SCHOOL OF MUSIC

ACCOUNTING FILES

This series contains receipts received from off campus, correspondence, off-campus near-print informational material, photocopies of Requests for Budget Adjustments sent to Budget and Planning, carbon copies of invoices sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports sent to Purchasing NCR copies of requisitions sent to Purchasing, log sheets, carbon copies of laundry lists, carbon copies of packing slips received from off campus, file notes, photocopies of Check Requests sent to LSU Foundation, computer-generated monthly ledgers received from Accounting Services, photocopies of checks sent to LSU Foundation, and photocopies of transmittals sent to LSU Foundation.

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

ACCOUNTING LEDGERS

This series contains computer-generated monthly ledgers received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ACCOUNTING POSTING FILES

This series contains photocopies of internal transactions sent to

Accounting Services, photocopies of invoices sent to Accounting

Services, and photocopies of receiving reports sent to

Purchasing.

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

Center, then destroy by 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.

ANNUAL LEAVE SUMMARIES

This series contains computer-generated Annual Leave Summaries

received from Human Resource Management.

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

BILLING FILES

This series contains photocopies of invoices received from the

following: System Network Computer Center and Telecommunications.

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

BUILDING PLANS

This series contains building plans received from off campus.

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

CHORAL ACTIVITIES FILE LISTS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

CLERK WORKING FILES

This series contains campus near-print informational material, schedules, and file lists.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

COMMITTEE GRADE CARDS, 1964-1966 (OBSOLETE)

This series contains committee grade cards.

RETENTION: Destroy by landfill.

COMPOSITION CORRESPONDENCE

This series contains correspondence.

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

then landfill.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

CORRESPONDENCE, 1975-1976 (OBSOLETE)

This series contains campus and off-campus correspondence.

RETENTION: Transfer to University Archives.

COURSE AND FACULTY SCHEDULING FILES

This series contains the following computer-generated reports

received from Student Records and Registration: Faculty

Assignment Reports, Class Schedule Reports, Course Management

Reports, and Enrollment Summaries.

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

DEAN BUDGET FILES

This series contains budget reports, computer-generated Operating

Budgets for Fiscal Years received from Budget and Planning, and

photocopies of the following sent to Budget and Planning:

Requests for Budget Adjustments and Budget Proposed Allocationsi

A, B, & C.

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

DEAN PERSONNEL FILES

This series contains photocopies of campus correspondence sent

and employee performance evaluations.

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

Archives.

DEAN SUBJECT FILES, 1926-1976 (OBSOLETE)

This series contains carbon copies and originals of campus and off-campus correspondence, photocopies of meeting minutes received from committee chair, campus and off-campus near-print informational material, newspaper clippings, procedural guidelines generated here and received from campus offices, carbon copies of invoices sent to Accounting Services, carbon copies of Purchasing Orders sent to Purchasing, job applicant letters of reference received from off campus, position descriptions, carbon copies and originals of receipts received from off campus, file notes, grade report cards, business cards received from off campus, programs, photographs received from off campus, telegrams received from off campus, postal rate schedules received from off campus, tests, album, catalog of recordings, schedules, carbon copies of bills received from off campus, non-instructional payroll cards, carbon copies of payroll vouchers, rough drafts of self-study reports, tenure recommendation forms sent to Human Resource Management, photocopies of Requests for Group Excuses sent to Dean of Students, questionnaires, mailing lists, employee withholding tax statements, applications, and carbon copies of PER-3 Personnel Status Change sent to Human Resource Management.

RETENTION: Transfer to University Archives.

DEAN WORKING FILES

This series contains campus correspondence received, file lists,

and School of Music Calendars.

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

Archives.

DEGREE PROGRAMS COURSE REQUIREMENTS NOTEBOOK

This series contains Degree Program Course Requirements lists.

RETENTION: Retain in office until superseded, then destroy by

recycling.

FACULTY AND STAFF PERSONNEL FILES

This series contains teacher evaluations received from Office of the Dean, and NCR copies or photocopies of the following sent to Human Resource Management: PER-2 Personnel Appointments, PER-3 Personnel Status Changes, Change-in-Status Reports of Continuation or Separation, and step increase forms.

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

FACULTY APPLICATION FILES, 1932-1980 (OBSOLETE)

This series contains publication excerpts received from off campus, job applicant letters of reference received from off campus, job applicant resumes received from off campus, vitae received from off campus, photographs received from off campus, and postcards received from off campus.

RETENTION: Destroy by shredding then landfill.

FACULTY READING FILES

This series contains campus correspondence received, photocopies of letters sent off campus, and vitae.

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

FILE LISTS

This series contains file lists.

RETENTJON: Retain in office while active, then destroy by

recycling.

FINAL GRADE SHEETS

This series contains carbon copies of Final Grade Sheets sent to

Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then landfill.

GRADUATE ASSISTANTSHIP APPLICATION FILES

This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus, applications received from off campus, and programs received from off campus.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

GRADUATE ASSISTANTSHIP FILES

This series includes but may not be limited to campus correspondence, photocopies of PER-14 appointment notifications sent to Human Resource Management, photocopies of PER-17 turnaround documents sent to Human Resource Management, file notes, reports, 1-9 Employee Eligibility Verifications, photocopies of W-4s, and Loyalty Oaths.

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

GRADUATE STUDENT FILES

This series contains letters of reference received from off campus, photocopies of GRE scores received from Graduate School, photocopies of Programs of Study sent to Graduate School, student examinations, NCR copies of grade reports received from Student Records and Registration, repertoire sheets received from students, photocopies of transcripts received from Graduate School, and applications for graduate awards.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

GRADUATE STUDENT RECRUITING FILES

This series contains correspondence, performance evaluations, and applications for graduate awards received from students.

RETENTION: Students who enter records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Students who do not enter records:

Retain in office 1 year after application term, then destroy by shredding then landfill.

HIGHER EDUCATION ARTS DATA SERVICES REPORTS

This series contains photocopies of annual Higher Education Arts

Data Services reports sent off campus.

RETENTION: Retain in office while active, then destroy by

recycling.

INFORMATION NOTEBOOKS, 1955-1963 (OBSOLETE)

This series contains campus and off-campus correspondence, carbon copies of building maintenance reports received from Facility Services, mimeographed copies of meeting minutes, photocopies of budget reports, photocopies of monthly ledger sheets received from Accounting Services, budget worksheets, file notes, photocopies of articles received from off campus, photocopies of drafts of articles, photocopies of Requests for Change in Curriculum sent to Academic Affairs, photocopies of Requests for Addition of New Courses sent to Academic Affairs, Alumni Newsletters, photocopies of LSU Bulletins received from campus offices, programs, and carbon copies of Campus Conferences and Workshops reservation forms sent to Conference Center.

RETENTION: Transfer to University Archives.

INTERUNIVERSITY RELATIONS FILES, 1931-1940 (OBSOLETE)

This series contains correspondence, programs received from off campus, file notes, telegrams received from off campus, invitations received from off campus, and questionnaires received from off campus.

RETENTION: Transfer to University Archives.

JOB SEARCH FILES

This series contains the following received from off campus: job applicant letters of reference, job applicant resumes, applications, and photocopies of transcripts.

RETENTION: Retain 1 year in office, then destroy by shredding then landfill.

LOG

This series contains log sheets with names, volume numbers, etc.

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

MASTER COPY OF NEAR-PRINT INFORMATIONAL MATERIAL

This series contains master copies of campus near-print

informational material.

RETENTION: Retain permanently in office.

MISCELLANEOUS FILES

This series contains photocopies of textbook orders sent to LSU

Union Bookstore, photocopies of timesheets sent to Payroll, and

NCR copies and photocopies of key request forms sent to Facility

Services.

RETENTION: Timesheets: Retain in office until summarized, then

destroy by shredding then landfill. All other contents: Retain

3 years in office, then destroy by landfill.

MUSIC EDUCATION ADVISING FILES

This series contains campus near-print informational material, photocopies of transcripts received from College of Education, photocopies of Degree Audits, and file notes.

RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.

MUSIC EDUCATION FACULTY MEETING MINUTES

This series contains photocopies of faculty meeting minutes received from committee chair.

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

MUSIC EDUCATION INFORMATION FILES

This series contains photocopies of campus correspondence, policy statements received from Office of the Chancellor, and procedural guidelines received from campus offices.

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

MUSIC MAJORS FOR MYRTIS RILEY REPORTS

This series contains computer-generated Music Majors for Myrtis

Riley reports received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

landfill.

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

ORCHESTRA ADVISING NOTES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

PERFORMANCE CASSETTE TAPES

This series contains cassette tapes of performances.

RETENTION: Retain in office while active, then transfer to

University Archives.

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity

Reports received from Accounting Services.

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

PROGRAM CONTENTS, 1922 (OBSOLETE)

This series contains a master copy of program contents.

RETENTION: Transfer to University Archives.

PROGRAMS

This series contains programs.

RETENTION: Retain in office while active, then transfer to

University Archives.

PROJECT COORDINATION FILES

This series contains correspondence, photocopies of check requests sent to LSU Foundation, NCR invoices sent to Purchasing, photocopies of checks sent to LSU Foundation, schedules, and file lists.

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

PROMOTION/TENURE BALLOTS

This series contains Promotion/Tenure Ballots received from committee.

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

REPERTOIRE SHEETS

This series contains repertoire sheets.

RETENTION: Retain in office 1 year after term submitted, then destroy by shredding then landfill.

SCHOLARSHIP FILES, 1933-1935 (OBSOLETE)

This series contains applications, correspondence, photographs,

programs, and grade reports received from Student Records and

Registration.

RETENTION: Destroy by landfill.

STUDENT ASSISTANT FILES

This series contains photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: 1-9 Employee Eligibility Verifications, W-2s, Loyalty Oaths, and PER-17 turnaround documents.

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

STUDENT FEE CARDS, 1928-1932 (OBSOLETE)

This series contains student fee cards.

RETENTION: Destroy by landfill.

TRAVEL FILES

This series contains photocopies of Travel Expense Vouchers sent

to Accounting Services and photocopies of Requests for

Authorization to Travel sent to Accounting Services.

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

UNDERGRADUATE RECRUITING FILES

This series contains correspondence, School of Music performance evaluations, and photocopies of applications received from students.

RETENTION: Attending student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Not attending student records: Retain in office 1 year after application term, then destroy by shredding then landfill.

UNDERGRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, employee performance evaluations, ledgers, photocopies of scholarship acceptance forms, renewal forms, applications, NCR copies of grade reports received from Student Records and Registration, NCR copies of Advising Cards received from Student Records and Registration, photocopies of repertoire records received from students, barrier performance evaluations, and check out lists.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then 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.