CAMD
ACCOUNTING AND BUDGET FILES
This series contains NCR copies of Purchase Orders sent
to Purchasing, Receiving Reports sent to Purchasing, requisitions sent to
Purchasing, computer-generated monthly ledger sheets received from Accounting
Services, photocopies of Travel Expense Vouchers sent to Accounting Services,
photocopies of invoices sent to Accounting Services, photocopies of Internal
Transactions sent to Accounting Services, computer-generated Operating Budgets
for Fiscal Years received from Budget and Planning, computer-generated Payroll
Check Distribution Reports received from Human Resource Management, photocopies
of wage timesheets sent to Human Resource Management, computer-generated PARs
received from Accounting Services, and computer-generated Invoices Paid During
the Period reports received from Accounting Services.
RETENTION:
Retain 2 years in office, then 5 years in Records Center, then destroy
by shredding then landfill.
ADMINISTRATIVE SERVICE ASSISTANT WORKING FILES
This series contains campus and off-campus
near-print informational material, procedural guidelines received from campus
offices, file lists, and key log sheets with name, key number, etc.
RETENTION:
Retain in office while active or until superseded, then destroy by
landfill.
BLUEPRINTS OF STORAGE RING
This series contains blueprints received from off
campus.
RETENTION:
Retain permanently in office.
CORRESPONDENCE
This series contains campus and off-campus
correspondence.
RETENTION:
Retain 5 years in office, then destroy by shredding
then landfill.
SECRETARY WORKING FILES
This series contains procedural guidelines received
from campus offices and photocopies of student timesheets sent to Human
Resource Management.
RETENTION:
Timesheets: Retain in office
until summarized, then destroy by shredding then landfill. All other contents: Retain in office while active or until
superseded, then destroy by recycling.
STAFF AND GRADUATE STUDENT PERSONNEL FILES
This series contains resumes, photocopies of
performance evaluations, photocopies of leave slips, and photocopies or NCR
copies of the following sent to Human Resource Management:
Position
Descriptions, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records,
Per-2 Personnel Appointments, Per-3 Personnel Status Changes, Per-26s, Per-40
Contracts, Per-ls, Per-18
Affirmative Action Compliance Reports, and Requests
for Authorization to Advertise.
RETENTION:
Staff personnel records: Retain
in office 2 years after termination or until final disposition of charge or
civil action, then destroy by shredding then landfill. Graduate student personnel records: Retain in office 3 years after termination
or until final disposition of charge or civil action, 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.