OFFICE OF ASSISTANT DEAN
Of SPECIAL COLLECTIONS
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.
APPROVAL FOR TEMPORARY REMOVAL OF MATERIALS FORMS
This series contains NCR copies of Approval for Temporary Removal
of Materials forms.
RETENTION: Retain 3 years in office, then destroy by landfill.
ASSISTANT DEAN ADMINISTRATIVE FILES
This series includes but may not be limited to Libraries schedules1 campus and off-campus correspondence, renovation plans, file notes, campus and off-campus near-print informational material, meeting minutes received from campus offices, surveys, and drafts of policy statements.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Plans: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.
ASSISTANT DEAN COMMITTEE ACTIVITY FILES
This series includes but may not be limited to campus and off-campus correspondence, meeting minutes received from campus offices, and photocopies of employment applications received from University Press.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Applications: Retain 1 year in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.
ASSISTANT DEAN PERSONNEL FILES
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.
ASSISTANT DEAN READING FILES
This series contains photocopies of campus correspondence sent.
RETENTION: Retain in office while active, then destroy by
shredding then recycling.
BOOK DEALERS AND APPRAISERS FILES
This series includes but may not be limited to off-campus correspondence, price lists, and off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
BUDGET FILES
This series contains campus and off-campus correspondence, financial reports, computer-generated monthly ledger sheets received from Accounting Services, financial statements received from Administrative Services, procedural guidelines, and computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.
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.
BUILDING AND EQUIPMENT FILES
This series contains annotated photocopies of campus correspondence, off-campus near-print informational material, photocopies of bid summary sheets, photocopies of specifications, and photocopies of receipts.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
COLLECTIONS FILES
This series contains campus and off-campus correspondence, file notes, ledgers, and campus and off-campus near-print informational material.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
DEPARTMENTS AND UNITS CORRESPONDENCE
This series contains campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
COMPENSATORY TIMESHEETS
This series contains timesheets.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
DEVELOPMENT FILES
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then 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 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.
EVENT FILES
This series contains campus and off-campus correspondence, drafts
of lectures, and publication proofs.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
EXHIBITION FILES
This series contains campus and off-campus correspondence, file
notes, file lists, invoices, newspaper clippings, and brochures.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
EXTERNAL ASSOCIATIONS AND GROUPS FILES
This series contains campus and off-campus correspondence and campus and off-campus near-print informational 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.
GENERAL CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
GRANT FILES
This series contains off-campus correspondence, photocopies of grant proposals, off-campus near-print informational material, photocopies of applications, reports, and student transcripts.
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.
HALON SYSTEM BLUEPRINTS
This series contains blueprints.
RETENTION: Retain permanently in office.
LOAN FILES
This series contains campus correspondence and drafts of policy statements.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office until superseded, then destroy by recycling.
LOCAL INFORMATION FILES
This series contains file lists and off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
LSU CATALOGS
This series contains LSU Catalogs.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
LSU LIBRARIES FILES
This series contains campus correspondence and photocopies of publication excerpts.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.
MASTER FORMS
This series contains master forms.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office while active, then destroy by
landfill.
MISCELLANEOUS FILES
This series contains drafts of brochures, specifications, off-campus correspondence, and off-campus near-print informational 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.
PERSONNEL FILES
This series contains photocopies of Position Descriptions received from Office of the Dean and correspondence.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Position Descriptions:
Retain 2 years in office, then destroy by recycling.
PHOTOCOPY RECEIPTS
This series contains NCR copies of receipts.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by landfill.
POLICIES AND PROCEDURES FILES
This series contains drafts of policy statements, policy statements generated here, campus correspondence, procedural guidelines received from campus offices, and photocopies of policy statements received from off campus.
RETENTION: Original policy statements: Retain permanently in office. All other contents: Retain in office until superseded, then destroy by recycling.
PLANNING FILES
This series contains campus correspondence and goal statements.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
PUBLIC RELATIONS FILES
This series contains photocopies of campus and off-campus correspondence, drafts of news releases, and campus and off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
PUBLICATIONS FILES
This series contains campus and off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
REPORTS FILES
This series contains Special Collections annual reports sent to Office of the Dean, departmental annual reports received from departments, monthly reader services reports, and campus and off-campus correspondence
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Reports: Retain 3 years in office, then destroy by recycling.
SECURITY FILES
This series contains campus and off-campus correspondence, file notes, and security materials passes.
Retain 5 years in office, then destroy by shredding then landfill.
SECURITY GUARD ADMINISTRATIVE FILES
This series contains supply inventories, campus correspondence, student employment regulations, student applications, and student assistant log-in sheets.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Inventories and applications: Retain 1 year in office, then destroy by landfill. Log-in sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.
SECURITY GUARD EVENTS FILES
This series contains photocopies of campus correspondence, work schedules, calendars of events, exhibit evaluation survey sheets, Wells Fargo Guard Services daily reports, and LSU Police incident reports.
RETENTION: Incident reports: Retain 5 years in office, then destroy by recycling. Surveys and Wells Fargo Guard Service reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.
STUDENT TIMESHEETS (OBSOLETE)
This series contains timesheets.
RETENTION: Destroy by recycling.
SUPPLY FILES
This series contains annotated campus correspondence, supply
lists, and shipping documentation.
RETENTION: Retain 3 years in office, then destroy by landfill.
TRAVEL FILES
This series contains Requests for Authorization to Travel sent to Office of the Dean and photocopies of Travel Expense Vouchers sent to Accounting Services.
RETENTION: Retain 3 years in office, then destroy by shredding then landfill.
UNIVERSITY FILES
This series contains photocopies of campus correspondence, policy statements received from campus offices, and photocopies of meeting minutes received from campus offices.
RETENTION: Retain in office while active, then destroy by recycling.
VENDOR CATALOGS
This series contains catalogs received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
VISITOR SIGN-IN LOG
This series contains log sheets with name, badge number, time came, and time left.
RETENTION: Retain 3 years in office, then destroy by recycling.
WORD PROCESSING FILES
This series contains documents such as letters, messages, campus correspondence1 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.
ELECTRONIC IMAGING LAB
DATABASES
This series contains databases with original material maintained
in electronic form.
RETENTION: Retain information in the database permanently.
GRANTS AND CONTRACTS FILES
This series contains campus and off-campus correspondence, off-campus near-print informational material, photocopies of newspaper clippings, photocopies of news releases sent to Public Relations, photocopies of receiving reports sent to Grants and Contracts and Board of Regents, application drafts, photocopies of proposals sent to Board of Regents and Grants and Contracts, requests to make changes to proposal sent to Board of Regents, contracts, reports received from off campus, photocopies of bids for equipment sent to Board of Regents, file notes, and file lists -
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.
WORD PROCESSING FILES
This series contains spreadsheets that are recorded on electronic media such as 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.
WORKING FILES
This series contains photocopies of campus correspondence, file notes, and file lists.
RETENTION: Retain in office while active, then destroy by recycling.
LOUISIANA NEWSPAPER PROJECT OFFICE
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.
LOUISIANA NEWSPAPERS AT LSU LIBRARIES CARD FILE
This series contains cards listing Louisiana newspapers held at
LSU.
RETENTION: Retain in office while active, then destroy by
landfill.
LSU MICROFILM BY FILM NUMBER FILES
This series contains target worksheets and family trees.
RETENTION: Retain in office while active, then destroy by
recycling.
MASTER FILES1 1979-1986 (OBSOLETE)
This series includes but may not be limited to newspaper holdings report forms, photocopies of holding lists, and campus and off-campus correspondence.
RETENTION: Retain permanently in office, then destroy by shredding then landfill.
MICROFILMING WORKING FILES
This series includes but may not be limited to file lists, photocopies of campus correspondence, and photocopies of catalog records.
RETENTION: Retain in office while active, then destroy by recycling.
"NON-EXTANT LOUISIANA" NEWSPAPER FILES
This series contains annotated photocopies of citations and computer-generated citations.
RETENTION: Retain in office while active, then destroy by recycling.
NON-LOUISIANA-NEWSPAPER-PROJECT FILES
This series contains sample copies of newspapers, newspaper
holdings report forms, and letters sent off campus.
RETENTION: Retain permanently in office.
POSITIVE MICROFILM WORK FORMS
This series contains work forms.
RETENTION: Retain in office while active, then destroy by
recycling.
PROJECT ADMINISTRATION FILES
This series includes but may not be limited to campus and off-campus correspondence, Requests for Authorization to Travel, Travel Expense Vouchers, file notes, article reprints, photocopies of reports sent off campus, monthly ledgers received from Accounting Services, and receipts.
RETENTION: Receipts: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Travel records and reports: Retain 3 years in office, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.
TITLE FILES
This series includes but may not be limited to computer-generated cataloging records, photocopies of newspaper holding records, photocopies of bibliography selections, and photocopies of target work forms.
RETENTION: 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.
MICROFILMING AND PHOTOGRAPHIC PRESERVATION/SPECIAL COLLECTIONS
BLUE BOOK INVENTORY NOTEBOOK, 1989-1990 (OBSOLETE)
This series contains sheets with dates of issues received.
RETENTION: Destroy by recycling.
CONSERVATION CATALOGS
This series contains catalogs received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GENERAL ADMINISTRATIVE FILES
This series includes but may not be limited to file notes, off-campus near-print informational material, inventory sheets, policy statements received from Office of the Chancellor, correspondence, annual reports, estimates, photocopies of meeting minutes received from Library Policy Committee, photocopies of Photoduplication Requests, and photocopies of invoices sent off campus.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Estimates: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.
HYGROTHERMOGRAPH CHARTS
This series contains charts.
RETENTION: Retain 3 years in office, then destroy by recycling.
INVOICES
This series contains photocopies of invoices.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by recycling.
LOUISIANA NEWSPAPER PROJECT FILM FILES, 1987-1990 (OBSOLETE)
This series contains photocopies of worksheets.
RETENTION: Destroy by recycling.
LOUISIANA NEWSPAPER PROJECT TARGETS, 1988-1990 (OBSOLETE)
This series contains targets of working titles and targets of
completed titles.
RETENTION: Retain 3 years in office, then destroy by recycling.
LOUISIANA NEWSPAPER PROJECT MICROFILM TITLE CARD FILE
This series contains cards with information recording creation of positive films.
RETENTION: Retain in office while active, then destroy by landfill.
LSU MICROFILM HOLDINGS CATALOG CARD FILE
This series contains cards on newspaper microfilms at LSU.
RETENTION: Retain permanently in office.
NEGATIVES
This series contains negatives.
RETENTION: Retain in office while active, then transfer to
University Archives.
NEWSPAPER MICROFILM WORKING CARD FILE
This series contains newspaper title cards with year, reels, footage, etc.
RETENTION: Retain in office while active, then destroy by landfill.
NEWSPAPER CHECK-IN SHEETS
This series contains check-in sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
ORDERS FOR PRINTS FILES
This series contains photocopies of monthly reports and original
or photocopies of Photoduplication Request Forms.
RETENTION: Retain 3 years in office, then destroy by landfill.
PHOTODUPLICATION REQUEST FORMS
This series contains original or photocopies of Photoduplication
Request Forms.
RETENTION: Retain 3 years in office, then destroy by landfill.
STATISTICS FILES
This series contains photocopies of monthly reports.
RETENTION: Retain 3 years in office, then destroy by recycling.
STUDENT RECORDS AND TIMESHEETS FILES
This series contains student records and timesheets.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
SUPPLY AND EQUIPMENT REQUEST FILE
This series contains equipment supply requests and photocopies of
campus correspondence.
RETENTION: Retain 3 years in office, then destroy by landfill.
TECHNICAL REFERENCE FILES
This series contains manuals received from off campus, newspaper clippings and excerpts from articles, and flyers.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
TRAVEL EXPENSE VOUCHERS
This series contains photocopies of Travel Expense Vouchers sent to Accounting Services.
RETENTION: Retain 3 years in office, then destroy by shredding then 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 TITLES FILES
This series contains file lists, film processing record slips, and photocopies of worksheets.
RETENTION: Retain in office while active, then destroy by recycling.
OFFICE OF HEAD LOUISIANA and LOWER MISSISSIPPI VALLEY COLLECTION
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.
DATATIMES GUIDE MANUAL
This series contains a manual received from Central Reference.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
DEPARTMENT OF ARCHIVES AND MANUSCRIPTS ACCESSIONS CARD FILE, 1950-1970 (OBSOLETE)
This series contains cards with title, date, subject, descriptive summary, and number.
RETENTION: Retain in office while active, then destroy by landfill.
LLMVC ADMINISTRATIVE FILES
This series includes but may not be limited to evaluations, meeting minutes received from campus offices, campus and off-campus correspondence, monthly reports, annual reports, report drafts, photocopies of contracts, and photocopies of articles.
RETENTION: Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill.
Contracts: Retain in office 3 years after termination of contract, then destroy by shredding then recycling. Reports:
Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.
LLMVC HEAD CALENDARS AND DIARIES
This series contains annotated calendars and diaries.
RETENTION: Retain 1 year in office, then destroy by landfill.
PURCHASING FILES
This series includes but may not be limited to photocopies of invoices, campus correspondence, and monthly financial summaries received from Accounting Services.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
RLIN FILES
This series includes but may not be limited to off-campus nearprint informational material and file notes.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
VENDOR CATALOGS
This series contains catalogs received from off campus.
RETENTION: Retain in office while active or until superseded, 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.
POLITICAL MANUSCRIPTS
LLMVC
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.
ARCHIVAL MATERIALS CATALOGS
This series contains catalogs received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
COLLECTION FILES
This series includes but may not be limited to shipping lists, box lists, correspondence, gift agreements, stack location sheets, and photographs.
RETENTION: Retain permanently in office.
CURATOR OF POLITICAL MUNUSCRIPTS WORKING FILES
This series includes but may not be limited to calendars, meeting minutes, procedural guidelines, photocopies of annual reports, monthly reports, file notes, clippings, photocopies of campus correspondence, events schedules, off-campus near-print informational material, and search committee records.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GENERAL CORRESPONDENCE
This series contains correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
GENERAL FILES
This series includes but may not be limited to campus and off-campus correspondence, daily log sheets, budgets, student timesheets, NCR copies of Travel Expense Vouchers sent to Accounting Services, photocopies of reports, file lists, student evaluations, and rosters.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Logs, budgets, and travel records: Retain B years in office, then destroy by landfill. Student evaluations: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.
NEWS LETTERS
This series contains newsletters received from off campus.
RETENTION: Retain in office while active, then destroy by
landfill.
PROSPECTIVE DONORS AND SPECIAL SUBJECTS FILES
This series contains photocopies of newspaper clippings and photocopies of magazine articles.
RETENTION: Retain in office while active1 then destroy by recycling.
RESEARCH CORRESPONDENCE FILES
This series contains correspondence and file notes.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
TECHNICAL FILES
This series contains off-campus near-print informational material and process sheets.
RETENTION: Process sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, 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.
PUBLIC SERVICES
LLMVC
ARCHIVES AND MANUSCRIPTS CARD CATALOG
This series contains cards with access information.
RETENTION: Retain permanently in office.
AUTHORS REPRODUCTION RELEASES
This series contains reproduction releases for theses.
RETENTION: Retain permanently in office.
BIBLIOGRAPHY CARD CATALOG
This series contains cards with bibliographic information.
RETENTION: Retain in office while active, then destroy by
recycling.
BYPASS KEY LOG
This series contains log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
CALL SLIP CARD STOCKS
This series contains NCR card stock copies of Special Collections
Call Slips.
RETENTION: Retain in office while active, then destroy by
shredding then landfill.
COPY MACHINE LOG
This series contains log sheets with beginning number, finishing
number, date, and price.
RETENTION: Retain 3 years in office, then destroy by recycling.
FINDING AID CARD INDEX FILE
This series contains cards with file notes.
RETENTION: Retain in office while active, then destroy by
landfill.
INVENTORIES
This series contains records inventories.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
LLMVC INTERLIBRARY LOAN TRANSACTION FORMS FILES
This series contains Interlibrary Loan Transaction Forms and
monthly ILL reports.
RETENTION: Retain 3 years in office, then destroy by landfill.
LOUISIANA COLLECTION CARD CATALOG
This series contains cards with bibliographic information.
RETENTION: Retain permanently in office.
LOUISIANA COLLECTION READER SERVICES FILES
This series contains campus and off-campus correspondence, photocopies of annual reports, and photocopies of excerpts from publications.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.
LOUISIANA COLLECTION SHELFLIST
This series contains cards with bibliographic information.
RETENTION: Retain permanently in office.
MISCELLANEOUS MAPS AND MAPS OF LOUISIANA TOWNS AND CITIES
This series contains off-campus near-print informational material.
RETENTION: Retain in office until superseded, then destroy by landfill.
NEWSPAPER CARD FILE
This series contains cards with microfilm reference numbers and newspaper names.
RETENTION: Retain in office while active, then destroy by landfill.
NEWSPAPER FINDING AID REFERENCE GUIDES
This series contains reference guides.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
PUBLIC SERVICES CORRESPONDENCE FILES
This series contains letters of notification, reference requests, permission to publish requests, Photo Duplication Request forms, Call Slips, and fee notification letters.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
PUBLIC SERVICES HEAD ADMINISTRATIVE FILES
This series includes but may not be limited to file lists, campus and off-campus correspondence, file notes, meeting minutes received from Staff Association, LSU Today, photocopies of articles, and newsletters.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.
READER REGISTRATION FILES
This series contains LLMVC Reader Registration forms, NCR copies
of Special Collections Call Slips, NCR copies of Photoduplication
Requests, correspondence, and Manuscript Removal Forms.
RETENTION: Retain permanently in office.
REFERENCE TOOLS FILES
This series includes but may not be limited to off-campus nearprint informational material, photocopies of campus correspondence, and photocopies of file lists.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
REGISTER OF SEARCHERS (OBSOLETE)
This series contains a Register of Searchers.
RETENTION: Retain in office while active, then destroy by
recycling.
SECURITY LOG
This series contains Security Log sheets with name, date, and problem.
RETENTION: Retain in office while active, then destroy by recycling.
SPECIAL COLLECTIONS PHOTOCOPY RECEIPTS
This series contains NCR copies of Special Collections Photocopy
Receipt forms.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
STAFF/EXHIBIT CALL SLIP FILES
This series contains Special Collections Call Slips, Request for Plans/Specs forms, LSU Library Restricted Circulation cards, photocopies of Duplication Requests, photocopies of RLG forms, and photocopies of ILL forms.
RETENTION: Retain permanently in office.
STATISTICAL TALLY FILES
This series contains original copies and photocopies of call slips, statistical worksheets, and computer-generated statistical reports.
RETENTION: Retain 3 years in office, then destroy by landfill.
STUDENT ASSISTANT FILES
This series includes but may not be limited to campus and offcampus correspondence, photocopies of timesheets, student information forms, desk schedules, and student evaluations.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
TELEPHONE REFERENCE CALLS FORMS
This series contains Telephone Reference Calls forms.
RETENTION: Retain 3 years in office, then destroy by recycling.
UNPROCESSED MANUSCRIPTS ALPHABETICAL LISTINGS
This series contains photocopies of file lists.
RETENTION: Retain in office until superseded, then destroy by
recycling.
VERTICAL FILE
This series contains campus near-print informational material, newspaper and magazine clippings, and photocopies of photographs.
RETENTION: Transfer to University Archives.
VERTICAL FILE SUBJECT HEADINGS BOOK
This series contains computer-generated reports.
RETENTION: Retain permanently in office.
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.
RARE BOOK COLLECTIONS
LLMVC
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 SERVICES SUPPLY LIST
This series contains a typescript lists received from
Administrative Services.
RETENTION: Retain in office until superseded, then destroy by
recycling.
ART HOUSED IN HILL ADMINISTRATIVE FILES
This series includes but may not be limited to correspondence, loan agreements, policy statements received from Libraries, lists, and file notes.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Loan agreements: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.
ART HOUSED IN HILL FILES
This series contains sheets with name of artist, description of
art work, accession number, donor information, and title.
RETENTION: Retain permanently in office.
AUDUBON REFERENCE FILES
This series contains campus near-print informational material and
photocopies of off-campus near-print informational material.
RETENTION: Retain permanently in office.
BOOKS FOR SPECIAL USE FILE
This series contains Call Slips, Restricted Circulation Cards, and file notes.
RETENTION: Retain in office while active, then destroy by landfill.
BRUCE ROGERS AND LIMITED EDITIONS SHELFLIST CARDS (OBSOLETE)
This series contains cards with bibliographic information.
RETENTION: Retain in office while active, then destroy by
recycling.
CALL SLIP CARD STOCKS
This series contains card stock from Call Slips.
RETENTION: Retain in office while active, then destroy by
shredding then landfill.
CATALOGING PROJECT CHECK-OUT LOG
This series contains log sheets with date, staff initials, title, number of volumes, date returned, and check-in initials.
RETENTION: Retain 3 years in office, then destroy by recycling.
DESCRIPTION OF ACQUIRED AND PENDING COLLECTIONS NOTEBOOK
This series contains photocopies of sheets describing holdings.
RETENTION: Retain permanently in office.
EXHIBIT FILES
This series includes but may not be limited to file notes, correspondence, equipment rental contracts, supply catalogs, photographs, photographic contact sheets, and labels.
RETENTION: Retain 5 years in office, then transfer to University Archives.
FINE/SMALL PRESS COLLECTION DEVELOPMENT FILES
This series includes but may not be limited to file notes, photocopies of excerpts from publications, and individual title cards with information on presses and publications.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
FRIENDS OF THE LIBRARY FILES
This series includes but may not be limited to correspondence and
event programs.
RETENTION: Retain permanently in office.
INFORMATIONAL FILES
This series includes but may not be limited to off-campus near-print informational material and Rare Books finding aids.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
INTERLIBRARY LOAN FILES
This series contains interlibrary loan forms, Call Slips, and
correspondence.
RETENTION: Retain permanently in office.
JOHN JAMES AUDUBON BIRDS OF AMERICA SLIDE COLLECTION
This series contains color slides of individual plates.
RETENTION: Retain permanently in office.
LIBRARY ASSOCIATE WORKING FILES, 1987-1989 (OBSOLETE)
This series includes but may not be limited to correspondence, photocopies of articles, procedural guidelines, and photocopies of periodic reports, interlibrary loan forms, and Interlibrary Loan monthly statistical summary sheets.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Destroy by recycling.
LIBRARY ASSOCIATE WORKING FILES
This series includes but may not be limited to campus correspondence, policy statements, procedural guidelines, photocopies of periodic reports, statistical worksheets, file notes, supply lists, encumbrances reports, photocopies of articles and publication excerpts, and drafts of procedural guidelines.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
LOCATOR INFORMATION CARD FILE
This series contains cards with information on publishers or addition.
RETENTION: Retain in office while active, then destroy by landfill.
LOUISIANA AND RARE BOOK COLLECTIONS HEAD ADMINISTRATIVE FILES,
1950-1985 (OBSOLETE)
This series includes but may not be limited to campus and off-campus correspondence, inventories of holdings, file notes, and off-campus near-print informational material.
RETENTION: Retain in office while active, then transfer to University Archives.
LSU LIBRARIES FILES
This series includes but may not be limited to annual reports received from campus offices, committee reports received from campus offices, policy statements received from campus offices, and photocopies of campus correspondence.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
MARGARET STONE COLLECTION SLIDE NOTEBOOK
This series contains 298 color slides showing individual
paintings.
RETENTION: Retain permanently in office.
MARGARET STONE FLORA OF LOUISIANA WATERCOLORS CARD FILE
This series contains index cards with acquisitions, location, and descriptive information.
RETENTION: Retain in office while active, then destroy by landfill.
MCILHENNY ARTIFACT BROCHURES
This series contains brochures.
RETENTION: Retain permanently in office.
MCILHENNY ARTIFACT CARD FILE
This series contains index cards with descriptive information.
RETENTION: Retain permanently in office.
MCILHENNY ARTIFACT FILES
This series contains paper slips with artist information, title
accession number.
RETENTION: Retain permanently in office.
MCILHENNY COLLECTION INDEX CARD FILE (OBSOLETE)
This series contains index cards with bibliographic and vendor information.
RETENTION: Retain in office while active, then destroy by recycling.
MCILHENNY COLLECTION REPORTS
This series contains computer-generated reports containing bibliographic and pricing information received from campus.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
MCILHENNY INSURANCE FILES
This series contains sheets giving collection information and values.
RETENTION: Retain in office until superseded, then destroy by landfill.
MCILHENNY SUBJECT INDEX CARD FILE (OBSOLETE)
This series contains index cards.
RETENTION: Retain in office while active, then destroy by
landfill.
MIDDLETON LIBRARY FILING RULES MANUALS
This series contains manuals received from Catalog Department.
RETENTION: Retain in office until superseded, then destroy by
recycling.
NORTH READING ROOM SERVICE DESK MANUAL
This series contains procedural guidelines, file notes, photocopies of policy statements received from Libraries Director, and photocopies of off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
PARTICULAR COLLECTIONS SHELFLIST CARDS
This series contains index cards with bibliographic information.
RETENTION: Retain permanently in office.
PAST ORDER RECEIPT FILES
This series contains order receipts, cards with bibliographic
information, and collection inventory slips.
RETENTION: Receipts: Retain 2 years in office, then 5 years in
Records Center, then destroy by landfill. All other contents:
Retain in office while active, then destroy by recycling.
PROCEDURES FILES
This series includes but may not be limited to campus correspondence, procedural guidelines, periodic reports, file notes, file lists, photocopies of timesheets sent to Administrative Services, and student evaluations.
RETENTION: Timesheets: Retain in office until summarized, then destroy by shredding then landfill. Evaluations: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.
RARE ACTIVE CARD FILE
This series contains slips and cards with bibliographic or order information.
RETENTION: Retain in office while active, then destroy by landfill.
RARE BOOK COLLECTIONS CARD CATALOG
This series contains cards with bibliographic information.
RETENTION: Retain in office until superseded, then destroy by
recycling.
RARE BOOK COLLECTIONS FILES
This series includes but may not be limited to campus and offcampus correspondence, order slips, routine financial records, statistical reports, photocopies of ledger sheets, monthly statistical reports, file notes, photocopies of personnel evaluations sent to Office of the Director, Rare Books policy statements and procedural guidelines, and loan contracts.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Accounting records: Retain 3 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 landfill. Reports: Retain 3 years in office, then destroy by recycling. Contracts: Retain in office 3 years after termination of contract, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.
RARE BOOK COLLECTIONS FLOOR CHARTS
This series contains sheets showing the physical arrangement of books in the Hill stacks with location of arrangements.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
RARE BOOK COLLECTIONS HEAD ADMINISTRATIVE FILES
This series includes but may not be limited to campus and offcampus correspondence, file notes, drafts of reports, committee meeting minutes, current exhibit planning notes and exhibit schedules.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.
RARE BOOK COLLECTIONS MASTER BOOK CARDS (OBSOLETE)
This series contains punch cards formerly received from Middleton
Library.
RETENTION: Retain in office while active, then destroy by
landfill.
RARE BOOK COLLECTIONS STATISTICS FILES
This series contains daily statistical sheets, monthly summary sheets, record of time spent on exhibitions, monthly Acquisitions and Processing records, North Reading Room Monthly Utilization Records, and master forms.
RETENTION: Master forms: 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 recycling.
READER REGISTRATION FILES
This series contains Reader Registration Forms and NCR copies of
Call Slips.
RETENTION: Retain permanently in office.
SHOW-AND-TELL CARD FILE
This series contains cards with bibliographic information and locations.
RETENTION: Retain in office while active, then destroy by landfill.
SPECIAL COLLECTIONS FILES
This series includes but may not be limited to campus correspondence received from Special Collections, procedural guidelines, and newsletters.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.
STUDENT ASSISTANT WORKING FILES
This series contains statistical worksheets, catalogs, and individualized worksheets.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
TELEPHONE REFERENCE CALLS SHEETS
This series contains sheets giving date, staff name, patron name, etc.
RETENTION: Retain 3 years in office, then destroy by recycling.
TRACES FILES
This series contains trace slips and file notes.
RETENTION: Retain in office while active, then destroy by
recycling.
UNIVERSITY ADMINISTRATIVE FILE
This series includes but may not be limited to policy statements received from Office of the Chancellor and campus near-print informational material.
RETENTION: Retain in office while active or until superseded, 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.
TECHNICAL SERVICES
LLMVC
ACCESSION FILES
This series includes but may not limited to campus and off-campus correspondence, worksheets, photocopies of articles, file lists, receipts, donor agreements, collection inventories, and file notes.
RETENTION: Retain permanently in office.
ACCESSION REGISTER
This series contains accession register sheets with number, accession title, etc.
RETENTION: Retain permanently in office.
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: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
ARTICLES AND MAPS SHELF LISTS (OBSOLETE)
This series contains cards with names and journal names, cards with lists of names, and cards with names of maps and descriptive information.
RETENTION: Retain permanently in office.
CATALOGING GREEN SLIPS
This series contains green slips with call numbers.
RETENTION: Retain in office while active, then destroy by
landfill.
CHARGE-OUT CARD FILE, 1939-1983 (OBSOLETE)
This series contains cards with name, address, material loaned, date loaned, and date returned.
RETENTION: Retain in office while active, then destroy by landfill.
COLLECTION PROSPECTS FILES
This series includes but may not limited to campus and off-campus correspondence, photocopies of publication excerpts, and appraisal reports.
RETENTION: Retain permanently in office.
COLLECTIONS RETURNED FILES
This series includes but may not limited to correspondence, receipts, inventories, photocopies of articles from publications, and loan agreements.
RETENTION: Retain permanently in office.
CROSS REFERENCE CARD FILE, UNKNOWN-1971 (OBSOLETE)
This series contains cards summarizing oral reference service.
RETENTION: Destroy by landfill.
DUPLICATE COLLECTION CARD FILE, 1938-1959 (OBSOLETE)
This series contains cards with collection information.
RETENTION: Destroy by landfill.
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.
GIFT DECISION SLIPS
This series contains Gift Decision Slips with author, title, etc.
RETENTION: Retain in office while active, then destroy by
recycling.
HEAD OF TECHNICAL SERVICES ADMINISTRATIVE FILES, 1987-1989 (OBSOLETE)
This series contains campus and off-campus correspondence, computer-generated copies of electronic mail, policy statements, annual reports, monthly reports, file lists, procedural guidelines, reprints of articles, off-campus near-print informational material, file notes, inventory lists, and grant proposals.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
HEAD OF TECHNICAL SERVICES MANUSCRIPTS ONLINE CATALOGING FILES
This series includes but may not limited to file notes, inventories, RLIN records, and RLIN newsletters.
RETENTION: Retain 3 years in office, then destroy by landfill.
HEAD OF TECHNICAL SERVICES WORKING FILES, 1948-1989 (OBSOLETE)
This series contains correspondence, file lists, preliminary inventories, photocopies of newspaper articles, file notes, and transcribed oral history interview.
RETENTION: Destroy by shredding then landfill.
ITEMS SENT AND RECEIVED FROM ACQUISITIONS CARD FILE
This series contains notification slips received from off campus and cards with title, author, and year.
RETENTION: Retain in office while active, then destroy by landfill.
LLMVC SERIAL HOLDINGS CARD FILE
This series contains cards with date received, volume number, and
number of issues.
RETENTION: Retain permanently in office.
LIBRARY ASSOCIATE WORKING FILES, 1986-1989 (OBSOLETE)
This series contains campus and off-campus correspondence, invoices, tally sheets, annual reports, newsletters, off-campus near-print informational material, photocopies of in-process slips, and schedules.
RETENTION: Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. 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.
LIST OF UNPROCESSED COLLECTIONS AND ACCRETIONS BY ACCESSION
NUMBER
This series contains file lists.
RETENTION: Retain in office while active or until superseded,
then destroy by recycling.
LOUISIANA AUTHORS AND DRAMATISTS CARD FILE (OBSOLETE)
This series contains cards with names and dates.
RETENTION: Retain in office while active, then destroy by
landfill.
LOUISIANA AND RARE BOOK ROOMS CHARGE SLIPS
This series contains charge slips with title, date, author, etc.
RETENTION: Retain 3 years in office, then destroy by landfill.
MANUSCRIPTS PROCESSOR PERSONAL REFERENCE FILES
This series contains campus near-print informational material, annual reports, photocopies of campus correspondence, file notes, computer-generated reports, reference information sheets received from off campus, and worksheets.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
MANUSCRIPT PROCESSING PRELIMINARY PROCESSING AND REHOUSING FILES
This series contains photocopies of monthly reports and statistical worksheets.
RETENTION: Retain in office while active, then destroy by recycling.
MANUSCRIPT PROCESSING STUDENT ASSISTANT FILES, 1986-1988 (OBSOLETE)
This series includes but may not limited to photocopies of timesheets and campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
MANUSCRIPT REFERENCE FILES, 1988-1989 (OBSOLETE)
This series contains photocopies of inventories and photocopies of container lists.
RETENTION: Destroy by recycling.
MICROFILM SHELF LIST CARDS
This series contains cards with author, title, dates, and call
numbers
RETENTION: Retain permanently in office.
NOTIS TERMINAL OPERATOR MANUALS
This series contains photocopies of manuals received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
PENDING INVENTORY FILES
This series includes but may not limited to campus and off-campus correspondence, donor agreements, collection inventories, photocopies of published articles, appraisal reports, and file notes.
RETENTION: Retain permanently in office.
PROCESSING ARCHIVIST WORKING FILES
This series includes but may not limited to daily log sheets and campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
PROCESSING MATERIALS CARD.FILE
This series contains cards with notes.
RETENTION: Retain in office while active, then destroy by
landfill.
PROCESSING LOUISIANA STATE DEPOSITORY PUBLICATIONS AND STATISTICS
NOTEBOOK
This series contains photocopies of information sheets on
collections, tally sheets, invoices, and student budget sheets.
RETENTION: Invoices: Retain 2 years in office, then 5 years in
Records Center, then destroy by landfill. All other contents:
Retain 3 years in office, then destroy by recycling.
PROCESSING STATUS NOTEBOOK
This series contains collection summary inventory sheets and collection physically processed and ready for description sheets.
RETENTION: Retain in office while active, then destroy by recycling.
STACKS FLOORPLANS (OBSOLETE)
This series contains photocopies of architectural drawings of
floor plans.
RETENTION: Retain in office while active, then transfer to
University Archives.
SOURCE CARD FILE
This series contains cards with names, addresses, and donated
collections.
RETENTION: Retain permanently in office.
TECHNICAL SERVICES WORKING FILES
This series includes but may not limited to manuscript processing work records, RLIN save records, campus correspondence, conservation log sheets, lists of transfer duplicates, stacks shelf location lists, committee meeting notes, and sample computer-generated reports.
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.
UNPROCESSED COLLECTIONS ACCESSION FOLDERS
This series includes but may not limited to campus and off-campus correspondence, donor agreements, collection inventories, photocopies of articles, appraisal reports, and file notes.
RETENTION: Retain permanently in office.
VERTICAL FILE CARD FILE, 1940-1950 (OBSOLETE)
This series contains catalog cards with author, title, and abstract.
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 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.
Y-SLIPS
This series contains Y-slips with author, title, date, etc.
RETENTION: Retain 3 years in office, then destroy by landfill.
UNIVERSITY ARCHIVES
LLMVC
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.
GUMBOS
This series contains Gumbos.
RETENTION: Retain permanently in office.
LSU ADMINISTRATIVE UNITS CARD FILE
This series contains cards with notes on agency organizational histories.
RETENTION: Retain in office while active, then destroy by landfill
NEAR-PRINT INFORMATIONAL MATERIAL
This series contains campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
RECORDS SCHEDULE DRAFTS
This series contains master copies of record schedule drafts.
RETENTION: Retain permanently in office.
SURVEY FORM LOG
This series contains sheets with date and procedural changes.
RETENTION: Retain 3 years in office, then destroy by landfill.
UNIVERSITY ARCHIVES ADMINISTRATIVE FILES
This series contains master forms, photocopies of policy statements received from Office of the Chancellor, photocopies of legislative bills received from off campus, photocopies of statutes received from off campus, campus and off-campus correspondence, photocopies of grant application, photocopies of monthly reports, file notes, NCR copies of Requisitions for Copy Service sent to Copy Services, and file lists.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Record (master) copy:
Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. Requisitions and grant application: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.
UNIVERSITY RECORDS PROJECT CASE FILES
This series contains schedule drafts, campus correspondence, file notes, excerpts from publications, computer-generated Office Contacts Checklists, photocopies of campus correspondence,
Records Inventory Units Summary Form 1, and Records Inventory
Series Report Form 2.
RETENTION: Retain permanently in office.
UNIVERSITY RECORDS PROJECT SURVEY REPORTS FILES
This series contains Records Inventory Unit Summary reports and
Records Inventory Series Reports.
RETENTION: Retain 3 years in office, 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.