OFFICE OF EXECUTIVE DIRECTOR
LSU MUSEUM COMPLEX
ADMINISTRATIVE
ASSISTANT ADMINISTRATIVE FILES
This
series contains campus and off-campus correspondence, news clippings,
photocopies of procedural guidelines received from campus offices,
computer-generated Operating Budgets for Fiscal Years received from Budget and
Planning, photocopies of budget reports received from Budget and Planning,
monthly ledger sheets received from LSU Foundation, photocopies or original
loan agreements sent or received from off campus, photographs, file notes,
photocopies of invoices received from off campus, photocopies of Daily Vehicle
Log sheets sent to Property Control, article manuscripts sent off campus,
letters of reference received from off campus, resumes received from off campus,
and photocopies of the following sent to Human Resource Management:
Employee
Withholding Tax Statements, 1-9 Employee Processing Forms, LSU-l Personnel
Actions, LSU-5 Attendance and Leave Records, PER-l Requests to Fill a vacancy,
PER-2 Personnel Appointment forms, PER-3 Personnel Status Changes, PER-25
Academic Contracts, PER-40 Unclassified Contracts, Position Descriptions, and
timesheets.
RETENTION:
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. Budget records and logs: Retain 3 years in office, then destroy by
recycling. All other contents: Retain in office while active or until
superseded, then destroy by landfill.
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.
COMPLEX
FORMATION FILES, 1981-1982 (OBSOLETE)
This
series contains Five-Year Reports sent to Office of the Vice-Chancellor, campus
and off-campus correspondence, meeting minutes, campus and off-campus
near-print informational material, policy statements received from campus
offices, and procedural guidelines received from campus offices.
RETENTION:
Transfer to University Archives.
COMPLEX
FOUNDATION ACCOUNTS NOTEBOOK
This
series contains Monthly Revenues, Expenses, and Balance By
Account
Reports received from Accounting Services.
RETENTION:
Retain in office until summarized, then destroy by
recycling.
COMPLEX
INFORMATION FILES
This
series contains campus correspondence and news clippings.
RETENTION:
Retain 5 years in office, then destroy by shredding
then
recycling.
DEPARTMENT
TRANSACTION REGISTER NOTEBOOK
This
series contains transaction register sheets.
RETENTION:
Retain 3 years in office, then destroy by recycling.
EXECUTIVE
DIRECTOR CORRESPONDENCE FILES
This
series contains campus and off-campus correspondence, annual reports sent to
campus offices, off-campus near-print informational material, monthly ledger
sheets received from Accounting Services, photographs, and invitations sent off
campus
RETENTION:
Retain in office 5 years, then transfer to University Archives.
FINANCIAL
AND BUDGET FILES
This
series contains campus correspondence, Operating Budgets for Fiscal Years
received from Budget and Planning, Requests for Budget Adjustments received
from Budget and Planning, photocopies of budget reports sent to Budget and
Planning, photocopies of Check Requests sent to Office of Bursar Operations,
photocopies of Internal Transactions sent to Accounting Services, photocopies
of invoices sent to Accounting Services, NCR copies of Purchase Orders sent to
Purchasing, and photocopies of Travel Expense Vouchers sent to Accounting
Services.
RETENTION:
Budget records: Retain 3 years in
office, then destroy by recycling.
Financial records: Retain 2
years in office, then 5 years in Records Center, then destroy by landfill.
Correspondence: Retain 5 years in office, then destroy by
shredding then recycling.
GENERAL
FILES
This series contains photocopies of
annual reports sent to Office of the Vice-Chancellor, photocopies of campus and
off-campus correspondence, meeting minutes sent off campus, campus and
off-campus near-print informational material, news clippings, policy statements
received from campus offices, procedural guidelines received from campus
offices, photocopies or original bids sent to Budget and Planning or off
campus, photocopies or original contracts sent to Budget and Planning, photocopies
of accreditation applications sent off campus, article manuscripts sent off
campus, photocopies of Supplemental Position Information Sheets sent off
campus, photocopies of grant applications sent to Office of the
Vice-Chancellor, resumes received from off campus, letters of reference
received from off campus, and photocopies of the following sent to Human
Resource Management: Employee Withholding Tax Statements, 1-9 Employee
Processing Forms, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records,
Per-i Requests to Fill a Vacancy, Per-2 Personnel Appointments, Per-3 Personnel
Status Changes, Per-25 Academic Contracts, Per-40 Unclassified Contracts, and
timesheets.
RETENTION:
Personnel records: Retain in office 2
years after termination or until final disposition of charge or civil action,
then destroy by shredding then landfill.
Grant and contract records:
Retain in office 3 years after termination of contract, then destroy by
shredding then landfill. All other
contents:
Retain
in office while active or until superseded, then destroy by landfill.
LEAVE
TRACKING NOTEBOOK
This
series contains the following received from Human Resource Management: monthly
summaries, fiscal summaries, and annual Leave Tracking Reports.
RETENTION:
Leave Tracking Reports: Retain in
office 2 years after termination or until final disposition of charge or civil
action, then destroy by shredding then recycling. All other contents:
Retain 3 years in office, then destroy by recycling.
PROCEDURAL
GUIDELINES NOTEBOOKS
This
series contains procedural guidelines received from campus offices.
RETENTION:
Retain in office until superseded, then destroy by recycling.
SCRAPBOOK
This
series contains news clippings and photographs.
RETENTION:
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.
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.
MUSEUM OF GEOSCIENCE
(No Longer Exists)
LSU MEMORIAL TOWER MUSEUM
(formerly: ANGLO-AMERICAN ART
MUSEUM)
COLLECTION
DOCUMENTARY FILES
This
series contains campus and off-campus correspondence, photocopies of invoices
sent to Accounting Services, photocopies of letters of donation sent to LSU
Foundation or Office of the Chancellor, photocopies of letters of appraisal
sent to LSU Foundation or Office of the Chancellor, and photographs.
RETENTION:
Retain in office while active, then transfer to University Archives.
COLLECTION
OBJECTS CARD FILE
This
series contains cards with subject heading, type of object, year, and accession
number.
RETENTION:
Retain permanently in office.
EXHIBITS
FILES
This
series contains campus and off-campus correspondence, campus and off-campus
near-print informational material, contracts received from off campus,
photocopies of invoices sent to Purchasing, photocopies or original loan
agreements sent off campus or received from off campus, and photographs
received from Public Relations or off campus.
RETENTION:
Retain in office while active, then transfer to University Archives.
FLOOD
FILES
This
series contains photocopies of periodic reports sent to campus offices, campus
and off-campus correspondence, news clippings, photocopies of invoices sent to
Accounting Services, NCR copies of Purchase Orders received from Purchasing,
NCR copies of requisitions sent to Purchasing and NCR copies of Work Requests
sent to Facility Services.
RETENTION:
Correspondence: Retain 5 years in
office, then destroy by shredding then landfill. All other contents:
Retain 3 years in office, then destroy by landfill.
FRIENDS
OF THE MUSEUM MEMBERSHIP CARD FILE
This
series contains membership cards.
RETENTION:
Retain in office while active, then destroy by
landfill.
INSURANCE
INFORMATION FILES
This
series contains campus and off-campus correspondence and NCR copies of Internal
Transactions received from Systems Office.
RETENTION:
Correspondence: Retain 5 years in office, then destroy by shredding then
landfill. All other contents: Retain 3 years in office, then destroy by
landfill.
MUSEUM
INVENTORY FILES
This
series contains campus correspondence and Equipment
Inventories received from Property Control.
RETENTION:
Correspondence: Retain 5 years in
office, then destroy by shredding then recycling. Inventories: Retain 1
year in office, then destroy by landfill.
PERSONNEL
ACTIVITY REPORTS NOTEBOOK
This
series contains procedural guidelines received from
Accounting
Services and Personnel Activity Reports received from
Accounting
Services.
RETENTION:
Retain in office until superseded, then destroy by
recycling.
PHOTOGRAPHIC
NEGATIVES FILE
This
series contains negatives, color transparencies, and slides
received
from Public Relations.
RETENTION:
Retain permanently in office.
MUSEUM OF NATURAL SCIENCE
ACCOUNTING
FILES
This
series contains NCR copies of Purchase Orders sent to Purchasing, Receiving
Reports sent to Purchasing, Requisitions sent to Purchasing, monthly ledger
sheets received from Accounting Services, and photocopies or NCR copies of the
following sent to Accounting Services: Travel Expense Vouchers, invoices, and
Internal Transactions.
RETENTION:
Retain 2 years in office, then 5 years in Records Center, then destroy by
shredding then landfill.
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.
AMPHIBIANS
AND REPTILES CATALOGS
This
series contains collection catalogs.
RETENTION:
Retain permanently in office.
ANNUAL
AND SICK LEAVE FILES
This
series contains computer-generated Attendance and Leave Records received from
Human Resource Management and leave slips.
RETENTION:
Retain in office 2 years after termination or until final disposition of charge
or civil action, then destroy by shredding then recycling.
ANNUAL
REPORTS
This
series contains photocopies of annual reports sent to
Department
of Zoology.
RETENTION:
Retain 5 years in office, then transfer to University
Archives.
AUTHOR
CARD FILE
This
series contains card file.
RETENTION:
Retain in office while active, then destroy by
landfill.
CATALOGUE
OF BIRDS AND MAAAALS
This
series contains collection catalogues.
RETENTION:
Retain permanently in office.
CATALOGUE
OF BIRDS AND STUDENT FIELD NOTES
This
series contains catalogue of birds and field notes.
RETENTION:
Retain permanently in office.
CATALOGUE
OF FISHES
This series contains collection catalogues.
RETENTION:
Retain permanently in office.
COLLECTING
PERMITS
This
series contains collecting permits received from off campus.
RETENTION:
Retain in office while active, then destroy by
landfill.
COLLECTION
CARD FILE
This
series contains collection cards.
RETENTION:
Retain permanently in office.
COLLECTION
MANAGER ADMINISTRATIVE FILES
This
series contains campus and off-campus correspondence, off-campus near-print
informational material, procedural guidelines, and photocopies of invoices sent
to Accounting Services.
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.
COLLECTION
MANAGER WORKING FILES
This
series contains off-campus correspondence and freezer maps.
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.
CORRESPONDENCE
FILES
This
series contains campus and off-campus correspondence and file notes.
RETENTION:
Retain 5 years in office, then destroy by shredding then landfill.
CURATOR OF AMPHIBIANS CORRESPONDENCE
This
series contains campus and off-campus correspondence.
RETENTION:
Retain 5 years in office, then destroy by shredding
then
landfill.
CURATOR
OF REPTILES CORRESPONDENCE
This
series contains campus and off-campus correspondence.
RETENTION:
Retain 5 years in office, then destroy by shredding
then
landfill.
DATA
AND MANUSCRIPTS
This
series contains data and manuscripts.
RETENTION:
Retain permanently in office.
DATA
CARD FILE
This
series contains data cards.
RETENTION:
Retain permanently in office.
DIRECTOR
OF AMERICAN ORNATHOLOGIST UNION CORRESPONDENCE, 1959-
1961
(OBSOLETE)
This
series contains off-campus correspondence.
RETENTION:
Transfer to University Archives.
EXPEDITIONS
FILES
This
series contains campus and off-campus correspondence,
photocopies
of translated reports, and agreements.
RETENTION:
Retain 5 years in office, then transfer to University
Archives.
FACULTY
AND STAFF PERSONNEL FILES
This
series contains resumes received from off campus, photocopies of performance
evaluations, photocopies of step increase forms received from Human Resource
Management, leave slips, vita received from off campus, letters of reference
received from off campus, and photocopies or NCR copies of the following sent
to Human Resource Management: Position Descriptions, LSU-1 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.
FELLOWS
AND PATRONS FILES
This
series contains campus and off-campus correspondence,
bylaws,
constitution, and rosters.
RETENTION:
Retain 5 years in office, then transfer to University
Archives.
FIELD
CATALOGS
This
series contains field catalogs received from students and
off
campus.
RETENTION: Retain permanently in office.
FIELD
NOTES
This
series contains field notes.
RETENTION:
Retain permanently in office.
GENERAL
CORRESPONDENCE
This
series contains campus and off-campus correspondence.
RETENTION:
Retain 5 years in office, then transfer to University
Archives.
GRADUATE
ADVISOR FILES
This
series contains photocopies of transcripts received from off campus, letters of
reference received from off campus, and file notes.
RETENTION:
Retain in office 1 year after application term, then destroy by shredding then
landfill.
GRADUATE
ASSISTANTS PERSONNEL FILES
This
series contains campus correspondence, photocopies of Per-17 appointment
notifications sent to Human Resource Management, file notes, 1-9 Eligibilities
for Employment, 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.
GRANTS
FILES
This
series contains campus correspondence, photocopies of monthly ledger sheets
received from Accounting Services, photocopies of student timesheets sent to
Human Resource Management, photocopies of proposals sent off campus,
photocopies of budgets, photocopies of budget reports sent off campus,
photocopies of progress reports sent off campus, and permits received from off
campus.
RETENTION:
Timesheets: Retain in office 3 years after termination or until final
disposition of charge or civil action, then destroy by shredding then
recycling. All other records: Retain in office 3 years after termination of
contract, then destroy by shredding then landfill.
INFORMATION
FILES
This
series contains photocopies of campus correspondence, campus near-print
informational material, procedural guidelines, file notes, and file lists.
RETENTION:
Retain in office while active or until superseded, then destroy by landfill.
JOB
APPLICANTS FOR FIRST AND SECOND AMPHIBIANS POSITION FILES,
1986-1990
(OBSOLETE)
This
series contains applications received from off campus and
vitae
received from off campus.
RETENTION:
Destroy by landfill.
LEDGERS
This
series contains ledgers.
RETENTION:
Retain 3 years in office, then destroy by landfill.
LOAN
CORRESPONDENCE
This
series contains off-campus correspondence.
RETENTION:
Retain 5 years in office, then transfer to University
Archives.
LOAN
MATERIALS FILES
This
series contains off-campus correspondence, invoices, and Loan Log sheets with
item, date, place sent, acknowledgement of receipt, and date returned.
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 shredding then landfill. All logs: Retain 3 years in office,
then destroy by recycling.
MANUALS
This
series contains manuals received from off campus.
RETENTION:
Retain in office while active or until superseded, then destroy by landfill.
MANUSCRIPTS
This series contains manuscripts
received from off campus.
RETENTION:
Retain in office while active, then destroy by landfill.
MASTER
FORMS
This series contains master forms.
RETENTION:
Record (master) copy: Retain permanently in office.
Duplicates:
Retain in office while active, then destroy by
landfill.
MEETINGS
FILES
This
series contains meeting minutes and file notes.
RETENTION:
Retain 3 years in office, then transfer to University
Archives.
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.
ON-GOING
PROJECTS FILES
This
series contains file notes.
RETENTION:
Retain in office while active, then destroy by
recycling.
OPERATING
BUDGETS FOR FISCAL YEARS
This
series contains computer-generated Operating Budget for
Fiscal
Year received from Budget and Planning.
RETENTION:
Retain 3 years in office, then destroy by recycling.
ORNATHOLOGICAL
SOCIETY FILES
This
series contains off-campus near-print informational material and newsletters.
RETENTION:
Retain in office while active, then destroy by landfill.
PERMANENT
CATALOGUE OF TISSUES
This
series contains collection catalogues.
RETENTION:
Retain permanently in office.
REPRINTS
This
series contains photocopies of reprints received from off
campus
or generated here.
RETENTION:
Retain permanently in office.
SCIENTIFIC
PAPERS, 1934-1989
This
series contains scientific papers.
RETENTION:
Transfer to University Archives.
SECRETARY
REFERENCE NOTEBOOKS
This
series contains procedural guidelines received from campus offices and file
notes.
RETENTION:
Retain in office while active or until superseded, then destroy by recycling.
SECRETARY
WORKING FILES
This
series contains campus and off-campus correspondence1 campus and
off-campus near-print informational material1 procedural guidelines
received from campus offices, file notes, file lists, and schedules.
RETENTION:
Correspondence only: Retain 5 years in office, then destroy by shredding then
landfill. All other records: Retain in office until superseded or while active,
then destroy by landfill.
SLIDES
This
series contains slides.
RETENTION:
Retain in office while active, then transfer to
University
Archives.
SPECIMEN
LOAN FILES
This
series contains off-campus correspondence and photocopies of specimen vouchers
received from off campus.
RETENTION:
Retain 5 years in office, then destroy by shredding then landfill.
STUDENT
ASSISTANTS PERSONNEL FILES
This
series contains photocopies of timesheets and photocopies of the following sent
to Student Aid and Scholarships: Form 1-9 Eligibility Verifications, W-4s,
Loyalty Oaths, Employment Processing Forms, Social Security cards, driver's
license, and passports.
RETENTION:
Retain in office 3 years after termination or until final disposition of charge
or civil action, then destroy by shredding then recycling.
SUBJECT
MATTER FILES
This
series contains off-campus near-print informational material, procedural
guidelines, photocopies of Grade Sheets received from Student Records and
Registration, and file lists.
RETENTION:
Procedural guidelines: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office while active, then destroy by recycling. Grade
sheets: Retain in office 1 year after term submitted, then destroy by shredding
then landfill. All other records: Retain in office while active or until
superseded, then destroy by landfill.
SUPPLIERS
FILES
This
series contains off-campus near-print informational material.
RETENTION:
Retain in office while active or until superseded, then destroy by landfill.
SUPPLY
CARD FILE
This
series contains supply cards.
RETENTION:
Retain in office while active, then destroy by
landfill.
TAXONOMIC
CARD FILE
This series contains taxonomic cards.
RETENTION:
Retain permanently in office.
THESES
AND DISSERTATIONS
This
series contains theses and dissertations.
RETENTION:
Retain permanently in office.
UNIVERSITY
ADMINISTRATIVE SPECIALIST REFERENCE FILES
This
series contains file lists, photocopies of graduate appointment forms sent to
Human Resource Management, and Key Log sheets with name, date, room, etc.
RETENTION:
Graduate appointment forms: Retain in office 3 years after termination or until
final disposition of charge or civil action, then destroy by shredding then
recycling. All logs:
Retain
3 years in office, then destroy by recycling. All other records: Retain in
office while active, then destroy by recycling.
UNIVERSITY
SAFETY MANUAL
This
series contains University Safety Manual received from
Campus
Safety
RETENTION:
Retain in office until superseded, 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.
MUSEUM OF NATURAL SCIENCE
Draft Retention and Disposal Schedule: Amendment
(The following records were transferred
to your office from the former Museum of Geoscience)
ACCOUNTING
LEDGERS
This
series contains computer-generated monthly ledger sheets received from
Accounting Services.
RETENTION: Retain in office until superseded, then
destroy by recycling.
ARCHEOLOGICAL
AND ETHNOLOGICAL MATERIALS FILES
This
series contains off-campus correspondence, site forms, file
notes,
photographs, and negatives.
RETENTION: Retain
5 years in office, then transfer to University
Archives
ARCHEOLOGICAL
EXCAVATION AND ETHNOLOGICAL COLLECTIONS FILES
This
series contains off-campus correspondence, photocopies of articles received
from campus offices and off campus, photocopies of pictures received from off
campus, inventory sheets, and loan forms
RETENTION: Retain 5 years in office, then destroy by
shredding then landfill.
ASSISTANT
DIRECTOR ADMINISTRATIVE FILES (OBSOLETE)
This
series contains off-campus correspondence, off-campus near-print informational
material, file notes, abstracts received from off campus, photocopies of grant
applications sent off campus, and manuscripts.
RETENTION: Retain
5 years in office, then destroy by shredding then landfill.
ASSISTANT
DIRECTOR CORRESPONDENCE (OBSOLETE)
This
series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by
shredding
then
landfill.
ASSISTANT
DIRECTOR WORKING NOTES
This
series contains working notes.
RETENTION: Retain in office while active, then destroy
by
recycling.
ASSOCIATE
FILES
This
series contains campus and off-campus correspondence, meeting minutes received
from off campus, campus near-print informational material, and photocopies of
reports.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then
landfill. All other contents: Retain in office while active or until
superseded, then destroy by landfill.
BOND
MONEY PURCHASING FILES
This
series contains photocopies of Internal Transactions sent to
Accounting
Services and photocopies of invoices sent to
Accounting
Services.
RETENTION: Retain
2 years in office, then 5 years in Records
Center,
then destroy by landfill.
COLLECTION
CATALOGUES
This
series contains collection catalogues.
RETENTION: Retain permanently in office.
COLLECTION
LOAN FILES
This
series contains Loan Form sheets with checkout date, to
whom,
etc.
RETENTION: Retain 3 years in office, then destroy by
recycling.
DIANAMATION
FILES
This
series contains off-campus correspondence, campus and off-campus near-print
informational material, procedural guidelines received from campus offices,
contracts, and file lists.
RETENTION: Contracts:
Retain in office 3 years after termination of contract, then destroy by
shredding then landfill.
Correspondence: Retain 5 years in office, then destroy by
shredding then landfill. All other
contents: Retain in office while active
or until superseded, then destroy by landfill.
DINOSTORE
ACCOUNTING FILES (OBSOLETE)
This
series contains computer-generated monthly ledger sheets received from
Accounting Services; log sheets with telephone calls, who called, time, etc.;
and photocopies or NCR copies of the following sent to Accounting
Services: invoices, transmittals, and
receipts.
RETENTION: Logs:
Retain 3 years in office, then destroy by recycling. All other contents: Retain 2 years in office, then 5 years in
Records Center, then destroy by landfill.
DINOTREK
FILES (OBSOLETE)
This
series contains photocopies of exhibit statistical reports, master copies of
brochures, campus and off-campus near-print informational material, news
clippings, photocopies of contracts sent off campus, photocopies of invoices
sent to Accounting Services, photocopies of receiving reports received from off
campus, and file lists.
RETENTION: Master copies of brochures: Retain in office while active, then transfer
to University Archives. Contracts: Retain in office 3 years after termination
of contract, then destroy by shredding then landfill. Accounting records:
Retain 2 years in office, then 5 years in Records Center, then destroy
by landfill. All other contents: Retain
in office while active or until superseded, then destroy by landfill.
DINOTREK
FLYERS AND BROCHURES (OBSOLETE)
This
series contains flyers and brochures.
RETENTION: Retain in office while active, then transfer
to
University
Archives.
DONATIONS
FILES
This
series contains photographs and sheets with appraisal and
descriptive
information.
RETENTION: Retain permanently in office.
DONOR
CONTACT FILES
This
series contains sheets with name, address, contact, and
results.
RETENTION: Retain permanently in office.
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.
EQUIPMENT
FILES
This
series contains computer-generated or carbon copies of Space
Inventories
received from Facility Services and Inventory of
Museum
Objects.
RETENTION: Retain 1 year in office, then destroy by
recycling.
ETHNOLOGICAL
DATA COLLECTION NOTEBOOKS
This
series contains computer-generated reports.
RETENTION: Retain in office while active, then destroy
by
recycling.
FIELD
MAPS, 1934-1941 (OBSOLETE)
This
series contains site maps.
RETENTION: Transfer to University Archives.
FORAMINIFORA
AND OSTRACHITA CARD CATALOGUE
This
series contains cards with location, age, description, etc.
RETENTION: Retain permanently in office.
GENERAL
FILES
This
series contains campus correspondence and file lists.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then
recycling. All other contents: Retain in office while active, then destroy
by recycling.
GRANTS
AND CONTRACTS FILES
This
series contains photocopies of grant applications and photocopies of grant
reports.
RETENTION: Retain in office 3 years after termination
of contract, then destroy by shredding then landfill.
HISTORIC
DATA NOTEBOOKS
This
series contains photocopies of articles received from campus offices and off
campus.
RETENTION: Retain in office while active, then destroy
by recycling.
INVERTEBRATE
LOCALITY INDEX CARDS
This
series contains cards with age, collector, date, state, and
country.
RETENTION: Retain permanently in office.
LOUISIANA
ARCHEOLOGICAL FILES, 1967-1982 (OBSOLETE)
This
series contains off-campus correspondence, photocopies of papers received from
off campus, photocopies of manuscripts received from off campus, meeting
agendas received from off campus, photocopies of grant proposals sent off
campus, and file notes.
RETENTION: Transfer to University Archives.
LOUISIANA
SITE PHOTOGRAPHS CATALOGS
This
series contains photograph catalogs.
RETENTION: Retain in office while active or until superseded,
then destroy by landfill.
MICROFICHE
OF ZOOLOGICAL RECORDS IN LONDON
This
series contains microfiche.
RETENTION: Retain in office while active, then destroy
by
landfill.
MUSEUM
OF GEOSCIENCE MANAGEMENT FILES, 1970-1987 (OBSOLETE)
This
series contains campus and off-campus correspondence and
campus
near-print informational material.
RETENTION: Transfer to University Archives.
NEGATIVES
This
series contains negatives.
RETENTION: Retain in office while active, then transfer
to
University
Archives.
NEWSLETTERS
This
series contains newsletters.
RETENTION: Retain in office while active, then transfer
to
University
Archives.
OFF-CAMPUS
ORGANIZATIONS FILES
This
series contains photocopies of annual reports received from off campus, campus
near-print informational material, and procedural guidelines received from off
campus.
RETENTION: Retain in office while active or until
superseded, then destroy by landfill.
PALEOECOLOGY
FILES
This series contains off-campus correspondence, site forms, file notes, photographs, and negatives.
RETENTION: Retain 5 years in office, then transfer to
University Archives.
PATTON
COLLECTION INDEX CARD FILE
This
series contains cards with author, title, and publication date.
RETENTION: Retain in office while active, then destroy
by landfill.
PHOTOGRAPHS
This
series contains photographs.
RETENTION: Retain in office while active, then transfer
to
University
Archives.
PROCEDURAL
GUIDELINES
This
series contains photocopies of procedural guidelines received from campus offices.
RETENTION: Retain in office until superseded, then
destroy by recycling.
PROJECTS
FILES
This
series contains calendars, file notes, and Weekly Reports
from
Regional Archeologist received from research archeologists.
RETENTION: Retain in office while active, then transfer
to
University
Archives.
PUBLICATIONS
This
series contains photocopies of publications generated here and received from
off campus.
RETENTION: Retain in office while active, then destroy
by recycling.
PUBLISHED
AND UNPUBLISHED MANUSCRIPTS
This
series contains manuscripts.
RETENTION: Retain permanently in office.
REPORTS
This
series contains photocopies of reports.
RETENTION: Retain 5 years in office, then transfer to
University
Archives.
REPRINTS
INDEX
This
series contains an index.
RETENTION: Retain in office while active, then destroy
by
landfill.
RUSSELL
COLLECTION INDEX FILE
This
series contains cards with author, title, and journal name.
RETENTION: Retain in office while active, then destroy
by
landfill.
SITE
FORMS AND WPA PROGRAM FILES, 1931-1941 (OBSOLETE)
This
series contains off-campus correspondence, file notes, excavation records, and
photographs.
RETENTION: Transfer to University Archives.
SITE
NOTEBOOKS
This
series contains Site Survey forms, catalog forms, photographs, Specimen Catalog
forms, and Site Updates.
RETENTION: Retain permanently in office.
SITE
RECORD CARD FILE
This
series contains site cards.
RETENTION: Retain permanently in office.
SUPPLIER
FILES
This
series contains vendor catalogs received from off campus.
RETENTION: Retain in office while active or until
superseded, then destroy by landfill.
UNIVERSITY
ADMINISTRATIVE SPECIALIST ADMINISTRATIVE FILES (OBSOLETE)
This
series contains campus and off-campus correspondence, computer-generated Equipment
Inventories received from Property Control, meeting minutes, computer-generated
Operating Budgets for Fiscal Years received from Budget and Planning,
photocopies of Requests for Budget Adjustments sent to Budget and Planning,
photocopies of Budget Proposed Allocations A,B and C sent to Budget and
Planning, photocopies of Internal Transactions sent to Accounting Services,
photocopies of invoices sent to Accounting Services, NCR copies of Purchase
Orders sent to Purchasing, photocopies of grants received from off campus,
photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies
of grant awards received from campus offices, warranties received from off
campus, file lists, and Vehicle Log sheets.
RETENTION: Accounting records: Retain 2 years in office, then 5 years in
Records Center, then destroy by landfill.
Budget records, purchasing records and logs: Retain 3 years in office, then destroy by recycling. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Grant records:
Retain
in office 3 years after year of compilation, then destroy by shredding then
recycling. All other contents: Retain in office while active, then destroy
by recycling.
UNIVERSITY
ADMINISTRATIVE SPECIALIST WORKING FILES (OBSOLETE)
This series contains photocopies of
weekly reports received from off campus, campus near-print informational
material, procedural guidelines received from campus offices, photocopies of
invoices sent to Accounting Services, photocopies of requisitions sent to
Purchasing, photocopies of Travel Expense Vouchers sent to Accounting Services,
resumes received from off campus, photocopies of bills sent to Accounting
Services, photocopies of timesheets sent to Human Resource Management, file
notes, photocopies of checks sent to LSU Foundation, photocopies of
transmittals sent to Office of Bursar Operations, photocopies of Petty Cash
Vouchers sent to Accounting Services, computer-generated Payroll Check
Distribution Reports received from Human Resource Management, photocopies of
Documents Paid During the Period received from Accounting Services,
computer-generated Leave Tracking Reports received from Accounting Services,
photocopies of Foundation Check Requests received from LSU Foundation, computer-generated Personnel
Activity Reports received from Accounting Services, photocopies of ledgers sent
to LSU Union, photocopies of reports sent off campus, computer-generated
Operating Budgets for Fiscal Years received from Budget and Planning, and
photocopies of organizational charts.
RETENTION: Personnel, payroll, and leave records: Retain in office 2 years after termination
or until final disposition of charge or civil action, then destroy by shredding
then landfill. Accounting records:
Retain 2 years in office, then 5 years in Records Center, then destroy
by shredding then landfill. Budgets and
reports: Retain 3 years in office, then
destroy by recycling. All other
contents: Retain in office while active
or until superseded, then destroy by landfill.
VERTEBRATE
COLLECTION INDEX CARD FILE
This
series contains cards with collection number, name, and description.
RETENTION: Retain in office while active, then destroy
by landfill.