OFFICE OF EXECUTIVE DIRECTOR

CENTER FOR ENERGY STUDIES

 

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 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.

 

ADVISORY COUNCIL FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, file notes, agendas, and menus.

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

 

ASSISTANT TO DIRECTOR WORKING FILES

This series contains campus correspondence, NCR copies of invoices sent to Accounting Services, NCR copies of requisitions sent to Purchasing, photocopies of Travel Expense Vouchers sent to Accounting Services, computer-generated Payroll Check Distribution Reports received from Human Resource Management, computer-generated Documents Paid During the Period reports received from Accounting Services, computer-generated Invoices Paid During the Period reports received from Accounting Services, computer-generated Aged Incumbrances received from Accounting Services, photocopies of Requests for Authorization to Travel sent to Accounting Services, computer-generated Mailing Lists received from Human Resource Management, and photocopies of proposals received from departments.

RETENTION:  Correspondence:   Retain 5 years in office, then destroy by shredding then recycling.   Invoices:  Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.   All other contents:  Retain 3 years in office, then destroy by landfill.

 

BUDGET FILES

This series contains computer-generated monthly ledger sheets received from Accounting Services, photocopies of Internal Transactions sent to Accounting Services1 file notes, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of invoices sent to Accounting Services, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustments sent to Budget and Planning, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

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

 

CONTRACTS FILES

This series contains campus and off-campus correspondence, photocopies of contracts sent to Grants and Contracts, computer­generated monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of Receiving Reports sent to Purchasing, and NCR copies of requisitions sent to Purchasing.

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

 

EMPLOYEE CARD FILE

This series contains employee cards.

RETENTION:  Retain in office while active, then destroy by

landfill.

 

ENVIRONMENTAL STUDIES AND NUCLEAR SCIENCE FILES

This series contains photocopies of annual reports, campus and off-campus correspondence, performance evaluations, photocopies of 1-9 Employee Processing Forms sent to Human Resource Management, letters of reference received from off campus, resumes received from off campus, NCR copies of LSU-l Personnel Actions sent to Human Resource Management, NCR copies of Per-l Requests for Permission to Fill a Vacancy sent to Human Resource Management, NCR copies of Per-2 Personnel Appointments sent to Human Resource Management, NCR copies of Per-3 Personnel Status Changes sent to Human Resource Management, Position Descriptions, and Five Year Plans.

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.   5-Year Plan:  Retain permanently in office.   All other contents:  Retain 5 years in office, then destroy by shredding then landfill.

 

EQUIPMENT FILES

This series contains computer-generated Equipment Inventories received from Property Control, off-campus near-print informational material, NCR copies of Purchase Orders sent to Purchasing, photocopies of Damage Reports sent to Property Control, and photocopies of Stolen or Lost Items sent to Risk Management.

RETENTION:  Retain in office for the life of the equipment, then destroy by landfill.

 

EXECUTIVE DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, off-campus near-print informational material, Telephone Log sheets, calendars, budgets received from off campus, file notes, photocopies of reports sent off campus, and photocopies of articles.

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

 

EXECUTIVE DIRECTOR REFERENCE NOTEBOOKS

This series contains reprints received from off campus.

RETENTION:  Retain in office while active, then destroy by

landfill.

 

FACULTY, STAFF, AND STUDENT PERSONNEL FILES

This series contains evaluations, vitae, photocopies of grievance reports, campus correspondence, photocopies of resolutions received from Office of the Vice-Chancellor, letters of reference received from off campus, and photocopies or NCR copies of the following sent to Human Resource Management:  Loyalty Oaths, I­9s, Per-2 Personnel Appointments, Per-3 Personnel Status Changes, LSU-l Personnel Actions, and Per-25 Contracts.

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

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

 

GENERAL CORRESPONDENCE

This series contains campus and off-campus correspondence.

RETENTION:  Original correspondence:  Retain in office 5 years, then destroy by shredding, then landfill.  All other content:

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

 

GENERAL INFORMATION FILES

This series contains letters of reference received from off campus, resumes received from off campus, Position Descriptions, file notes, file lists, and photocopies of surveys sent off campus.

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.   Surveys:  Retain permanently in office.   All other contents:  Retain in office while active, then destroy by recycling.

 

GRANTS AND CONTRACTS FILES

This series contains photocopies of grant applications, photocopies of grant reports, photocopies of contracts received from off campus, and NCR copies of Purchase Orders sent to Purchasing.

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

 

HISTORY FILES, 1982-1983 (OBSOLETE)

This series contains campus correspondence and floor plans.

RETENTION:  Retain permanently in office.

 

LEAVE TRACKING REPORTS

This series contains computer-generated Leave Tracking Reports received from Human Resource Management.

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

 

MEETING FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes, off-campus near-print informational material, and file notes.

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

 

PAYROLL VOUCHERS

This series contains photocopies of Payroll Vouchers sent to

Accounting Services.

RETENTION:  Retain in office while active, then destroy by

landfill.

 

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity Reports received from 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.

 

PROPOSAL PREPARATION INFORMATION FILES

This series contains campus correspondence, campus near-print informational material, procedural guidelines received from campus offices, file notes, and file lists.

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

 

REFERENCE NOTEBOOKS

This series contains campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, and computer-generated monthly ledger sheets received from Accounting Services and generated here.

RETENTION:  Retain in office while active or 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) 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.