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.