OFFICE OF THE DIRECTOR

LOUISIANA GEOLOGICAL SURVEY

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives

DATA SETS

This series contains data sheets, graphs, drawings, photocopies

of final reports sent off campus, and file notes.

Retain in office while active, then destroy by landfill.

PROJECT REPORTS

This series contains pro ₃ect reports.

RETENTION: Retain permanently in office.

PROJECT SLIDES NOTEBOOKS

This series contains slides.

RETENTION: Retain permanently in office.

PUBLICATIONS

This series contains Louisiana Geological Survey publications.

RETENTION: Retain in office while active, then transfer to

University Archives.

RESEARCH DATA FILES

This series contains photocopies of articles, field data, file notes, photocopies of maps received from off campus or generated here, and excerpts.

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

SIZEMATIC DATA SHEETS

This series contains data sheets.

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

VIDEO TAPE MANUALS

This series contains manuals generated here and received from off campus

RETENTION: Retain in office until superseded, then destroy by landfill.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) ~hen they are used to produce hard copy that is maintained in organized files or b) ~hen 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.

ADMINISTRATION/LOUISIANA GEOLOGICAL SURVEY

ACCOUNTING LEDGERS

This series contains monthly ledger sheets received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

ACCOUNTS FILES

This series contains computer-generated Records of Expenditures.

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

ASSISTANT TO DIRECTOR WORKING FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, photocopies of contracts sent to Grants and Contracts, budgets, file lists, and photocopies of Telephone Equipment Inventory received from Telecommunications.

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

BUDGET FILES

This series contains procedural guidelines, photocopies of

Requests for Budget Adjustments received from Budget and

Planning, computer-generated Budget Proposed Allocations A,B, and

C received from Budget and Planning, budget account updates,

worksheets, and file notes.

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

BUDGET UPDATES

This series contains computer-generated Budget Updates.

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

CONTRACTS FILES

This series contains all or some of the following: off-campus correspondence, photocopies of contracts sent to Grants and Contracts, photocopies of invoices received from Accounting Services, photocopies of final reports sent off campus, budgets, photocopies of title pages, and photocopies of grant establishment forms received from Grants and Contracts.

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

COORDINATOR ADMINISTRATIVE FILES

This series contains photocopies of reports sent to Office of the

Director, campus correspondence, master forms, photocopies of

Purchase Orders sent to Purchasing, photocopies of requisitions

sent to Purchasing, file notes, student applications, computer-generated salary projections, photocopies of student payroll projections, computer-generated Graduate Assistant Personnel Actions, photocopies of Pending Proposals with Cartographer, Editorial, Administration, and Director of Research Support, photocopies of Proposals that Require Matching Funds, and Telephone Log sheets with place, date, etc.

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

COORDINATOR MISCELLANEOUS FILES

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

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.

COORDINATOR REFERENCE FILES

This series contains file lists, file notes, and computer-generated reconciliation sheets.

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

COORDINATOR REFERENCE NOTEBOOKS

This series contains procedural guidelines received from campus offices, photocopies of monthly ledger sheets received from Accounting Services, and file notes.

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

COORDINATOR WORKING FILES

This series contains photocopies of invoices sent to Accounting

Services.

RETENTION: Retain in office while active, then destroy by

recycling.

DEPARTMENT OF ENERGY GEOTHERMAL CONTRACT FILES

This series contains off-campus correspondence, photocopies of contracts sent to Grants and Contracts, computer-generated monthly ledger sheets received from Accounting Services, file notes, and photocopies of yearly reports sent off campus.

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

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.

EXPENDITURE FILES

This series contains photocopies of invoices sent to Accounting

Services, photocopies of Purchase Orders sent to Purchasing, and

photocopies of requisitions sent to Purchasing.

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

Center, then destroy by recycling.

GENERAL BUDGET INFORMATION FILES

This series contains campus correspondence, photocopies of Personnel Activity Reports sent to Human Resource Management, photocopies of Salary Savings reports.

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

GENERAL FILES

This series contains campus correspondence, photocopies of Equipment Inventories received from Property Control, off-campus near-print informational material, computer-generated lists, and file lists.

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 landfill.

MISCELLANEOUS FILES

This series contains photocopies of Cost Sharing reports sent to

Grants and Contracts, file notes, photocopies of Salary Data

Sheets received from Human Resource Management, salary

projections, Salary Savings, and photocopies of Indirect Cost

Rebates received from Grants and Contracts.

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

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.

OFFICE SUPPLY CATALOG

This series contains photocopies of Office Supply Catalog received from University Stores.

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

PERFORMANCE EVALUATIONS

This series contains photocopies of performance evaluations 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 recycling.

PERSONNEL AND PAYROLL REPORTS

This series contains photocopies of Personnel Activity Reports sent to Grants and Contracts and computer-generated Payroll Distribution Reports received from Human Resource Management.

RETENTION: Personnel Activity Reports: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Payroll Distribution Reports: Retain 3 years in office, then destroy by shredding then recycling.

PROPOSALS

This series contains photocopies of proposals sent off campus.

RETENTION: Retain in office 3 years after year of compilation, then destroy by shredding then recycling.

REFERENCE FILES

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

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

REFERENCE NOTEBOOKS

This series contains all or some of the following: policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, computer-generated monthly ledger sheets received from Accounting Services, photocopies of contracts sent to Grants and Contracts, Permanent Memoranda received from Office of the President, computergenerated Personnel Activity Reports received from Human Resource Management, and photocopies of Grant Establishment forms received from Grants and Contracts.

RETENTION: PAR reports: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All contracts: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. All other records: Retain in office while active or until superseded, then destroy by recycling.

RESUMES

This series contains resumes received from off campus.

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

then landfill.

STAFF PERSONNEL FILES

This series contains resumes, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource Management: Position Descriptions, LSU-l Personnel Actions, Per-2 Personnel Appointments, and Per-3 Personnel Status Changes.

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

STUDENT ASSISTANT WORKING FILES

This series contains Personnel Log Out Log sheets with form type, name, where sent, and date; Travel Log Out Log sheets with date received, name, type form, destination, and date; sample forms; Employees Out on Leave Log sheets with type of leave, dates, and hours; and file notes.

RETENTION: All logs: Retain 3 years in office, then destroy by recycling. All other records: Retain in office while active, then destroy by recycling.

STUDENT PERSONNEL FILES

This series contains photocopies of the following sent to Student Aid and Scholarships: Employee withholding tax statements, Employment Processing Forms, student timesheets, drivers license, 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.

STUDENT TIMESHEETS

This series contains photocopies of timesheets sent to Payroll.

RETENTION: Record (master) copy: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Duplicates: Retain in office until summarized, then destroy by shredding then landfill.

TRAVEL FILES

This series contains photocopies of Requests for Authorization to

Travel sent to Accounting Services, and photocopies of Travel

Expense Vouchers sent to Accounting Services.

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

then recycling.

UNFUNDED PROPOSALS

This series contains photocopies or original unfunded proposals sent to Grants and Contracts or generated here.

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

UNIVERSITY SPECIALIST REFERENCE NOTEBOOKS

This series contains campus correspondence, computer-generated equipment maintenance and repair reports received from Property Control, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, and Permanent Memoranda received from Office of the President.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Maintenance and repair records: Retain 5 years in office, then destroy by landfill. All other records: Retain in office until superseded, then destroy by recycling.

UNIVERSITY SPECIALIST WORKING FILES

This series contains campus and off-campus correspondence, photocopies of 1-9 Employee Processing forms sent to Human Resource Management, photocopies of Per-2 Personnel Appointment forms sent to Human Resource Management, photocopies of Per-3 Personnel Status Changes sent to Human Resource Management, and file notes.

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

VENDOR FILES

This series contains photocopies of the following sent to

Accounting Services: Internal Transactions and invoices.

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

Center, then destroy by 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.

CARTOGRAPHIC SECTION

LOUISIANA GEOLOGICAL SURVEY

ADNINISTRATIVE DATASBSES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records that are 1 ) authorized for destruct ion in the LSU Retention and Disposal Schedule and ~) maintained in organized files.

RETENTION: Delete information in the database ~hen no longer needed.

BLUELINE DRAWINGS

This series contains blueline drawings.

RETENTION: Retain in office while active, then transfer to

University Archives.

CALENDARS

This series contains calendars.

RETENTION: Retain in office While active, then destroy by

landfill.

CARTOGRAPHIC MANAGER ADMINISTRATIVE FILES

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

RETENTION: Correspondence: Retain ~ years in office, then destroy by shredding then landfill. ~ll other contents: Retain in office while active, then destroy by recycling.

ELECTRONIC SPREDSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) ~hen they are used to produce hard copy that is maintained in organized files or b) ~hen 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:

GEODETIC CONTROL DATA SHEETS

This series contains data sheets received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

LOUISIANA GEOLOGICAL SURVEY PUBLICATIONS

This series contains publications.

RETENTION: Retain permanently in office.

MAP PRODUCTION FILES

This series contains film separates (positives and negatives) artwork, illustrations, and annotated author 5 original maps received from authors

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

MAPS

This series contains maps.

RETENTION: Retain in office while active, then transfer to

University Archives.

NE\AR-PRINT INFORMATIONAL MATERIAL

Tb is series contains campus and off-campus near-print informational material.

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

OIL AND GAS CARD FILES

This series contains oil and gas cards.

RETENTION: Retain in office while active, then destroy by

landfill.

SLIDE NOTEBOOKS

This Series contains slides.

RETENTION: Retain in office while active, then transfer to

University Archives.

WORD PROCESSING FILES

Tb is 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) ~hen they are used to produce hard copy that is maintained in organized files or b) ~hen 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 ~hen no longer needed to create a hard copy. b) ~hen 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.

COASTAL GEOLOGY

LOUISIANA GEOLOGICAL SURVEY

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.

AERIAL PHOTOGRAPHS

This series contains photographs.

RETENTION: Retain permanently in office.

ARTICLES

This series contains photocopies of articles received from

Middleton Library and off campus.

RETENTION: Retain in office while active, then destroy by

recycling.

BENCH MARKS

This series contains photocopies of bench marks received from off campus.

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

BIBLIOGRAPHY CARD FILE

This series contains bibliography cards and photocopies of

Readers Guide to Periodical pages.

RETENTION: Retain in office while active, then destroy by

landfill.

CARBON 14 DATA FILES

This series contains analysis sheets received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

COMPUTER MANUALS

This series contains photocopies of computer manuals received from off campus.

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

CONTRACT FILES

This series contains campus and off-campus correspondence, photocopies of proposals sent off campus, photocopies of quarterly reports sent off campus, file notes, graphs, and drafts of reports.

RETENTION: Retain in office 3 years after termination of contract, 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.

DAILY NOTES AND MEMOS NOTEBOOKS

This series contains file notes and campus correspondence.

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

then recycling.

DATASETS

This series contains maps and graphics.

RETENTION: Retain permanently in office.

DISSERTATIONS

This series contains photocopies of dissertations.

RETENTION: Retain permanently in office.

ELECTRONIC SPREADSHEETS

FIELD NOTES NOTEBOOKS

This series contains field notes.

RETENTION: Retain permanently in office.

FINAL REPORTS

This series contains final reports.

RETENTION: Retain permanently in office.

FIELD SLIDES

This series contains slides.

RETENTION: Retain permanently in office.

HARD COPY OF WORD PROCESSING FILES

This series contains reports and other word processing files.

RETENTION: Retain in office while active, then destroy by

recycling.

INDEX TO GRAPHICS NOTEBOOKS

This series contains index sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

MAPS

This series contains photocopies of maps.

RETENTION: Retain in office while active, then destroy by

recycling.

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

OFFICE ADMINISTRATIVE FILES

This series contains photocopies of meeting minutes received from

campus offices, maps, map indexes, file notes, and publications.

RETENTION: Retain in office while active, then transfer to

University Archives.

OIL DATA FILES

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

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

PROJECT FILES

This series contains photocopies of budgets, photocopies of proposals sent off campus, photocopies of final reports, and file notes.

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

PROJECT NOTEBOOKS

This series contains all or some of the following: campus and off-campus correspondence, photocopies of contracts sent off campus, budgets, file notes, computer-generated budgets, and photocopies of proposals sent to Grants and Contracts.

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

REPORTS

This series contains computer-generated reports received from off

campus.

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

RESEARCH ASSOCIATE NOTES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

landfill.

RESEARCH ASSOCIATE REFERENCE FILES

This series contains all or some of the following: rental rate sheets received from off campus, file notes, slides, photographs, photocopies of proposals sent off campus, and off-campus near-print informational material.

RETENTION: Slides and photographs: Retain permanently in office. All other records: Retain in office while active, then destroy by recycling.

RESEARCH ASSOCIATE WORKING FILES

This series contains all or some of the following: off-campus correspondence, off-campus near-print informational material, NCR copies of invoices received from off campus, line graphs, computer-generated statistical reports, histographs, reprints, maps, file notes, worksheets, photocopies of articles, Core Description Sheets, X-Rays of cores, aerial photograhps, photograph index, photocopies of proposals sent off campus, drafts of papers, slides, photocopies of contracts sent to Grants and Contracts, diary of daily events, oil and gas charts, grain size analysis, and seismic log sheets.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Aerial photographs, photograph index, slides, and X-rays of cores: Retain permanently in office. All other records: Retain in office while active, then destroy by landfill.

SECTION CHIEF ADMINISTRATIVE FILES

This series contains off-campus correspondence, off-campus near-print informational material, photocopies of grant proposals sent off campus, resumes received from off campus, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All resumes: Retain 1 year in office, then destroy by landfill. All other records: Retain in office while active or until superseded, then destroy by landfill.

SECTION CHIEF CONTRACT FILES

This series contains off-campus near-print informational material, photocopies of Purchase Orders sent to Purchasing, non-funded proposals, photocopies of technical papers, and journal article excerpts.

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

SECTION CHIEF CONTRACT NOTEBOOKS

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, photocopies of Purchase Orders sent to Purchasing, photocopies of proposals sent off campus, budgets, photocopies of progress reports, and file notes.

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

SECTION CHIEF INFORMATION FILES

This series contains maps received from off campus, photocopies of technical reports, and photocopies of papers.

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

SECTION CHIEF REFERENCE FILES

This series contains photocopies of articles received from off campus.

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

SEISMIC DATA FILES

This series contains traces of subbottoms, maps, nautical charts, and Shallow Seismic Reflective Data sheets.

RETENTION: Retain permanently in office.

SEISMIC DATA SHEETS

This series contains annotated photocopies of data sheets and

orignal copies of data sheets.

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

SLIDES NOTEBOOKS

This series contains slides.

RETENTION: Retain permanently in office.

STATISTICAL ANALYSIS

This series contains computer-generated Statistical Analysis.

RETENTION: Retain in office while active, then destroy by

landfill.

T-SHEETS

This series contains shoreline maps received from off campus.

RETENTION: Retain permanently in office.

TIDE GAUGE FILES

This series contains photocopies of tidal heights received from off campus.

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

VEGETATION PROFILE CARD FILE

This series contains field notes.

RETENTION: Retain in office while active, then transfer to

University Archives.

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

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

VIDEO CASSETTES

This series contains video cassettes.

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

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.

WORK MAPS

This series contains annotated work maps.

RETENTION: Retain in office while active, then destroy by

landfill.

fiscal349 .doc

ENERGY AND MINERAL RESOURCES

LOUISIANA GEOLOGICAL SURVEY

(COPY UNREADABLE AS SCANNED, REFER TO PRINTED VERSION IN UNIVERISTY ARCHIVES OFFICE)

ENVIRONMENTAL RESOURCES

LOUISIANA GEOLOGICAL SURVEY

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.

AERIAL PHOTOGRAPHS

This series contains aerial photographs.

RETENTION: Retain permanently in office.

ARCHEOLOGY SITE FORMS

This series contains photocopies or original site forms

and updated site forms.

RETENTION: Retain in office while active₁then transfer to

University Archives.

COASTAL HABITAT STATISTICS FILES

This series contains working copies and photocopies of articles,

computer-generated reports, and draft copies of reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

COASTAL USE PERMITS, 1984-1986 (OBSOLETE)

This series contains photocopies of permits received from off campus.

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

CONTRACT CORRESPONDENCE

This series contains off-campus correspondence.

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

then landfill.

CONTRACTS

This series contains contracts.

RETENTION: Retain in office 3 years after termination of

contract, 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.

CULTURE, RECREATION, AND TOURISM FILES

This series contains off-campus correspondence, site forms, and photographs

RETENTION: All photographs: Retain permanently in office. All other records: Retain in office 7 years after termination of contract, then destroy by shredding then landfill.

DELIVERY ORDERS

This series contains photocopies of delivery orders received from off campus.

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

DEPARTMENT OF CONSERVATION REPORTS

This series contains reports received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

DRAFT COPIES OF FINAL PROJECT REPORTS

This series contains photocopies of report drafts.

RETENTION: Retain in office while active, then destroy by

landfill.

ELECTRONIC SPREADSHEETS

ENVIRONMENTAL IMPACT STATEMENTS

This series contains environmental impact statements.

RETENTION: Retain in office while active, then transfer to

University Archives.

ENVIRONMENTAL IMPACT STATEMENTS AND STATISTICS FILES

This series contains impact statements received from off campus, revenue statistics received from off campus, and oil and gas statistical reports received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

GEOLOGICAL DATA

This series contains data generated here and received from off campus.

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

GOVERNMENT REPORTS

This series contains government reports received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

ISSUES FILES

This series contains off-campus near-print informational material, photocopies of House Reports received from off campus, photocopies of Senate Reports received from off campus, file notes, and photocopies of articles received from off campus.

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

LEASE FILES

This series contains Lease Sale Notifications received from off campus and Leasing Plans received from off campus.

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

LITTER FILES

This series contains papers received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

MAPS

This series contains maps.

RETENTION: Retain permanently in office.

MARINE DEBRIS AND BEACH CLEAN-UP FILES

This series contains computer-generated reports, data sheets and

file notes.

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

MARSH MANAGEMENT PUBLICATIONS NOTEBOOKS

This series contains photocopies of publications generated here

and received from Center for Wetland Resources.

RETENTION: Retain in office while active, then transfer to

University Archives.

MISCELLANEOUS ENVIRONMENTAL ISSUES FILES

This series contains computer-generated reports, photocopies of articles received from off campus, file notes, and photocopies of maps received from off campus.

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

MISCELLANEOUS FILES

This series contains campus and off-campus near-print informational material, photocopies of Petty Cash Reports sent to Accounting Services, and computer-generated Documents Paid During the Period received from Accounting Services.

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

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.

NEWSLETTERS

This series contains newsletters generated here and received from off campus.

RETENTION: Environmental Resources Newsletters: Retain permanently in office. All other records: Retain in office while active, then destroy by landfill.

OFF-SHORE PIPTLINE ROUTES

This series contains off-shore pipeline routes received from off campus

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

OFFICE OF CAMPUS SAFETY REGULATIONS AND FEDERAL LAWS

This series contains photocopies of regulations and photocopies of laws received from off campus.

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

OIL AND GAS IN THE COASTAL ZONE PUBLICATION FILES

This series contains photocopies of publications received from off campus, computer-generated reports received from off campus, file lists, and file notes.

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

PROJECT FILES

This series contains off-campus correspondence, photocopies of proposals, and Requests for Proposals received from off campus.

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

PROPOSALS

This series contains photocopies of proposals sent off campus.

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

REIMBURSEMENT OF PETTY CASH NOTEBOOK

This series contains photocopies of Reimbursement of Petty Cash

forms sent to Accounting Services.

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

REPORTS

This series contains computer-generated reports.

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

RESEARCH ASSOCIATE CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

RESEARCH REPORTS

This series contains research reports received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

STAFF PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, 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, and Per-3 Personnel Status Changes.

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

TOPOGRAPHICAL SHEETS

This series contains annotated topographical sheets received from

off campus.

RETENTION: Retain in office while active, then transfer to

University Archives.

UNITED STATES ARMY CORP OF ENGINEERS DELIVERY ORDERS

This series contains delivery orders received from off campus.

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.

PUBLICATIONS

LOUISIANA GEOLOGICAL SURVEY

ASSESSMENT OF PEAT RESOURCES IN LOUISIANA CARD FILE

This series contains assessment cards.

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

BULLETIN INDEX CARD FILE

This series contains Bulletin index cards.

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

CAMERA-READY COPY OF CONTRACT REPORTS (DELIVERABLES)

This series contains camera-ready copies of reports.

RETENTION: Retain permanently in office.

CAMERA-READY COPY OF PUBLICATIONS

This series contains camera-ready copies of publications.

RETENTION: Retain permanently in office.

DRAFT MANUSCRIPTS

This series contains draft manuscripts received from researchers.

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

DRAFTS

This series contains drafts.

RETENTION: Retain in office while active, then destroy by

recycling.

EDITOR III WORKING FILES

This series contains campus and off-campus correspondence, file notes, and cost estimates received from Graphic Services.

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

EDITOR III REFERENCE NOTEBOOKS

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

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

EDITOR III WORKING FILES

This series contains campus and off-campus correspondence, manuscripts received from researchers, file notes, and file lists.

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

MAPS

This series contains maps.

RETENTION: Retain permanently in office.

OPERATIONAL FILES

This series contains campus and off-campus correspondence, meeting minutes received from campus offices, off-campus near-print informational material, photocopies of performance evaluations sent to Human Resource Management, photocopies of letters of reference, photocopies of resumes received from off campus, and file lists.

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 recycling. 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.

PUBLICATIONS

This series contains publications.

RETENTION: Retain in office while active, then transfer to

University Archives.

REPORTS OF COMPLETED RESEARCH

This series contains reports.

RETENTION: Retain permanently in office.

REPRINTS

This series contains reprints.

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

RESEARCH REPORTS

This series contains research reports.

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

UNFUNDED SUPER CONDUCTOR PROPOSAL

This series contains a proposal.

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.

WATER RESOURCES

LOUISIANA GEOLOGICAL SURVEY

AERIAL PHOTOGRAPHY FILM

This series contains exposed film.

RETENTION: Retain permanently in office.

CHIEF OF WATER RESOURCES ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, budget modifications, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

EAST BATON ROUGE PARISH PROPOSED LANDFILL SITE FILES

This series contains campus correspondence, news clippings,

photocopies of reports, maps and site assessments.

RETENTION: Retain 15 years in office, then transfer to University

Archives.

INJECTION WELL SITE REPORT FILES

This series contains Injection Well Site Reports and maps.

RETENTION: Retain in office while active, then destroy by

landfill.

LOUISIANA GEOLOGICAL SURVEY WATER RESOURCE PUBLICATIONS

This series contains Water Resource publications.

RETENTION: Retain permanently in office.

MAPS

This series contains maps.

RETENTION: Retain permanently in office.

MISCELLANEOUS WATER RESOURCE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, originals and photocopies of papers received from off campus, originals and photocopies of reports received from off campus, originals and photocopies of site maps received from off campus, photocopies of Louisiana Legislative Acts received from off campus, meeting agenda received from campus offices, aerial photographs, file notes, applications received from off campus, papers, and slides.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Applications: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, 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.

PROJECTS FILES

This series contains photocopies of research proposals sent off campus, transparencies, photocopies of reports sent off campus, photocopies of briefing papers sent off campus, presentation outlines, file notes, reports received from off campus, slides, maps, and photocopies of papers received from off campus.

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

RADAR FILES

This series contains photocopies of proposals, file notes, and

articles received from off campus.

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

SELECTED PUBLISHED AND UNPUBLISHED GROUND WATER PUBLICATION LIST

This series contains lists.

RETENTION: Retain in office until superseded, then destroy by

recycling.

SITE ASSESSMENTS

This series contains site assessments.

RETENTION: Retain in office while active, transfer to University

Archives.

SITE REPORTS FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, originals and photocopies of site maps received from off campus, originals and photocopies of open site reports received from off campus and sent off-campus, file notes, report drafts, original drawings, computer-generated lists received from off campus, and state regulations received from off campus.

RETENTION: Retain permanently in office.

STATE WATER RESOURCE PUBLICATIONS

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

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

STUDIES AND REPORTS

This series contains studies and reports received from off campus.

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

TECHNICAL REPORTS

This series contains technical reports received from campus offices and off-campus.

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

WATER WELL INVENTORY

This series contains computer-generated Well Water Inventories.

RETENTION: Retain permanently in office.

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.