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RETENTION: Retain in office until superseded, then destroy by recycling.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