OFFICE OF THE DIRECTOR

LSU PRESS

ADMINISTRATIVE SECRETARY WORKING FILES

Th is series contains photocopies of campus correspondence, leave slips, and file lists.

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

ASSOCIATION OF AMERICIN UNIYERSITY PRESSES FILES

This series contains annual statistical data reports sent off campus, survey reports received from off campus, letters received from off campus, and off-campus near-print informational material

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

BOOKS SENT FILES

This series contains requests received from campus offices and

NCR copies of Non-Charge Control Forms.

RETENTION: Retain 9 years in office, then destroy by landfill.

BUDGET FILES

This series contains campus correspondence, Operating Budgets for

Fiscal Years, travel receipts, and file notes.

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

Center, then destroy by shredding then landfill.

CHALLENGE FILES

This series includes but may not limited to campus and off-campus correspondence, photocopies of grant proposals, and LSU Foundation Operating Budget for Fiscal Year received from Budget and Planning.

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

COMPUTER SYSTEM FILES

This series contains campus and off-campus correspondence, file notes, and off-campus near-print informational material.

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 All other records: Retain in office while active or until superseded, then destroy by landfill.

CONTRACT FILES

This series contains contracts, permissions received from off campus, campus and off-campus correspondence, and file lists.

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

COPYING MACHINE FILES

This series contains off-campus near-print informational material, rental contract received from Copier Management, and meter reading log sheets.

RETENTION: All contracts: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Log sheets: Retain 3 years in office, then destroy by recycling. All other records: Retain in office while active or until superseded, then destroy by landfill.

DIRECTOR ADMINISTRATIVE FILES

This series includes but may not limited to meeting minutes received from campus offices, campus and off-campus correspondence, photocopies of news clippings, reprints received from off campus, photocopies of vitae received from off campus, reports, file notes, survey reports received from off campus, job applications, monthly charge reports received from Telecommunications, NCR copies of Travel Expense Vouchers sent to Accounting Services, staff leave summary reports, timesheets, and photocopies of student appointment forms sent to Student aid and Scholarships.

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

DIRECTOR LEAVE SLIPS

This series contains photocopies of leave slips sent to Office of the Vice Chancellor.

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

DIRECTOR READING FILES

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

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

DIRECTOR WORKING FILES

This series contains campus correspondence and photocopies of reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. all other records: 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 deletion, delete after the longest retention period has expired.

FRENCH HOUSE FILES, 19B1-19B5 (OBSOLETE)

This series includes but may not limited to Historic Register

Certificate, campus and off-campus correspondence, blueline

drawings, guestbook, and invitations.

RETENTION: Transfer to University Archives.

FRENCH HOUSE RENOVATION ARCHITECTURAL DRAWINGS

This series contains blueline drawings.

RETENTION: Transfer to University Archives.

GENERAL FILES

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

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.

INTEROFFICE CORRESPONDENCE

This series contains interoffice correspondence.

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

then recycling.

JOURNAL OF MACROECONOMICS FILES

This series contains contracts and off-campus correspondence.

RETENTION: Contracts: Retain in office 3 years after cancellation or termination of contract, then destroy by shredding then landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill.

LEAVE FILES

This series contains Leave Summary Reports received from Automated Systems and leave slips.

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

MARGARET STONE PRINTS FILES, 1979-1995 (OBSOLETE)

This series contains campus and off-campus correspondence, file

lists, and receipts.

RETENTION: Transfer to University Archives.

NOTICE OF CHANGING ADDRESSS FILES

This series contains campus correspondence.

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

then landfill.

ORGANIZATIONAL CHARTS

This series contains organizational charts sent to Human Resource

Management.

RETENTION: Retain in office while active, then transfer to University Archives.

PERSONNEL ADVERTISING FILES

This series contains campus and off-campus correspondence, procedural guidelines, and file lists.

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

PERSONNEL FILES

This series contains Posit ion Descriptions sent to Human Resource Management, salary increase date received from Human Resource Management, contracts, campus correspondence, evaluations sent to Human Resource Management, retirement statements received from off campus, resumes received from off campus, and personnel forms sent to Human Resource Management.

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

POSITION DESCRIPTION FILES

This series contains Position Descriptions received from off campus, file lists, and off-campus near-print informational material.

RETENTION: Position descriptions: Retain 2 years in office, then destroy by landfill. all other records: Retain in office while active or until superseded, then destroy by landfill.

STUDENT ASSISTANT PERSONNEL FILES

This series contains applications, campus correspondence, and salary ranges.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

TELECOMMUNICATIONS FILES

This series includes but may not limited to caller identification numbers received from Telecommunications, campus correspondence, NCR copies of Requests for Telecommunications Service sent to Telecommunications, and telephone bills received from Telecommunications.

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

TELEPHONE BILLS

This series contains NCR copies of bills received from

Telecommunications.

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

Center, then destroy by landfill.

TRAVEL FILES

This series contains photocopies of Travel Expense Vouchers sent to Accounting Services, Requests for authorization to Travel, Requests for Travel advances, and correspondence.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Travel records: Retain 3 years in office, then destroy by landfill.

TRAVEL PROCEDURES FILES

This series contains campus correspondence, procedural guidelines received from Office of the Vice-Chancellor, and annotated photocopies of Travel Expense Vouchers sent to Office of the Vice-Chancellor.

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

UNIVERSITY ARCHIVES CORRESPONDENCE

This series contains campus correspondence.

RETENTION: Retain 5 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.