TECHNICAL SERVICES

DATABASE MAINTENANCE

ADDS SECTION LEADER WORKING FILES

This series contains bulletins, newsletters, file lists, photocopies of campus correspondence, committee notes, photocopies of letters received from off campus, meeting notes, and computer-generated reports.

RETENTION: Retain in office while active or until superseded, then destroy by shredding then landfill.

ANNALS DECISION SLIPS

This series contains decision slips.

RETENTION: Retain in office while active, then destroy by

landfill.

BIBLIOGRAPHIC QUALITY CONTROL UNIT STAFF MANUAL

This series contains staff manuals.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

CARD CHECK-IN FILES

This series contains OCLC printouts, shelflist cards, and dummy cards.

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

CARDS TO BE PULLED OUT OF CATALOG CARD FILE

This series contains cards with bibliographic information.

RETENTION: Retain in office while active, then destroy by

landfill.

CATALOG DEPARTMENT ORGANIZATION AND ADMINISTRATION FILES, 1956-

1956 (OBSOLETE)

This series contains a study.

RETENTION: Transfer to University Archives.

CHECKLIST SLIPS

This series contains Checklist slips.

RETENTION: Retain in office while active, then destroy by

landfill.

CLERK TYPIST MANUALS

This series contains office procedures manual and manuals received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

DATABASE MAINTENANCE SUPERVISOR WORKING FILES

This series contains monthly statistics, cataloging manuals, leave records newsletters, and bulletins.

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

Retain in office while active or until superseded.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

DESIGN PROJECT SHELFLIST CARDS

This series contains cards with bibliographic information.

RETENTION: Retain permanently in office.

DISCARD BAR CODES

This series contains bar codes.

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

ENHANCED PRINTOUTS FILES

This series contains computer-generated reports and file notes.

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

GENERAL CATALOG AND EDITING RULES FILES

This series contains OCLC printouts, instruction sheets, file notes, and reprints of information sheets.

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

GIFT DECISION SLIPS

This series contains Gift Decision Slips.

RETENTION: Retain in office while active, then destroy by

landfill.

GREEN SLIPS

This series contains green slips with NOTIS numbers.

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

HEAD OF DATABASE MAINTENANCE ADMINISTRATIVE AND HISTORIC FILES

This series contains photocopies of evaluations, Position Descriptions, floor plans~ campus and off-campus correspondence, statistics, annual reports, procedural guidelines, worksheets, and meeting minutes.

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.

Reports: Retain 3 years in office, then destroy by recycling. Position Descriptions: Retain 2 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

HEAD OF DATABASE MAINTENANCE MANUALS

This series contains manuals received from off campus.

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

LIBRARY ASSOCIATE MANUALS

This series contains manuals.

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

LIBRARY ASSOCIATE WORKING FILES

This series contains ledger sheets, photocopies of campus correspondence, photocopies of timesheets, file notes, and photocopies of procedural guidelines.

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

LIBRARY PARAPROFESSIONAL WORKING FILES

This series contains all or some of the following: procedural guidelines, campus and off-campus correspondence, supply lists, monthly statistics, meeting minutes, LSU newsletters, goals sheets, examples of OCLC printouts, issue slips received from Graphic Services, file notes, NOTIS batch reports, campus and off-campus near-print informational material, and dummy cards.

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

LIBRARY STAFF ROSTERS AND ORGANIZATIONAL CHARTS

This series contains rosters and photocopies of organizational charts

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

LSU FILING RULES MANUAL

This series contains manuals.

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

MICROFILM MAIN ENTRY CARD FILE, 1961-1961 (OBSOLETE)

This series contains cards with bibliographic information.

RETENTION: Destroy by landfill

MUSIC RECLASSIFICATION MANUAL

This series contains reclassification sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

NOTIS REPORTS

This series contains computer-generated reports

RETENTION: Retain in office while active, then destroy by

landfill

ORIGINAL CATOLOGING SUBJECT HEADING LISTS

This series contains subject heading lists.

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

PINK CARD FILE

This series contains cards with bibliographic information.

RETENTION: Retain permanently in office

PROBLEM CARD FILE, 1986-1936 (OBSOLETE)

This series contains cards with bibliographic information.

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

PROBLEMS CATALOGER MANUALS

This series contains campus and off-campus near-print informational material.

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

PROPOSED REORGANIZATION OF PUBLIC SERVICES IN THE LSU LIBRARY

NOTEBOOI~, 1976-1976 (OBSOLETE)

This series contains a proposal

RETENTION: Transfer to University Archives.

SATELLITE CALALOGS FILE CARDS

This series contains catalog cards.

RETENTION: Retain in office while active, then destroy by

landfill.

SERIALS ANALYTIC FILES, 1954-1974 (OBSOLETE)

This series contains photocopies of serial holding lists, annual

decisions slips, and computer-generated reports.

RETENTION: Destroy by landfill.

SERIALS UNIT MONOGRAPHIC SERIES PROCESSING SLIPS

This series contains processing slips.

RETENTION: Retain in office while active, then destroy by

landfill.

SPECIAL COLLECTIONS PROCESSING SLIPS

This series contains processing slips.

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

STANDARD NUMBER INDEX LOAD REPORTS

This series contains monthly computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

STANDING ORDER AV SLIPS

This series contains Standing Order AV slips.

RETENTION: Retain in office while active, then destroy by

landfill.

STATISTICAL SHEET FROM NOTIS CALL NUMBER REPORTS

This series contains NOTIS weekly printouts.

RETENTION: Retain in office until superseded, then destroy by

landfill.

STATISTICS SHEETS

This series contains statistics sheets.

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

TRANSFER FORMS

This series contains transfer forms.

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

WEEKLY NOTIS BIBLIOGRAPHIC INDEX CODE REPORTS

This series contains weekly computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

WITHDRAWN PAPERWORK FILES

This series contains trace request cards, photocopies of trace

slips, and photocopies of charge information received from NOTIS.

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.

DLC/CIP CATALOG/TECHNICAL SERVICES

ACTING UNIT HEAD CORRESPONDENCE AND POLICIES FILES, 1987-1989

(OBSOLETE)

This series contains procedural guidelines, photocopies of campus

correspondence, and meeting minutes.

RETENTION: Destroy by recycling.

ACTING UNIT HEAD REFERENCE FILES

This series contains photocopies of Position Descriptions statistical worksheets, and job description forms.

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

ACTING UNIT HEAD WORKING FILES

This series contains photocopies of timesheets, file notes, photocopies of campus correspondence, meeting minutes, annual reports, and manuals received from campus offices.

RETENTION: Timesheets: Retain in office until summarized, then destroy by shredding then landfill. All other contents: Retair in office while active, then destroy by recycling.

CATALOGING AND EDITING STATISTICS FILES

This series contains statistics sheets.

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

LIBRARIES NEAR-PRINT INFORMATIONAL MATERIAL

This series contains departmental near-print informational material

RETENTION: Record (master) copy: Retain permanently in office.

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

LIBRARY ASSOCIATE WORKING FILES

This series contains all or some of the following: newsletters received from off campus, job descriptions, photocopies of campus correspondence, photocopies of statements of department goals, manuals, off-campus near-print informational material, statistical worksheets, photocopies of student applications, procedural guidelines, and photocopies of timesheets sent to Payroll.

RETENTION: Applications: Retain 1 year in office, then destroy by landfill. Timesheets: Retain in office until summarized, then destroy by shredding then landfill. Job descriptions:

Retain 2 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

LSU LIBRARY COMPUTER PRINTOUTS

This series contains computer-generated reports.

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

NOTIS SLIPS

This series contains Notis Slips.

RETENTION: Retain in office while active, then destroy by

landfill.

NOTIS TERMINAL OPERATOR MANUAL UPDATE FILES

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

RECON, RECLASS MUSIC, AND RARE BOOKS MATERIAL CARD FILE

This series contains cards.

RETENTTON: Retain in office while active, then destroy by

landfill.

SEARCHING STATISTICS LOG NOTEBOOK

This series contains monthly log sheets with dates, types of

books, and search information.

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

SERIALS DECISION SLIPS

This series contains Serials Decision Slips with location, housing, and cataloging information.

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

STANDING ORDER ADDED VOLUME SLIPS

This series contains Standing Order Added Volume slips.

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

STUDENT MANUAL

This series contains photocopies of procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by

recycling.

STUDENT POLICY AND TIMESHEET FILES

This series contains timesheets and photocopies of procedural guidelines.

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

Y-SLIPS

This series contains Y-Slips.

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

LOUISIANA NEWSPAPER PROJECT OFFICE/TECHNICAL SERVICES

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.

COMPLETED POSITIVE MICROFILM WORK FORMS

This series contains work forms.

RETENTION: Retain 3 years in office, then 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 different retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

LOUISIANA NEWSPAPERS AT LSU LIBRARIES CARD FILE

This series contains cards listing Louisiana newspapers held

LSU.

RETENTION: Retain permanently In office.

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 FIL~S, 1979-1986 (OBSOLETE)

This series includes but may not limited to newspaper holdings report forms, photocopies of holding lists, and campus and off-campus correspondence.

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

MICROFILMING WORKING FILES

This series includes but may not 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 AND LOUISIANA NEWSPAPER PROJECT 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 newspapers, newspaper holding report forms, and letters sent off campus.

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

PROJECT ADMINISTRATION FILES

This series includes but may not 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 limited to photocopies of cataloging records, photocopies of newspaper holding records, photocopies of bibliography selections, and photocopies of target work forms.

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

WORD PROCESSING FILES

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.