PRODUCTION DEPARTMENT

LSU PRESS

BLUE LINES BOOK COPIES

This series contains blue line book copies received from off campus.

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

BOOK FILES

This series contains campus and off-campus correspondence, photocopies of weekly production schedules, computer-generated Production Cost Estimates, photocopies of invoices sent to Purchasing, photocopies of bids sent to Purchasing, and photocopies of requisitions sent to Purchasing.

RETENTION: Retain in office 7 years after termination of contract, then destroy by shredding then landfill.

BOOK PRODUCTION SCHEDULES

This series contains photocopies of Book Production Schedules.

RETENTION: Retain in office while active, then destroy by

recycling.

BOOK SHOW FILES

This series contains book show brochures received from off campus.

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

BOOK TEXT MECHANICALS

This series contains book text mechanicals.

RETENTION: Retain in office while active, then destroy by

landfill.

BUDGET FILES (OBSOLETE)

This series contains photocopies of cost calculation sheets, photocopies of budget and expenditure reports.

RETENTION: Destroy by recycling.

CAMERA COPY

This series contains camera-ready copy of LSU publications.

RETENTION: Retain in office while active, then destroy by

landfill.

CONTRACT FILES

This series contains photocopies of contracts sent to Purchasing, campus and off-campus correspondence, file notes, photocopies of invoices sent to Purchasing, and photocopies of requisitions sent to Purchasing.

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

DESIGNER PRICING REFERENCE FILES

This series contains price lists received from off campus and photocopies of bid guidelines.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

DESIGNER WORKING FILES

This series contains photocopies of sample forms, photocopies of production schedules, photocopies of campus correspondence, and file notes.

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

EDITED MANUSCRIPTS

This series contains edited manuscripts.

RETENTION: Retain in office while active, then return to author.

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.

FOLDED AND GATHERED COPIES

This series contains folded and gathered books as received from printers.

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

JACKET AND COVER MECHANICALS FILES

This series contains jacket and cover mechanicals generated here or received from off campus, obsolete advertisement mechanicals, obsolete catalog mechanicals, and illustrations generated here and received from off campus.

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

LSU PRESS CATALOG FILES

This series contains LSU Press Catalogs, file notes, photocopies of bids sent to Purchasing, photocopies of galleys, and photocopies of invoices sent to Purchasing.

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

LSU PRESS CATALOGS

This series contains near-print informational material.

RETENTION: Retain in office while active, then transfer to

University Archives.

LSU PUBLICATIONS

This series contains LSU publications.

RETENTION: Retain in office while active, then destroy by

landfill.

NORWOOD STATS, 1989-1990 (OBSOLETE)

This series contains a "stat" copy of a book.

RETENTION: Retain in office while active, then destroy by

landfill.

PHOTOGRAPHS

This series contains photographs received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

PRODUCTION ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of requisitions sent to Purchasing, off-campus near-print informational material, photocopies of invoices sent to Purchasing, photocopies of Receiving Reports, resumes received from off campus, and photocopies of weekly production schedules.

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

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

PRODUCTION ASSISTANT WORKING FILES

This series contains mechanicals, photographs received from off campus, correspondence, NCR copies of invoices, sample book covers, examples of type, production estimates, file notes, negatives received from off campus, and manuscripts.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. All other records: Retain in office while active, then destroy by landfill.

PRODUCTION DEPARTMENT FILES

This series contains correspondence, NCR copies and photocopies of invoices received from off campus, photocopies of production schedules, estimates, file notes, Final Production Plan, Mechanicals, comps, and jacket samples.

RETENTION: Retain in office 7 years after termination of contract, then destroy by shredding then landfill.

PRODUCTION MANAGER WORKING FILES

This series contains off campus near-print informational material, list of obsolete types received from off campus, photocopies of budgets, photocopies of cost sheets received from off campus, photocopies of campus correspondence, photocopies of book estimates, photocopies of LSU book lists, photocopies of Final Production Estimates, file notes, Launch Meeting committee notes, LSU Today, campus near-print informational material, photocopies of file lists, vendor samples, photocopies of office subscriptions to magazines, procedural guidelines, photocopies of Requests for Travel Authorizations.

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

PRODUCTION MANAGER WORKING FILES, 1963-1990 (OBSOLETE)

This series contains campus and off-campus near-print informational material, LSU Press catalogs, letters received from vendors, photocopies of LSU Press Committee reports, campus correspondence, layouts of advertisements, photocopies of advertisements, applications received from off campus, procedural guidelines, file notes, American Association of University Presses newsletters, photocopies of budgets, file lists, personnel evaluations, leave slips, samples of procedural guidelines received from off campus, photocopies of invoices received from off campus,. and photocopies of bills of lading.

RETENTION: All personnel records: 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. Accounting records: Retain 1 year in office, then destroy by landfill. All other records: Retain in office while active or until superseded, then destroy by landfill.

PRODUCTION OFFICE PROCEDURAL MANUAL

This series contains photocopies of campus correspondence and photocopies of sample forms.

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

PROOFS FILES

This series contains unbound volumes received from off campus and blue lines received from off campus.

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

REFERENCE FILES

This series contains examples of type, off-campus near-print informational material, and (photocopies of ?) campus correspondence.

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

REPRINTS

This series contains reprinted LSU publications.

RETENTION: Retain in office until superseded, then destroy by

recycling -

SAMPLE BOOKS

This series contains a sample (blank paged) book.

RETENTION: Retain in office while active, then destroy by

landfill.

SAMPLE CASES

This series contains sample cases received from binders.

RETENTION: Retain in office while active, then destroy by

landfill.

SUPPLIER FILES

This series contains off-campus near-print informational material, cover letters received from vendors, file notes, and photocopies of invoices sent to Purchasing.

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.

VENDOR CATALOGS

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

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

VENDOR SAMPLES FILES

This series contains the following received from off campus:

sample book bindings, sample paper, and sample type.

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.