OFFICE OF THE DEAN OF LSU LIBRARIES

ACADEMIC DISCIPLINE CODE FILES, 1984-1984 (OBSOLETE)

This series contains photocopies of campus correspondence and

file lists.

RETENTION: Destroy by shredding then 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 OFFICE FILES

This series includes but may not limited to campus and off-campus correspondence, reports generated here and received from campus offices, drafts of policy statements, and meeting minutes received from campus offices.

RETENTION: Retain 10 years in office, then transfer to University Archives.

ANNUAL REPORTS

This series contains annual reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

ASSISTANT TO THE DEAN REFERENCE FILES

This series contains photocopies of meeting minutes, LSU Today, examination schedules, and file notes.

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

AVAILABLE LIBRARIES UNCLASSIFIED ANID FACULTY POSITION FILES

This series contains photocopies of job descriptions and NCR copies of Per-l Personnel Appointment forms sent to Human Resource Management.

RETENTION: Hired: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Not hired: Retain 1 year in office, then destroy by shredding then landfill.

BUDGET FILES

This series contains annotated computer-generated budgets, preliminary budgets received from Budget and Planning, and merit award reviews.

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

CIVIL SERVICE JOB DESCRIPTION FILES

This series includes but may not limited to photocopies of job descriptions sent to Human Resource Management, campus correspondence, and computer-generated reports received from Human Resource Management.

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

COMPUTER SEARCH FILES, 1969-1977 (OBSOLETE)

This series contains correspondence and instructions received

from off campus.

RETENTION: Destroy by shredding then landfill.

DEAN CALENDARS

This series contains annotated calendars.

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

DEAN LIBRARY ORGANIZATION FILES

This series contains off-campus correspondence, near-print informational material, meeting minutes received from campus offices, and file notes.

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

DEAN WORKING FILES

This series includes but may not limited to meeting minutes, budgets, meeting agendas, file notes, contracts, agreements, and policy guidelines.

RETENTION: Contracts and agreements: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Budgets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, or until superseded, 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 SENATE LIBRARY COMMITTEE MINUTES

This series contains annotated meeting minutes.

RETENTION: Retain in office while active, then transfer to

University Archives.

FILING CABINETS FILE LIST

This series contains file lists.

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

FRIENDS OF THE LIBRARY ADMINISTRATIVE FILES

This series includes but may not limited to correspondence, meeting minutes, event programs, file lists, reports, and summary financial reports.

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

FRIENDS OF THE LIBRARY CARD FILE, 1974-1974 (OBSOLETE)

This series contains member cards.

RETENTION: Destroy by landfill.

FRIENDS OF THE LIBRARY FILES

This series includes but may not limited to newsletters financial records, audiocassettes tapes, and photographs.

RETENTION: Financials records: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. All other contents: Retain permanently in office.

FRIENDS OF THE LIBRARY LEDGER FILES

This series contains transmittals and computer-generated monthly

ledgers received from Accounting Services.

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

FRIENDS OF THE LIBRARY MEMORIALS CARD FILE, 1978-1978 (OBSOLETE)

This series contains donor cards.

RETENTION: Destroy by landfill.

LEAVE TRACKING SYSTEM MONTHLY SUMMARY REPORTS

This series contains reports received from Human Resource

Management.

RETENTION: Retain in office until superseded, then destroy by

shredding then recycling.

LIBRARIES DIVISION ANNUAL REPORTS

This series contains annual reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

LIBRARIES PAYROLL FILES

This series contains time reports received from departments, computer-generated Payroll Distribution reports received from Human Resource Management, and photocopies of timesheets sent to Administrative Services.

RETENTION: Timesheets: Retain in office until summarized, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by shredding then recycling.

LIBRARY ASSOCIATE POSITION APPLICATIONS FILES

This series contains applications received from off campus, resumes received from off campus, and photocopies of letters sent.

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

LIBRARY COUNCIL MINUTES, 1965-1974 (OBSOLETE)

This series contains annotated photocopies of Library Council minutes.

RETENTION: Transfer to University Archives.

LIBRARY GRADUATE ASSISTANT FILES

This series includes but may not limited to applications received from off campus, off-campus correspondence, 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.

LIBRARY HANDBOOK FILES, 1974-1974 (OBSOLETE)

This series includes but may not limited to library handbooks generated here and received from off campus and off-campus correspondence.

RETENTION: Original handbooks: Retain permanently in office. All other contents: Destroy by shredding then landfill.

LIBRARY LECTURE FILES, 1965-1976 (OBSOLETE)

This series includes but may not limited to correspondence, typescripts of lectures, and lecture reports.

RETENTION: Transfer to University Archives.

LIBRARY REPORT FILES, 1947-1955 (OBSOLETE)

This series includes but may not limited to meeting minutes

received from Library Council, Library Bulletins, and Library

News book lists.

RETENTION: Transfer to University Archives.

LIBRARY ROOM RESERVE CALENDARS

This series contains annotated calendars.

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

LIBRARY STAFF ASSOCIATION NOTEBOOK, 1957-1966 (OBSOLETE)

This series includes but may not limited to meeting minutes, annual reports, announcements, correspondence, receipts, treasurer's reports, and bank statements.

RETENTION: Transfer to University Archives.

LSU FOUNDATION ACCOUNT FILES

This series includes but may not limited to Budget Adjustments, photocopies of petty cash receipts, reports, ledger sheets, and telephone caller identification forms.

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

LSU REPORT FILES

This series includes but may not limited to affirmative action reports and faculty handbooks.

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

MAJOR AREA AND DEPARTMENTAL ANNUAL REPORTS

This series contains annual reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

MEMORIAL BOOK CARD FILE, 1968-1972 (OBSOLETE)

This series contains donor cards and action sheets.

RETENTION: Destroy by landfill.

MERIT INCREASE FILES

This series includes but may not limited to computer-generated reports and file notes.

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

MISCELLANEOUS STATISTICS FILES

This series contains statistical surveys, questionnaires, statistical reports generated here or received from campus offices or off campus, and blueprints received from off campus.

RETENTION: Retain 3 years in office, then transfer to University Archives.

OFFICE OF THE DEAN MANAGEMENT FILES

This series includes but may not limited to guidelines and schedules received from campus offices.

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

OUTSIDE ORGANIZATION STATISTICAL FILES, 1977-1989 (OBSOLETE)

This series includes but may not limited to campus and off-campus correspondence, statistical forms, worksheets, and Libraries Expenditures Reports received from Budget and Planning.

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

PERFORMANCE EVALUATION COMMITTEE FILES, 1976-1976 (OBSOLETE)

This series contains material collected by committee received

from off campus, file notes, and drafts of forms.

RETENTION: Destroy by landfill.

PERFORMANCE EVALUATIONS

This series contains performance evaluations.

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

PERMANENT FILES

This series contains campus and off-campus correspondence, reports, surveys, organizational charts, policy statements, off-campus near-print informational material, programs, and procedural guidelines.

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

PERSONNEL ACTION LOG

This series contains log sheets with date, nature of action, name, identification number, date to Human Resource Management, and return date.

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

PERSONNEL AND MANAGEMENT FILES

This series includes but may not limited to interview schedules and meeting minutes.

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

PERSONNEL FILES

This series contains letters of reference received from off campus, performance evaluations, leave forms, and campus and off-campus correspondence.

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

PERSONNEL TRANSACTION LOG, 1987-1989 (OBSOLETE)

This series contains log sheets with staff salary, etc.

RETENTION: Destroy by recycling.

PROFESSIONAL POSITIONS INFORMATION FILES

This series includes but may not limited to job advertisements and campus correspondence

RETENTION: Retain 5 years in office, then destroy by shredding then recycling.

QUESTIONNAIRES

This series contains photocopies of questionnaires sent off

campus.

RETENTION: Retain permanently in office.

SEARCH FILES

This series contains applications received from off campus.

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

then landfill.

SELECTION AND RETENTION PROCESS FILES

This series includes but may not limited to campus correspondence, committee ballots, and ballot results.

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

SELF-STUDY DOCUMENT FILES, 1963-1972 (OBSOLETE)

This series includes but may not limited to reports.

RETENTION: Transfer to University Archives.

SOUTHERN STATISTICS FILES, 1927-1988 (OBSOLETE)

This series includes but may not limited to reports received from off campus, drafts of statistical summaries, and off-campus nearprint informational material.

RETENTION: Transfer to University Archives.

STAFF COUNCIL MEETING FILES, 1957-1978 (OBSOLETE)

This series includes but may not limited to file notes, annotated by-laws, photocopies of meeting minutes, and campus

correspondence.

RETENTION: Transfer to University Archives.

STAFF INFORMATION CARD FILE

This series contains cards with staff names, addresses, Social

Security numbers, etc.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

STAFF TRAVEL FILES

This series contains photocopies of Travel Expense Vouchers sent

to Accounting Services and photocopies of Requests for

Authorization to Travel sent to Accounting Services.

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

TECHNICAL SERVICES ANNUAL REPORTS

This series contains annual reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

TECHNICAL SERVICES HEAD ANNUAL FILES

This series includes but may not limited to campus and off-campus correspondence, reports, financial statements, and interviews.

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

TECHNICAL SERVICES HEAD PERMANENT FILES

This series includes but may not limited to campus correspondence, reports, visitor interviews, and security notes.

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

TECHNICAL SERVICES HEAD POLICY FILES

This series contains photocopies of policy statements received from Office of the Chancellor and photocopies of Presidential Memoranda received from Office of the President.

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

TECHNICAL SERVICES HEAD STATISTICS CATALOGING NOTEBOOKS

This series contains worksheets.

RETENTION: Retain in office while active, then destroy by

landfill.

TECHNICAL SERVICES SERIALS WORKFLOW SUMMARY

This series contains drafts of reports and reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

TELECOMMUNICATIONS NEAR-PRINT INFORMATIONAL MATERIAL

This series contains off-campus near-print informational material

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

TITLE IX FILES, 1976-1976 (OBSOLETE)

This series contains library self-study final report and related

materials.

RETENTION: Transfer to University Archives.

TRAVEL EXPENSE VOUCHERS

This series contains NCR copies of Travel Expense Vouchers sent

to Accounting Services.

RETENTION: Retain 3 years in office, 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 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.

WORD PROCESSOR REFERENCE FILES

This series includes but may not limited to file notes and off-campus near-print informational material.

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

WORD PROCESSOR WORKING FILES

This series includes but may not limited to sample forms, ledgers, and flyers received from off campus.

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

OFFICE OF THE ASSISTANT TO THE DEAN (draft -- copy illegible) (copy needs rescanning)