SCHOOL OF LIBRARY AND
INFORMATION SCIENCES
7008 ASSIGNMENTS
This series contains
photocopies of program printouts.
RETENTION:Retain in office
1 year after term submitted, then
destroy by shredding then
landfill.
ACCOUNTS PAYABLE REPORTS
This series contains
computer-generated reports received from
Accounting Services
RETENTION: Retain 3 years in office, then destroy by
recycling.
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.
ADMINISTRATIVE FILES
This series includes but
may not be limited to Requests for Authorization to Travel received from Office
of the Dean, photocopies of meeting minutes received from campus offices,
campus and off-campus correspondence, photocopies of reports sent off campus,
photocopies of worksheets, computer-generated ledger sheets received from
Accounting Services, photocopies of press releases sent to Public Relations and
off campus, photocopies of grant applications sent off campus, photocopies of
grant reports sent of f campus, campus near-print informational material,
photocopies of surveys sent off campus, building specifications received from
Facility Development, file lists, photocopies of Purchase Orders sent to
Purchasing, requisitions, photocopies of Internal Transactions sent to
Purchasing, and leave slips.
RETENTION: Building Specifications: Retain permanently in office. All other contents: Retain 5 years in office, then destroy by
shredding then landfill.
ADMINISTRATIVE SERVICES
ASSISTANT WORKING FILES
This series contains grant
information sent off campus and campus near-print informational material
RETENTION: Retain in office while active, then destroy
by landfill.
ADMISSIONS AND STUDENT
RECORDS SECRETARY WORKING FILES
This series includes but
may not be limited to photocopies of policy statements received from Office of
the Chancellor, photocopies of campus correspondence sent, photocopies of
master forms, Credentials Analysis, photocopies of Faculty Handbook, mailing
lists, photocopies of class schedules, LSU General Catalogs, file lists, and
Codes of Student Conduct.
RETENTION: Retain in office while active or until
superseded, then destroy by landfill.
ADVISING LISTS
This series contains
photocopies of lists with name of student and assigned faculty advisor.
RETENTION: Retain in office while active, then destroy
by recycling.
ADVISOR CARDS
This series contains
Advisor Cards received from Student Records and Registration.
RETENTION: Retain in office 1 year after term
distributed, then destroy by shredding then landfill.
ALUMNI ASSOCIATION FILES
This series contains
off-campus correspondence and membership applications received from off campus.
RETENTION: Retain 5 years in office, then destroy by
shredding then landfill.
ALUMNI LISTS
This series contains
computer-generated lists received from
Alumni Office.
RETENTION: Retain in office until superseded, then
destroy by
landfill.
ALUMNI NEWSLETTER FILES
This series contains
letters received and photocopies of
articles.
RETENTION: Retain 5 years in office, then destroy by
landfill.
ASSOCIATION NEWSLETTERS
This series contains
newsletters received from off campus.
RETENTION: Retain in office while active, then destroy
by
landfill.
BETA ZETA CARD FILE
This series contains cards
noting various membership information. i
RETENTION: Retain in office while active, then destroy
by
landfill.
BETA ZETA FILES
This series contains
correspondence, file lists, and bank statements received from off campus.
RETENTION: Retain 5 years in office, then destroy by
shredding then landfill.
BETA ZETA NEWSLETTER
This series contains
newsletters.
RETENTION: Retain in office while active, then transfer
to
University Archives.
BUDGET FILES
This series contains
computer-generated ledger sheets received from Accounting Services and the
following sent to Purchasing:
photocopies of
requisitions and NCR copies of Purchase Orders.
RETENTION: Retain 3 years in office, then destroy by
recycling.
CAMPUS CORRESPONDENCE
This series contains
campus correspondence received from Office of the Dean.
RETENTION: Retain 5 years in office, then destroy by
shredding then recycling.
CHECK SIGN-OUT LOG
This series contains log
sheets with name, date and check number.
RETENTION: Retain 3 years in office, then destroy by
recycling.
CLASS LISTS
This series contains
computer-generated Class Lists received from
Student Records and
Registration.
RETENTION: Retain in office 1 year after term
distributed, then
destroy by shredding then
landfill.
CLASS SCHEDULE BOOKLETS
This series contains class
schedule booklets received from
Student Records and
Registration.
RETENTION: Retain in office while active, then destroy
by
recycling.
COMMENCEMENT PROGRAMS
This series contains
annotated commencement programs.
RETENTION: Retain permanently in office.
COMMITTEE FILES
This series includes but
may not be limited to meeting minutes, agendas, appendixes, letters received,
and photocopies of reports received from campus offices.
RETENTION: Retain 5 years in office, then transfer to
University Archives.
COMMITTEE ROSTER
This series contains
photocopies of lists of committee members.
RETENTION: Retain in office while active, then destroy
by recycling.
COMPREHENSIVE EXAMINATION
COMMITTEE FILES
This series contains
reports, lists of graduating students, and photocopies of comprehensive
examination sent to Office of the Dean.
RETENTION: Retain 3 years in office, then destroy by
shredding then recycling.
COMPREHENSIVE EXAMINATIONS
FILES
This series contains
photocopies of comprehensive examinations and photocopies of file lists.
RETENTION: Retain in office 5 years after graduation
term or term of last attendance, then destroy by shredding then recycling.
COMPUTER AND DATABASE
SERVICES FILES
This series contains NCR
copies of requisitions sent to
Purchasing and NCR copies
or photocopies of invoices received
from System Network
Computer Center.
RETENTION: Retain 2 years in office, then 5 years in
Records
Center, then destroy by
shredding then landfill.
COMPUTER INVENTORY LIST
This series contains
computer-generated lists noting name, type, location, costs, serial of
registration number, LSU number, date received, comments, etc.
RETENTION: Retain 1 year in office, then destroy by
recycling.
COMPUTER LAB GENERAL
INFORMATION FILES
This series contains photocopies
of instructions and photocopies of class handouts.
RETENTION: Retain in office while active, then destroy
by recycling.
COMPUTER LAB SIGN-UP
SHEETS
This series contains log
sheets with dates, times, equipment
availability, and names of
users.
RETENTION: Retain 3 years in office, then destroy by
recycling.
COMPUTER MANUALS
This series contains
photocopies of computer software manuals.
RETENTION: Retain in office while active or until
superseded, then destroy by recycling.
COMPUTER RESOURCE COORDINATOR
ADMINISTRATIVE FILES
This series includes but
may not be limited to photocopies of contracts/licensing agreements sent of f
campus, meeting minutes, equipment specifications received from off campus,
photocopies of purchasing guidelines received from Office of the Dean,
photocopies of estimates received from Facility Services, photocopies of plans
received from Facility Services, hardware and software circulation sheets,
proposals sent to Office of the Dean, photocopies of log-on identifications and
passwords sent to Office of the Dean, and lab schedules.
RETENTION: Retain 3 years in office, then destroy by
recycling.
COMPUTER RESOURCES LISTS
This series contains lists
of computer resources in the computer lab.
RETENTION: Retain in office until superseded, then
destroy by recycling.
CORRESPONDENCE
This series contains
correspondence.
RETENTION: Retain 5 years in office, then transfer to
University
Archives.
COUNCIL ON LIBRARY
RESOURCES IMPLEMENTATION GRANT FILE, 1986-1986 (OBSOLETE)
This series contains
meeting minutes, correspondence, and budget reports.
RETENTION: Retain in office 3 years after termination
of contract, then destroy by shredding then landfill.
COURSE AND FACULTY
EVALUATIONS
This series contains
course and faculty evaluation forms.
RETENTION: Retain in office 2 years after termination
or until final disposition of charge or civil action, then destroy by shredding
then landfill.
COURSE APPROVAL FORMS
This series contains
photocopies of course approval forms sent to
Academic Affairs.
RETENTION: Retain 3 years in office, then destroy by
recycling.
COURSE SCHEDULING FILES
This series contains
photocopies of course schedule proposals sent to Student Records and
Registration and computer-generated reports received from Student Records and
Registration.
RETENTION: Retain 3 years in office, then destroy by
recycling.
COURSE SYLLABI FILES
This series contains
course syllabi and course outlines.
RETENTION: Retain in office while active, then destroy
by recycling.
CURRENT FISCAL YEAR LEDGER
SHEETS NOTEBOOK
This series contains file
lists and computer-generated ledger
sheets received from
Accounting Services.
RETENTION: Retain in office until superseded, then
destroy by
recycling.
CURRICULUM UPDATE FILES
This series contains
photocopies of a syllabus received from off campus and photocopies of a report.
RETENTION: Retain in office while active, then destroy
landfill.
DEAN ADVISING FILES
This series contains
near-print informational material receive from campus, photocopies of class
schedules received from Student
Records and Registration
and generated here, photocopies of academic calendars received from Student
Records and Registration, and Codes of Conduct received from Office of the
Chancellor.
RETENTION: Retain in office while active or until
superseded, then destroy by landfill.
DEAN ADMINISTRATIVE FILES i
This series contains
photocopies of job descriptions, photocopies
of job announcements,
campus correspondence, photocopies of
letters sent, photocopies
of policy statements received from
Office of the Chancellor,
photocopies of procedural guidelines received from Graduate School, photocopies
of budget spreadsheets, photocopies of grant applications, photocopies of
equipment proposals, university catalogs received from off campus, vitae
received from off campus, file lists, motor pool reports, maintenance prospects
received from Facility Services and photocopies of annual reports received from
Continuing Education.
RETENTION: Retain 5 years in office, then transfer to
University Archives.
i
DEAN CORRESPONDENCE FILES
This series contains
correspondence and sample microfiche
received from off campus.
RETENTION: Retain 5 years in office, then transfer to
University
Archives.
DEAN TOPICAL FILES
This series contains
correspondence and photocopies of reports
received from campus.
RETENTION: Retain 5 years in office, then transfer to
University
Archives.
DEPARTMENT CATALOGS
This series contains
course catalogs.
RETENTION: Retain in office while active, then transfer
to
University Archives.
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.
EXTENSION COURSE BROCHURES
This series contains
brochures.
RETENTION: Retain in office while active, then transfer
to
University Archives.
FACULTY MEETING MINUTES
This series contains
faculty meeting minutes.
RETENTION: Retain in office while active, then destroy
by
recycling.
i
FACULTY VITAE
This series contains
photocopies of faculty vitae.
RETENTION: Retain in office 2 years after termination
or until final disposition of charge or civil action, then destroy by shredding
then landfill.
FIELD EXPERIENCE REPORTS
FILES
This series contains
student reports and student evaluations.
RETENTION: Retain 3 years in office, then destroy by
recycling.
GLISSA FILES
This series contains
photocopies and originals of the following received from student organization:
campus and off-campus correspondence, meeting minutes, directories, and
reports.
RETENTION: Retain permanently in office.
GOLDEN JUBILEE CELEBRATION
PICTURE ALBUMS AND GUEST REGISTER,
1981-1981 (OBSOLETE)
This series contains
annotated photograph albums and signed guest
register.
RETENTION: Transfer to University Archives.
GRADUATE CARD FILE
This series contains cards
with names and date degree was awarded.
RETENTION: Retain in office while active, then destroy
by landfill.
GRADUATE REPORT
This series contains
graduate reports received from the Graduate
School.
RETENTION: Retain 3 years in office, then destroy by
recycling.
GRANT FILES
This series contains
campus and off-campus near-print informational material, photocopies of campus
correspondence received, and photocopies of reports received from campus
offices and off campus.
RETENTION: Retain in office while active or until
superseded, then destroy by landfill.
INCOMPLETE-GRADE LISTS
This series contains
computer-generated reports received from
Graduate School.
RETENTION: Retain in office 1 year after term
distributed, then
destroy by shredding then
recycling.
INDEPENDENT STUDIES FORMS
This series contains
student contract forms.
RETENTION: Retain in office 5 years after graduation
term or
term of last attendance,
then destroy by shredding then landfill.
INDEPENDENT STUDY PROJECT
FILES
This series contains
reports received from student and student
evaluations received from
project supervisor.
RETENTION: Retain 3 years in office, then destroy by
recycling.
i
INITIAL CONTACT FILES
This series contains
letters received from of f campus and GRE score reports received from off
campus.
RETENTION: Retain 1 year in office, then destroy by
shredding then landfill.
i
LAB PROPOSALS
This series contains lab
proposals sent to the Office of the Vice-Chancellor.
RETENTION: Retain in office while active, then destroy
by
recycling.
LIBRARY SCHOOL ADMISSION
FILES
This series contains
letters of reference received from off campus, photocopies of transcripts
received from Graduate School, photocopies of Credentials Analyses received
from Graduate School, and admission committee evaluations.
RETENTION: Attending student records: Retain in office 5 years after graduation
term or term of last attendance, then destroy by shredding then landfill. Not attending students records: Retain in office 1 year after application
term, then destroy by shredding then landfill.
LIBRARY SCHOOL BULLETINS
AND NEWSLETTERS
This series contains
School of Library and Information Sciences
newsletters and bulletins.
RETENTION: Retain in office while active, then transfer
to
University Archives.
LIBRARY SCHOOL PUBLICITY
FILES
This series contains
newspaper clippings and photocopies of news
releases.
RETENTION: Retain permanently in office.
LIBRARY SCHOOL SELF-STUDY
REPORT FILES
This series contains
copies of School of Library and Information
Sciences Self-Study Report
sent off campus and photocopies of
supporting documents sent
of f campus.
RETENTION: Retain in office while active, then transfer
to
University Archives.
LIS 7004 BUDGET PROJECT
ASSIGNMENT SHEETS
This series contains
photocopies of project assignment sheets.
RETENTION: Retain 1 year in office, then destroy by
recycling.
LIS 7008 LECTURE NOTES
This series contains
photocopies of class lecture notes.
RETENTION: Retain in office while active, then destroy
by
recycling.
LSU ADMISSION PLAN, 1990
This series contains an
admission plan received from Admissions.
RETENTION: Retain in office until superseded, then
destroy by
landfill.
LSU NEWSLETTERS AND CAMPUS
CORRESPONDENCE
This series contains
campus newsletters and campus correspondence received.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then
recycling. Newsletters: Retain in office while active, then destroy
by landfill.
LSU SELF-STUDY REPORT
FILES
This series contains
copies of the following received from
Academic Affairs:
self-study reports and self-study factbook.
RETENTION: Retain in office while active, then destroy
by
recycling.
MAILING LABEL SYSTEM
MANUAL, 1989-1989 (OBSOLETE)
This series contains an
in-house manual.
RETENTION: Destroy by landfill.
MANUAL SIGN-OUT SHEETS
This series contains log
sheets with name of manual, person, and
dates in and out.
RETENTION: Retain 3 years in office, then destroy by
recycling.
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.
MICROCOMPUTER LABORATORY
SUPERVISOR ADMINISTRATIVE FILES
This series contains
campus correspondence, diagram sketches of work rooms, lists of CD-ROM
packages, sample forms, and instruction manuals.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then
recycling. All other contents: Retain in office while active or until
superseded, then destroy by recycling.
MIDTERM AND FINAL GRADE
SHEETS
This series contains
carbon copies of Midterm Grade Sheets sent to Student Records and Registration
and carbon copies of Final Grade Sheets sent to Student Records and
Registration.
RETENTION: Retain in office 1 year after term
distributed, then destroy by shredding then landfill.
MISCELLANEOUS NEWSLETTERS
This series contains
newsletters received from off campus.
RETENTION: 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.
OFF-CAMPUS COURSE FLYERS
This series contains
photocopies of flyers.
RETENTION: Retain in office while active, then destroy
by recycling.
PERSONNEL FILES
This series contains
photocopies of evaluations sent to Academic Affairs or Human Resource
Management, photocopies of letters of recommendation received from campus
offices and off campus, photocopies of faculty publications, photocopies of
Promotion and Tenure forms, photocopies of faculty publication lists,
photocopies of faculty unpublished reports, committee notes, and the following
sent to Human Resource Management: LSU-l Personnel Actions, NCR copies of Per-2
Personnel Appointments, and photocopies of 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.
PHOTOGRAPHS
This series contains
photographs.
RETENTION: Retain in office while active, then transfer
to
University Archives.
PLACEMENT FILES
This series contains
biographical data sheets received from students, letters of recommendation,
and course listings received from
students.
RETENTION: Retain in office while active, then destroy
by shredding then landfill.
POLICY STATEMENTS AND
PROCEDURAL GUIDELINES
This series contains
policy statements received from Office of the Chancellor and procedural guidelines
received from campus offices.
RETENTION: Retain in office until superseded, then
destroy by recycling.
PRESIDENTIAL MEMORANDA
This series contains
Presidential Memoranda received from Office of the President.
RETENTION: Retain in office until superseded, then
destroy by recycling.
PROFESSIONAL EMPLOYMENT
FORMS
This series contains
professional employment forms.
RETENTION: Retain in office until summarized, then
destroy by
shredding then recycling.
PROSPECTIVE STUDENT LISTS
This series contains
computer-generated lists received from
Graduate School.
RETENTION: Retain in office until superseded, then
destroy by
recycling.
QUICK REFERENCE GUIDE TO
EQUIPMENT IN COATES 169
This series contains
photocopies of instruction sheets.
RETENTION: Retain in office while active, then destroy
by
recycling.
REPORTS (OBSOLETE)
This series contains
photocopies of reports sent off campus.
RETENTION: Destroy by recycling.
SCHOOL OF LIBRARY AND
INFORMATION SCIENCES ALUMNI NEWSLETTERS
This series contains
newsletters.
RETENTION: Retain in office while active, then transfer
to
University Archives.
SECRETARY AND STUDENT
TIMESHEET FILES
This series contains
photocopies of timesheets sent to Payroll and computer-generated Payroll
Summary reports.
RETENTION: Retain in office until summarized, then
destroy by shredding then recycling.
SELF-STUDY FILES
This series contains
summary reports.
RETENTION: Retain permanently in office.
SELF-STUDY REPORTS
This series contains
photocopies of Self-Study Reports sent off
campus.
RETENTION: Retain permanently in office.
STUDENT DATA SHEETS
This series contains
student data sheets.
RETENTION: Retain 3 years in office, then destroy by
recycling.
STUDENT FILES
This series contains
Degree Audits received from Student Records and Registration, correspondence,
faculty evaluation summaries sent to employers, photocopies of transcripts
received from off campus, photocopies of Applications for Degree sent to
Academic Affairs, NCR copies of Results of Comprehensive Examinations sent to
Graduate School, and the following received from Admissions:
applications, Credentials
Analyses, and photocopies of test scores.
RETENTION: Retain in office 5 years after graduation
term or term of last attendance, then destroy by shredding then landfill.
STUDENT FILES AND
PLACEMENT SECRETARY WORKING FILES
This series contains
photocopies of campus correspondence, photocopies of policy statements received
from Office of the Chancellor, photocopies of newspaper articles, photocopies
of federal register policies received from off campus, photocopies of federal
register guidelines received from of f campus, photocopies of contract
guidelines received from of f campus, photocopies of lists of grant recipients,
photocopies of information sheets, and LSU Staff Handbooks.
RETENTION: Retain in office while active or until superseded,
then destroy by landfill.
STUDENT LISTS, 1926-1960
(OBSOLETE)
This series contains
carbon copies of list of enrolled students.
RETENTION: Retain in office while active, then destroy
by
landfill.
STUDENT LISTS, 1960-1983
(OBSOLETE)
This series contains file
lists.
RETENTION: Retain in office while active, then destroy
by
recycling.
SUB-LAN PERIPHERAL SHARING
DEVICE FILES
This series contains
computer-generated diagrams and instruction sheets.
RETENTION: Retain in office while active, then destroy
by landfill.
TERM PAPERS
This series contains term
papers.
RETENTION: Retain in office 1 year after term
distributed, then
destroy by shredding then
landfill.
TREASURER OFFICE LOG
This series contains log
sheets.
RETENTION: Retain 3 years in office, then destroy by
recycling.
VIDEOTAPES
This series contains
videotapes generated here and received from
Admissions.
RETENTION: Retain in office while active, then transfer
to
University Archives.
VISITORS SCHEDULE NOTEBOOK
This series contains
schedules.
RETENTION: Retain 3 years in office, 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 the 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.