MARKETING DEPARTMENT

LSU PRESS

ADDRESS UPDATE FILES

This series contains photocopies of annotated mailing labels and photocopies of and originals of letters received.

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

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.

ADOPTION HEARING FILES

This series contains correspondence, photocopies of State Department Studies Adoption Form sent to Louisiana State Department of Education, photocopies of presentation text.

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

ADVERTISEMENT ADMINISTRATIVE FILES

This series includes but may not limited to photocopies of invoices, photocopies of requests for requisitions, photocopies of Purchase Orders sent off campus, photocopies of final advertisements, and correspondence.

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

ADVERTISING AND DIRECT MAIL FILES

This series contains correspondence and photocopies of invoices.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by recycling.

ADVERTISING FILES

This series contains photocopies of advertisement work-ups, slides received from Instructional Support and Development, correspondence, file notes, lists received from vendors, photocopies of requisitions sent to Purchasing, photocopies of statements received from vendors, newsletters received from off campus, and magazine clippings.

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

ADVERTISING SCHEDULES

This series contains advertising schedules.

RETENTION: Retain in office while active, then destroy by recyc ii ng

ASSOCIATE MARKETING MANAGER REVIEW FILES

This series contains photocopies of newspaper clippings or excerpts from publications.

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

ASSOCIATE MARKETING MANAGER WORKING FILES

This series contains photocopies of campus correspondence, correspondence, off-campus near-print informational material, photocopies of procedural guidelines, photocopies of awards of bids and photocopies of bids sent to Purchasing, and price lists received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

AUTHOR APPEARANCE CORRESPONDENCE

This series contains correspondence.

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

AUTHOR QUESTIONNAIRES

This series contains photocopies of Author Questionnaires received from off campus.

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

AWARDS FILES

This series contains campus and off-campus correspondence, and file notes.

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

BOOK CODES LIST

This series contains computer-generated lists.

RETENTION: Retain in office until superseded, then destroy by

recycling.

BOOK PRODUCTION SCHEDULES

This series contains computer-generated reports.

RETENTION: Retain in office while active, then destroy by

recycling.

BOOK REVIEWS FILES

This series contains photocopies of newspaper and magazine

clippings.

RETENTION: Retain in office while active, then transfer to

University Archives.

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

CATALOGS

This series contains catalogs received from off campus.

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

CATALOGS AND DIRECTORIES

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

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

CIRCULATING FILES

This series contains campus correspondence and photocopies of letters sent.

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

CIRCULATING FILES

This series contains annotated photocopies of correspondence sent.

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

COLUMBIA UNIVERSITY PRESS COMBINED SALES FILE

This series includes but may not limited to computer-generated reports received from Columbia University, photocopies of invoices, sale booklist, and photocopies of near-print informational material received from off campus.

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

COMPLEMENTARY COPY FILES

This series contains letters received, photocopies of Non-Charge forms.

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

COMPUTER FILES

This series contains photocopies of packing slips received from vendors, newsletters received from vendor, and specifications received from vendor.

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

CORPORATE SALES FILES

This series contains file notes, photocopies of invoices, and

correspondence.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

CORRESPONDENCE

This series contains correspondence.

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

then landfill.

DEADLINE FILES

This series contains annotated letters received.

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

then landfill.

DEPRTMENTAL ADMINISTRATIVE FILES

This series includes but may not limited to photocopies of Travel Vouchers sent to Accounting Services, file notes, meeting agendas, reports, photocopies of news articles, correspondence, photocopies of equipment lists, book proposals, photocopies of contracts sent off campus, photocopies of p01 icy statements received from Office of the Chancellor, photocopies of procedural guidelines, photocopies of budgets, job applications, photocopies of resumes, campus correspondence, catalogs, book lists, photocopies of job descriptions, photocopies of production schedules, and photocopies of editorial reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budgets, reports, and Travel Expense

Vouchers: Retain 3 years in office, then destroy by recycling. Applications and resumes: Retain 1 year in office, then destroy by landfill. All other records: Retain in office while active or until superseded, then destroy by landfill.

DISCOUNT SCHEDULES FILE

This series contains Purchasing Plan policy statements.

RETENTION: Retain in office until superseded, then destroy by

recycling.

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) when used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

EXHIBIT INFORMATION FILES

This series contains correspondence, photocopies of invoices, photocopies of order forms sent off campus, photocopies of near-print informational material received from off campus, and photocopies of campus correspondence.

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

GENERAL CORRESPONDENCE

This series contains correspondence.

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

then landfill.

HOLIDAY SCHEDULES

This series contains schedules received from Office of the

Chancellor.

RETENTION: Retain in office while active, then destroy by

recycling.

JACKET AND CATALOG COPY

This series contains jacket and catalog copy.

RETENTION: Retain in office while active, then destroy by

recycling.

JOURNAL OF MACROECONOMICS ADVERTISING FILES

This series contains campus and off-campus correspondence,

photocopies of invoices, and photocopies of advertisements.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

LETTERS RECEIVED

This series contains letters received.

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

then landfill.

LETTERS SENT

This series contains photocopies of letters sent.

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

LSU PRESS CATALOGS

This series contains campus near-print informational material.

RETENTION: Retain in office while active, then transfer to

University Archives.

LSU PRESS JOURNAL OF MACROECONOMICS

This series contains issues of the Journal of Macroeconomics.

RETENTION: Retain permanently in office.

LSU PRESS SALES HISTORY FILES

This series contains statistical worksheets and computer-generated statistical reports.

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

LSU PRESS SEASON\AL CATALOGS

This series contains LSU Press Seasonal Catalogs.

RETENTION: Retain in office while active, then transfer to

University Archives.

MAIL SALES AND FLYER FILES

This series includes but may not limited to galleys, photocopies of Requests for Requisitions, photocopies of printing specifications, mailing lists received from vendors, letters received, sales figures reports, and statistical worksheets.

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

MANUSCR I PTS

This series contains manuscripts.

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

MARKETING MANAGER FILES

This series contains campus and off-campus correspondence, and photocopies of contracts.

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

MARKETING STATISTICAL REPORTS

This series contains the following computer-generated reports sales reports, account reports, and sales histories.

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

MARKETING VIDEO AND AUDIO TAPES

This series contains video and audio tapes received from off

campus

RETENTION: Retain permanently in office.

NEWSPAPER CLIPPINGS, 19B0-19B0 (OBSOLETE)

This series contains newspaper clippings received from off

campus.

RETENTION: Transfer to University Archives.

OUT-OF-PRINT BOOK FILE

This series contains off-campus correspondence and photocopies of Reprint/Out of Print Considerations and photocopies of budget reports.

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

PAGE PROOFS

This series contains page proofs.

RETENTION: Retain in office while active, then destroy by

landfill.

PERMISSIONS CORRESPONDENCE FILES

This series contains royalty reports and correspondence.

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

then landfill.

PRESS COMMITTEE MEETING MINUTES

This series contains photocopies of meeting minutes received from

committee secretary.

RETENTION: Retain in office while active, then transfer to

University Archives.

PRODUCTION AND RECEIVING REPORTS

This series contains photocopies of production reports and

photocopies of receiving reports.

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

PROMOTION FILES

This series contains campus and off-campus correspondence.

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

PROMOTIONAL PHOTOGRAPHS

This series contains photographs received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

PUBLICITY PHOTOGRAPHS

This series contains photographs.

RETENTION: Retain in office while active, then transfer to

University Archives.

REQUISITIONS

This series contains photocopies of requisitions.

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

REVIEWS/ BLURDS

This series contains photocopies of excerpts from publications.

RETENTION: Retain in office while active, then destroy by

recycling.

RIGHTS INQUIRIES FILES

This series contains correspondence.

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

then landfill.

SALES MANAGER ADMINISTRATIVE FILE

This series contains photocopies of procedural guidelines and file notes.

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

SALES MANAGER SEASONAL WORKING FILES

This series contains photocopies of correspondence, and photocopies of news releases sent off campus.

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

SALES OFFICE ACCOUNTS LIST

This series contains computer-generated accounts Lists.

RETENTION: Retain in office until superseded, then destroy by

landfill.

SALES OFFICE ACCOUNTS RECEIVABLE AGING SCHEDULES

This series contains computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

SALES OFFICE BACK ORDER REGISTER

This series contains photocopies of computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

SALES OFFICE BOOK PREPARATION FILES

This series contains photocopies of campus correspondence, photocopies of Launch Notes, photocopies of cost sheets, data entry sheets, photocopies of Price/Print Run Recommendations, and photocopies of electronic spreadsheet printouts.

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

SALES OFFICE CORRESPONDENCE

This series contains correspondence.

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

then landfill

SALES OFFICE CUSTOMERS FILES

This series contains correspondence and catalogs received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other records: Retain in office while active or until superseded, then destroy by landfill.

SALES OFFICE INFORMATION REQUESTS CARD FILE (OBSOLETE)

This series contains cards with names and addresses.

RETENTION: Destroy by landfill.

SALES OFFICE SAMPLE READER

This series contains a compilation of samples from book galleys.

RETENTION: Retain in office until superseded, then destroy by

landfill.

SALES OFFICE SEASONAL CATALOG PREPARATION FILES

This series contains photocopies of Purchase Orders and

photocopies of catalog draft texts.

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

SALES OFFICE SIGNINGS FILES, 1967-1990 (OBSOLETE)

This series contains correspondence.

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

then landfill.

SALES OFFICE STUDENT ASSISTANT WORKING FILES

This series contains photocopies of campus correspondence, and

Jackets Sent to Sales Representatives log sheets.

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

SALES OFFICE ORGANIZATIONS CORRESPONDENCE FILES

This series contains photocopies of correspondence and photocopies of contracts sent off campus.

RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

SALES OFFICE REPRINTS FILE

This series contains photocopies of Reprint/Out of Print

Considerations.

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

SALES OFFICE WEEKLY LOW STOCK REPORTS

This series contains Low Stock Reports.

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

SALES REPORT

This series contains photocopies of computer-generated sales reports.

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

SAMPLE MAILING PIECES

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

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

SEASONAL FILES

This series contains photocopies of printing and priority bids sent to Purchasing, photocopies of invoices, Review Requests, and photocopies of ~uthors Questionnaires.

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

TRAVEL FILES

This series contains photocopies of procedural guidelines, photocopies of policy statements received from Office of the Chancellor, file notes, campus and off-campus correspondence, photocopies of Travel Vouchers sent to Accounting Services, photocopies of receipts sent to Accounting Services, and photocopies of Authorizations to Travel.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Travel records: Retain 3 years in office, then destroy by landfill. All other records: Retain in office while active or until superseded, then destroy by recycling.

UNIVERSITY PRESSES CATALOGS

This series contains catalogs received from off campus.

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

VENDOR PRICE LISTS

This series contains price lists received from vendors.

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.