of Travel Expense Vouchers sent to Accounting Service.

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

UNITED PARCEL SERVICE RECORD BOOK

This series contains records noting UPS pickups.

RETENTION: Retain 1 year in office, then destroy by landfill.

VENDOR CATALOGS

This series contains vendor catalogs received from off-campus.

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

WARRANT I ES

This series contains warranties received from off campus.

RETENTION: Retain in office while active, 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.