EDITORIAL DEPARTMENT
LSU PRESS
1990 LISTS OF TITLES
This series contains photocopies of lists of titles.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
ACQUISITIONS EDITORS LETTERS SENT
This series contains photocopies of letters sent.
RETENTION: Retain 5 years in office, then 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.
APPROVED MANUSCRIPTS CORRESPONDENCE FILES
This series contains campus and off-campus correspondence,
Manuscript Releases, campus correspondence, and photocopies of
approved reports.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
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ASSISTANT TO EDITOR-IN-CHIEF WORKING FILES
This series contains annotated report drafts, file notes, seasonal publishing files, storage lists, master forms, NCR copies of Travel Vouchers, and photocopies of procedural guidelines received from Accounting Services.
RETENTION: Master forms: [Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill.] Travel Vouchers: Retain 3 years in office, then destroy by shredding then landfill. All other records: Retain in office while active, then destroy by recycling.
ASSOCIATIONS AND MEETING FILES
This series contains correspondence, agendas, programs, guest
lists, awards lists, and file notes.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
BOOK ACQUISITIONS FILES
This series includes but may not limited to reader reports received from off campus ,authors questionnaires, campus and off-campus correspondence, photocopies of newspaper articles1 photocopies of sample manuscript chapters received from authors, photocopies of receiving reports, photocopies of contract campus correspondence, and photocopies of Press Committee reports received from Press Committee.
RETENTION: Retain in office while active, then transfer to University Archives.
CATALOGING IN PUBLICATION DATA CARD FILE
This series contains sheets and cards with ISBN number and bibliographic information received from the Library of Congress and NCR copies of request forms.
RETENTION: Retain in office while active, then destroy by landfill.
CIRCULATING FILE REVIEWS AND ADVERTISEMENTS
This series contains originals and photocopies of the following:
book reviews and advertisements.
RETENTION: Retain in office while active, then destroy by landfill.
CONFERENCE PREPARATION FILES
This series contains campus correspondence, copies of conference programs, photocopies of itineraries, confirmation of reservation, and city maps..
RETENTION: Retain in office while active, then destroy by landfill.
COPY EDITOR ADMINISTRATIVE FILES
This series includes but may not limited to campus and off-campus correspondence, book jackets, photocopies of non-charge requests, style sheets, photocopies of manuscript release forms, and photocopies of receiving reports.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
COPY EDITOR LETTERS SENT
This series contains photocopies of letters sent off campus.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
COPY EDITOR WORKING FILE
This series includes but may not limited to photocopies of campus correspondence, photocopies of policy statements, photocopies of procedural guidelines, copies of LSU Today, photocopies of event notices received from LSU, photocopies of production schedules, photocopies of editorial schedules, photocopies of Press Committee Agendas, and photocopies of master form letters.
RETENTION: Retain in office while active, then destroy by recycling.
COPYRIGHT FILES
This series contains correspondence, and the following received from off campus: copyright registration forms, copyright renewal forms, and Certificates of Copyright Registration.
RETENTION: Retain permanently in office.
COPYRIGHT RENEWAL NOTIFICATION FILES, 1938-1955 (OBSOLETE)
This series contains sheets with publication information and
copyright renewal dates.
RETENTION: Transfer to University Archives.
EDITOR CAMPUS CORRESPONDENCE
This series contains photocopies of campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
EDITOR STYLE MANUAL
This series contains photocopies of campus correspondence received.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
EDITOR-IN-CHIEF ADMINISTRATIVE FILES
This series includes but may not limited to photocopies of job descriptions received from Human Resource Management, photocopies of job advertisements received from Human Resource Management file notes, campus and off-campus correspondence, photocopies of budgets, photocopies of operating statements, photocopies of invoices, and photocopies of procedural guidelines.
RETENTION: Budget records: Retain 3 years in office, then destroy by recycling. Position Descriptions: Retain 2 years in office, then destroy by recycling. Correspondence: Retain permanently in office. All other records: Retain in office while active, then destroy by recycling.
EDITORIAL AND PRODUCTION SCHEDULES
This series weekly contains schedule reports.
RETENTION: Retain in office while active, then destroy by
recycling.
EDITORIAL FILES
This series includes but may not limited to correspondence, manuscript release forms, book jackets, tables of content, originals and photocopies of letters of permission received from off campus, photocopies of contract campus correspondence, originals and photocopies of illustration received from off campus, photocopies of author questionnaires, Editing Stages Checklist, photocopies of Internal Transactions, and photocopies of bibliographies.
RETENTION: Retain 5 years in office, then transfer to University Archives.
EDITORIAL LETTERS SENT
This series contains photocopies of letters sent to authors.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
EDITORIAL WORKLOAD SCHEDULES
This series contains photocopies of schedules.
RETENTION: Retain in office while active, 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 deletion1 delete after the longest retention period has expired.
EMPLOYMENT APPLICATION FILES
This series contains campus and off-campus correspondence, resumes received from applicants, publication lists received from applicants, and photocopies of samples of work received from applicants.
RETENTION: Retain 1 year in office, then destroy by landfill.
FOOTNOTE AND BIBLIOGRAPHY NOTES
This series contains cards with bibliographic information.
RETENTION: Retain in office while active, then destroy by
landfill.
FREELANCE EDITORIAL FEES FILES
This series contains photocopies of invoices sent to Accounting
Services, photocopies of requisitions sent to Accounting
Services, photocopies of letters sent off campus and photocopies
of checks received from Accounting Services.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by recycling.
FREELANCE PAYMENT LOG
This series contains log sheets with name of freelancer, authors
name, date of check, and amount.
RETENTION: Retain 3 years in office, then destroy by recycling.
GALLEY PROOFS
This series contains originals and photocopies of galley proofs received from printers.
RETENTION: Retain in office while active, then destroy by landfill.
GRANT PROPOSALS FILES
This series contains photocopies of grant proposals sent off campus, near-print informational material received from off campus, and campus and off-campus correspondence.
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.
ILLUSTRATIONS
This series contains illustrations received from author.
RETENTION: Retain in office while active, then transfer to
University Archives.
INTEROFFICE CORRESPONDENCE
This series contains photocopies of campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
ISBN LOG BOOK
This series contains computer-generated lists of ISBN numbers received from off campus, annotated with book title and authors last name.
RETENTION: Retain in office while active, then destroy by landfill.
LETTERS SENT
This series contains photocopies of letters sent.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
LSU PRESS BOOK LIST
This series contains 5 list of LSU Press books.
RETENTION: Retain in office until superseded, then destroy by
landfill.
LSU PRESS CATALOGS
This series contains LSU Press catalogs.
RETENTION: Retain permanently in office.
LSU PRESS STYLE BOOK
This series contains photocopies of style instructions.
RETENTION: Retain in office until superseded, then destroy by
recycling.
MANAGING EDITOR ADMINISTRATIVE FILES
This series includes but may not limited to photocopies of meeting minutes, meeting agendas, campus and off-campus correspondence, file notes, photocopies of invoices, photocopies of travel authorizations, job applications received from applicants, resumes received from applicants, editorial tests received from applicants, photocopies of job descriptions received from Human Resource Management1 photocopies of job announcements received from Human Resource Management, timesheets, off-campus near-print informational material, originals and photocopies of procedural guidelines, photocopies of policy statements received from Office of the Chancellor, personnel evaluations, master forms, photocopies of schedules, and file lists.
RETENTION: Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by recycling. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Job applicant records: Retain 1 year in office, then destroy by landfill. Personnel evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. All other records:
Retain in office while active or until superseded, then destroy by landfill.
MANUSCRIPT ACTIVITY RECORDS CARD FILE
This series contains cards with title, author, dates, and reader names.
RETENTION: Retain in office while active, then destroy by landfill.
MANUSCRIPTS AND PROOFS FILES
This series includes but may not limited to manuscripts received from authors, photocopies of manuscripts, galley proofs, page proofs, style sheets, question lists, file notes, maps, illustrations, and book jackets.
RETENTION: Retain 5 years in office, then transfer to University Archives.
MANUSCRIPTS AND PROOFS OF PUBLISHED BOOKS FILES
This series includes but may not limited to proofs, manuscripts received from off campus, style sheets, transparencies received from author, glossies received from author, file cards received from off campus, book jackets and photographs received from off campus.
RETENTION: Retain in office while active, then destroy by landfill.
MANUSCRIPTS AND PROOFS WORKING FILES
This series contains proofs, manuscripts received from authors, and style sheets.
RETENTION: Retain in office while active, then destroy by landfill.
MANUSCRIPT APPROVED FOR PUBLICATION FILES
This series contains correspondence, questionnaires, reader reports, and photocopies of Press Committee reports received from Press Committee.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
MANUSCRIPTS BEING TRANSLATED
This series contains photocopies of manuscripts received from off
campus.
RETENTION: Retain 1 year in office, then destroy by recycling.
MANUSCRIPTS IN PRE-EDITING PROCESS
This series contains manuscripts received from authors.
RETENTION: Retain in office while active, then destroy by
landfill.
MANUSCRIPTS IN SIX MONTH HOLDING PERIOD FILES
This series contains manuscripts received from authors, style sheets, and proofs.
RETENTION: Retain in office while active, then destroy by landfill.
MANUSCRIPTS READY FOR READER EVALUATIONS
This series contains photocopies of manuscripts received from off
campus.
RETENTION: Retain 1 year in office, then destroy by recycling.
MANUSCRIPTS READY FOR REVIEW
This series contains photocopies of manuscripts.
RETENTION: Retain 1 year in office, then destroy by recycling.
MANUSCRIPT RECORD FORMS
This series contains Manuscript Record forms.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
MANUSCRIPT REJECTIONS FILES
This series contains correspondence, author questionnaires, photocopies of sample manuscript chapters received from off campus, and reader reports received from off campus.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
MANUSCRIPT RELEASE FORMS
This series contains Manuscript Release forms.
RETENTION: Retain 3 years in office, then destroy by landfill.
MANUSCRIPTS UNDER REVIEW
This series contains photocopies of manuscripts received from off
campus.
RETENTION: Retain 1 year in office, then destroy by recycling.
MANUSCRIPTS UNDER REVIEW FILES
This series contains correspondence, questionnaires, and readers reports received from off campus.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
MANUSCRIPTS WITHOUT RETURN ADDRESSES
This series contains photocopies of manuscripts received from off
campus.
RETENTION: Retain 1 year in office, then destroy by recycling.
MASTER FORM LETTERS
This series contains hard copy of master form letters.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office while active, then destroy by
landfill.
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 CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
NEW BOOK PROPOSALS FILES
This series contains campus and off-campus correspondence and new book proposals received from off campus.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
POLICIES AND PROCEDURES
This series contains photocopies of policy statements received from Office of the Chancellor and photocopies of procedural guidelines.
RETENTION: Retain in office until superseded, then destroy by recycling.
PRE-EDITORIAL MANUSCRIPT FILES
This series includes but may not limited to manuscript releases, photocopies of contract campus correspondence, illustrations received from authors (paper and computer copy).
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
PRESS COMMITTEE FILES
This series contains originals and photocopies of the following:
meeting minutes, meeting agendas, meeting schedules, campus correspondence, and annotated meeting reports received from committee.
RETENTION: Retain 5 years in office, then transfer to University Archives.
PRESS COMMITTEE REPORTS
This series contains photocopies of committee reports.
RETENTION: Retain in office while active, then destroy by recycling.
PROCEDURAL GUIDELINES
This series contains procedural guidelines generated here and received from campus offices.
RETENTION: Procedural guidelines: [Record (master) copy: Retain permanently in office. Duplicates: Retain in office until superseded, then destroy by recycling.] All other records: Retain in office while active, then destroy by recycling.
PRODUCTION EDITOR ADMINISTRATIVE FILES
This series includes but may not limited to campus and off-campus correspondence, and photocopies of transmittal sheets, photocopies of seasonal lists, and budget reports.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget reports: Retain 3 years in office, then destroy by recycling. All other records: Retain in office while active, then destroy by recycling.
PRODUCTION EDITOR READING FILE
This series contains off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
PROOFS FILES
This series contains proofs received from printer, and style sheets.
RETENTION: Retain in office while active, then destroy by landfill.
PUBLISHER CATALOGS
This series contains catalogs received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
QUERY SLIPS FILES
This series contains annotated query slips received from off
campus, and notes received from off campus.
RETENTION: Retain permanently in office.
READER CARD FILE
This series contains annotated cards with name, address, telephone number, social security number, profession, manuscripts read, and amount paid.
RETENTION: Retain in office while active, then destroy by landfill.
RECEIVING REPORTS
This series contains photocopies of receiving reports.
RETENTION: Retain 3 years in office, then destroy by recycling.
RECORD COPY OF LSU PRESS PUBLICATIONS
This series contains LSU Press books and books received from off
campus for reprint.
RETENTION: Retain permanently in office.
REJECTED MANUSCRIPT CORRESPONDENCE FILES
This series contains correspondence and photocopies of sample manuscript chapter received from authors.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
REPORTS FILES
This series contains photocopies of editorial workload reports, photocopies of production schedule reports, photocopies of receiving reports, and working reports.
RETENTION: Retain in office while active, then destroy by recycling.
REPRINT FILES
This series includes but may not limited to campus and off-campus correspondence, photocopies of production cast estimates, author corrections received from off campus, jacket copies, photocopies of receiving reports, and photocopies of advance copy distribution sheets.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
REPRINT PROCEDURES MANUAL
This series contains a procedural manual.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office while active, then destroy by
recycling.
SALES REPORTS
This series contains photocopies of sales report sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
SEASONAL LISTS
This series contains original and photocopies of lists with name of author, book, and planned season of publishing.
RETENTION: Retain in office while active, then destroy by recycling.
SOUTHERN HISTORICAL CUSTOMERS LISTS
This series contains computer-generated lists with names and addresses of customers.
RETENTION: Retain in office until superseded, then destroy by landfill.
STUDENT INTERN PROJECT FILES
This series contains reports and questionnaires received from students.
RETENTION: Retain in office while active, then destroy by recycling.
STYLE SHEETS
This series contains style sheets.
RETENTION: Retain in office while active, then destroy by
landfill.
SUB-RIGHTS FILES
This series includes but may not limited to campus and off-campus correspondence, photocopies of Production Checklists, photocopies of contracts, and copies of dust covers.
RETENTION: Retain permanently in office.
VOEGELIN COLLECTED WORKS FILES
This series includes but may not limited to correspondence, readers reports, photocopies of grant proposals, biographical sketches, file notes, photocopies of Production Checklists, a registry of Voegelin papers in the Hoover Institute, and photocopies of the following sent to Accounting Services: check requests, bills, and receipts.
RETENTION: Retain in office 7 years, then transfer to University Archives.
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.
WORK EVALUATION REPORTS
This series contains photocopies of annotated reports sent to freelancers.
RETENTION: Retain in office while active, then destroy by recycling.