INTERLIBRARY SERVICES
(DRAFT -- Do not destroy records according to these draft guidelines.)
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, 1968-1978 (OBSOLETE)
This series contains meeting minutes, campus and off-campus
correspondence, employee records, and contractural agreements.
RETENTION: Destroy by shredding then landfill.
AMERICAN LIBRARY ASSOCIATION LIBRARY REQUEST FORMS
This series contains ALA Library Request Forms.
RETENTION: Retain 3 years in office, then destroy by landfill.
ANNUAL REPORTS
This series contains annual reports.
RETENTION: Retain 3 years in office, then destroy by recycling.
BILLING SYSTEM FILES
This series contains transmittals, vouchers, and deposit
receipts.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by landfill.
CENTER FOR RESEARCH LIBRARIES PUBLICATIONS
This series contains off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
COMPACT SHELVING CATALOG CARD FILE
This series contains photocopies of catalog cards.
RETENTION: Retain in office while active, then destroy by
recycling.
COMPANIES DEPOSIT ACCOUNTS FILES
This series contains photocopies of orders and photocopies of
balance sheets.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then recycling.
COPY SERVICE TRANSMITTALS
This series contains transmittals.
RETENTION: Retain 3 years in office, then destroy by landfill.
DAILY OUTSTANDING LOANED ITEMS FILES
This series contains computer-generated reports and request
forms
RETENTION: Retain 3 years in office, then destroy by recycling.
DAILY TALLIES OF REQUEST RECEIVED FORMS, 1987-1988 (OBSOLETE)
This series contains request received daily forms and statistical
information.
RETENTION: 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.
EQUIPMENT OPERATION FILES
This series contains flyers, manuals, and information sheets.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
FILE LISTS
This series contains file lists.
RETENTION: Retain in office while active, then destroy by
recycling.
INSURANCE LEDGERS
This series contains ledgers.
RETENTION: Retain 3 years in office, then destroy by landfill.
INTERLIBRARY COPY SERVICES WEEKLY REPORTS
This series contains photocopies of Library Copy Service Weekly
Report forms.
RETENTION: Retain in office until summarized, then destroy by
recycling.
INTERLIBRARY CHARGES FOR PHOTOCOPIES FORMS, 1987-1988 (OBSOLETE)
This series contains Interlibrary Charges for Photocopies forms.
RETENTION: Destroy by landfill.
INTERLIBRARY LOAN COUPONS
This series contains coupons received from off campus.
RETENTION: Retain 3 years in office, then destroy by landfill.
INTERLIBRARY LOAN FILES
This series contains campus and off-campus correspondence, procedural guidelines1 photocopies of annual reports, statistical worksheets, statistical summaries, studies, surveys, file notes, and working budgets.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budgets and reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.
INTERLIBRARY LOAN FOR PATIENT DIVISION OF ETHYL CORPORATION
FILES, 1985-1986 (OBSOLETE)
This series contains copies of requests, descriptions,
Interlibrary Services invoices, and student timesheets.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
INTERLIBRARY LOAN OVERDUE BOOKS LISTS
This series contains file lists.
RETENTION: Retain in office while active, then destroy by
recycling.
INTERLIBRARY LOAN OVERDUE NOTICES
This series contains overdue notices.
RETENTION: Retain in office while active, then destroy by
recycling.
INTERLIBRARY LOAN PROCEDURAL GUIDELINES
This series contains procedural guidelines.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office while active, then destroy by
recycling.
INTERLIBRARY LOAN REQUEST CARDS
This series contains Interlibrary Loan Request forms.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
INTERLIBRARY LOAN REQUEST FORM FILES, 1987-1988 (OBSOLETE)
This series contains ILL request forms, computer-generated
reports, and ALA interlibrary loan forms.
RETENTION: Destroy by landfill.
INTERLIBRARY SERVICE AUTHORIZATION FORMS, 1983-1987 (OBSOLETE)
This series contains Interlibrary Service Authorization forms.
RETENTION: Destroy by landfill.
INVOICE LEDGERS
This series contains ledgers.
RETENTION: Retain 3 years in office, then destroy by landfill.
INVOICES
This series contains invoices.
RETENTION: Retain 2 years in office1 then 5 years in Records
Center, then destroy by landfill.
INVOICES SCHOOL AMOUNT LOG
This series contains sheets with dates, schools, loans, and
amounts of changes.
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.
LSU SERIALS REPORTS
This series contains computer-generated reports.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
4
MAIL REQUEST FILES
This series contains originals and photocopies of
Photoduplication Request forms received from Special Collections,
ALA Request forms, International Loan Request Forms, and USDA
Request forms.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
MAIL IN MAILING LOG
This series contains statistical sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
MAILING MICROFORMS AND BOOKS INSTRUCTION NOTEBOOK
This series contains procedure lists.
RETENTION: Retain in office while active, then destroy by
landfill.
MATERIALS FEARED LOST OR A PROBLEM FILES
This series contains correspondence sent, invoices, and request
forms.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
MONTHLY REPORTS
This series contains originals or photocopies of monthly statistics sheets.
RETENTION: Retain in office until summarized, then destroy by recycling.
NETWORK STATISTICS REPORTS
This series contains reports received from the networks.
RETENTION: Retain 3 years in office, then destroy by recycling.
OCLC AND RLIN MAIL ORDERS LOG
This series contains mail order report forms.
RETENTION: Retain 3 years in office, then destroy by recycling.
OCLC LENDING REQUEST FORMS
This series contains OCLC Lending Request Forms.
RETENTION: Retain 3 years in office, then destroy by landfill.
OFFICE ADMINISTRATIVE FILES
This series contains procedural guidelines, campus and off-campus correspondence, statistics, and interlibrary loan reference 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.
PAID INVOICES FILES
This series contains invoices, check stubs, and photocopies of
checks.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
PHOTOCOPIES LIST
This series contains file lists.
RETENTION: Retain in office while active, then destroy by
recycling.
PHOTOCOPY LOG
This series contains log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
POLICIES FILE
This series contains off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
REPORT OF SHIPMENT FORMS
This series contains Report of Shipments forms.
RETENTION:
REQUEST TRACK FORMS
This series contains Request Track forms.
RETENTION: Retain 3 years in office, then destroy by landfill.
RESEARCH LIBRARIES GROUP NOTEBOOK
This series contains newsletters received from off campus, photocopies of campus correspondence, and directories.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
RLIN REQUEST FORMS
This series contains RLIN Request forms.
RETENTION: Retain 3 years in office, then destroy by landfill.
SEARCH REQUESTS
This series contains photocopies of computer-generated reports.
RETENTION: Retain 3 years in office, then destroy by recycling.
STUDENT CARD FILE
This series contains Chancellor's Student Aid cards.
RETENTION: Retain in office while active, then destroy by
landfill.
STUDENT SCHEDULE FORMS
This series contains student schedule forms.
RETENTION: Retain in office while active, then destroy by
recycling.
STUDENT TIMESHEETS
This series contains photocopies of student timesheets.
RETENTION: Retain in office until summarized, then destroy by
shredding then landfill.
SUPERVISOR OF THE LENDING DIVISION COMMITTEE FILES
This series contains file. notes, agendas, and photocopies of campus correspondence.
RETENTION: Retain in office while active, then destroy by recycling.
SUPERVISOR OF THE LENDING DIVISION CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
SUPERVISOR OF THE LENDJNG DIVISION MISCELLANEOUS REFERENCE FILES
This series contains campus and off-campus near-print
informational material, procedural guidelines received from off campus, information sheets received from off campus, statistical worksheets, and campus and off-campus correspondence.
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.
TRACE REQUEST CARDS
This series contains trace request cards.
RETENTION: Retain 3 years in office, then destroy by landfill.
UNITED PARCEL SERVICE PICKUP RECORDS
This series contains United Parcel Service Pickup records.
RETENTION: Retain 1 year in office, then destroy by landfill.
UNITED STATES DEPARTMENT OF AGRICULTURE REQUEST ROUTE FILES
This series contains originals and photocopies of Requests for
Publication Form AD245-4, computer-generated reports, and
photocopies of monthly statistics.
RETENTION: Retain 3 years in office, then destroy by landfill.
UNITED STATES DEPARTMENT OF AGRICULTURE VOUCHERS
This series contains monthly vouchers.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by landfill.
UNO SERIALS REPORT
This series contains computer-generated UNO Serials reports received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
VERIFICATION MANUAL AND PARTICIPATING INSTRUCTIONS DIRECTORY
This series contains policy guidelines and procedural guidelines for verifying incoming requests.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: 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.
WORKING FILES
This series contains student budget sheets, correspondence, charge record of photocopies made, equipment manuals, invoices, and weekly reports.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Manuals: Retain in office while active, then destroy by landfill. All other contents:
Retain 3 years in office, then destroy by recycling.