CAREER PLANNING, PLACEMENT, AND CO-OP CENTER

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.

ACCOUNTING LEDGERS NOTEBOOKS

This series contains computer-generated monthly ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ACCREDITATION REVIEW NOTEBOOK

This series contains accreditation reviews.

RETENTION: Retain in office while active, then transfer to

University Archives.

ACTIVITIES FILES

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

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.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.

ADVERTISEMENTS

This series contains job advertisements received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

APPLICATION AND REGISTRATION CARDS

This series contains application and registration cards.

RETENTION: Retain in office while active, then destroy by

landfill.

ASSISTANT COORDINATOR REFERENCE FILES

This series contains master forms, campus and off-campus near-print informational material, news clippings, procedural guidelines, Co-op Graduate Surveys, and file lists.

RETENTION: Master forms and surveys: Record (master) copy:

Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. All other contents:

Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT COORDINATOR WORKING FILES

This series contains photocopies of monthly reports sent to Office of the Director, campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines, NCR copies of Travel Expense Vouchers sent to Accounting Services, file lists, schedules, organizational charts, file notes, calendars, and job vacancy forms.

RETENTION: Organizational Charts: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Travel expense vouchers and monthly reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSOCIATE DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, master forms, photocopies of meeting minutes received from campus offices, policy statements received from Office of the Chancellor, and procedural guidelines received from campus offices.

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.

BOYS STATE AND GIRLS STATE YEARBOOKS

This series contains Boys State and Girls State Yearbooks.

RETENTION: Retain permanently in office.

BUDGET FILES

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

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

CAREER DAY FILES

This series contains campus correspondence, campus and off-campus near-print informational material, news clippings, and file lists.

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.

CAREER PLANNING AND PLACEMENT SERVICES NOTEBOOKS

This series contains Career Planning and Placement services

notebooks.

RETENTION: Retain permanently in office.

CAREER PLANNING REFERENCE FILES

This series contains off-campus near-print informational material and career tests received from off campus.

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

CO-OP STUDENT FILES

This series contains correspondence, employee performance evaluations received from employers, Cooperative Education Program Applications, photocopies of transcripts received from off campus, Resume Forms, Student Request Forms, and work address cards.

RETENTION: Transcripts: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. All other contents: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

COMPANY CARD FILE

This series contains company cards.

RETENTION: Retain in office while active, then destroy by

shredding, then landfill.

COMPANY BINDERS

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

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

COMPANY CORRESPONDENCE

This series contains correspondence.

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

then landfill.

COMPANY FILES

This series contains correspondence, off-campus near-print informational material, schedule sheets, computer-generated Interview Information sheets, Selected Lists, and interview schedules.

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

COMPUTER EVALUATION FORMS

This series contains computer-generated evaluation forms received from students.

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

COORDINATOR REFERENCE NOTEBOOKS

This series contains off-campus near-print informational material, computer-generated spreadsheets, photocopies of Personnel Activity Reports sent to Accounting Services, computer-generated file lists, student schedules, computer-generated statistics, photocopies of grant proposals sent off campus, and file notes.

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

COORDINATOR WORKING FILES

This series contains campus correspondence, off-campus near-print informational material, procedural guidelines received from campus offices, letters of reference received from off campus, resumes received from off campus, file notes, photocopies of Progress and Performance Reports sent off campus, calendars, file lists, and photocopies of grant proposals sent off campus.

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

COUNSELING FORMS

This series contains counseling forms.

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

then landfill.

CREDENTIALS CARDS

This series contains cards with name, Social Security number, etc.

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

CREDENTIALS FILES

This series contains vitae received from off campus, letters of reference received from off campus, Credentials Release Permits, articles received from students, photocopies of student teacher evaluations received from College of Education, photocopies of transcripts received from off campus, and photocopies of NTE scores received from off campus.

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

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, master forms, campus and off-campus near-print informational material, news clippings, procedural guidelines, budget reports, file notes, file lists, computer-generated Majors Requested by Companies reports, computer-generated monthly reports sent to Office of Vice-Chancellor for Student Services, speeches, and agendas

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

DIRECTOR CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

DIRECTORIES

This series contains off-campus directories.

RETENTION: Retain in office while active, 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.

EMPLOYERS NEAR-PRINT INFORMATIONAL MATERIAL

This series contains near-print informational material received from employers.

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

FILE LISTS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

GENERAL FILES

This series contains photocopies of monthly reports received from Office of the Director, campus and off-campus correspondence, master forms, off-campus near-print informational material, procedural guidelines received from campus offices, NCR copies of Travel Expense Vouchers sent to Accounting Services, file notes, surveys, and file lists.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Travel expense vouchers:

Retain 3 years in office, then destroy by shredding then landfill. Master forms and surveys: Retain permanently in office. All other Zcontents: Retain in office while active or until superseded, then destroy by shredding, then landfill.

GENERAL 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 shredding, then landfill.

GRADUATE SURVEY SHEETS

This series contains survey sheets received from graduates.

RETENTION: Retain permanently in office.

GRADUATING STUDENTS SURVEYS

This series contains surveys.

RETENTION: Retain permanently in office.

INTERVIEW NOTEBOOKS

This series contains photocopies of monthly reports sent to Office of the Director, master forms, campus near-print informational material, procedural guidelines, Co-op Education Interview Schedules, computer-generated position descriptions, photocopies of referral letters sent off campus, completed Co-op Recruitment Day Employer Forms, calendars, file notes, computer graphic samples, file lists, and New Placement Log sheets with name, employer, date started work, and date interviewed.

RETENTION: Referral letters: Retain 5 years in office, then destroy by shredding then landfill. Log sheets and reports:

Retain 3 years in office, then destroy by recycling. Position descriptions: Retain 2 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by shredding, then landfill.

ISSUES FILES

This series contains campus and off-campus correspondence, file

notes, and speeches.

RETENTION: Retain permanently in office.

JOB REFERRAL INFORMATION FILES

This series contains computer-generated reports and Job Vacancy listings received from off campus.

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

JOB VACANCY LISTINGS

This series contains job vacancy listings generated here and received from off campus.

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

LIBRARY CARDS

This series contains library cards.

RETENTION: Retain in office while active, then destroy by

shredding, then landfill.

LIBRARY CATALOG

This series contains a computer-generated library catalog.

RETENTION: Retain in office until superseded, 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.

MASTER TEST FILES

This series contains master tests.

RETENTION: Retain permanently in office.

OFFICE ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, master forms, photocopies of meeting minutes, campus and off-campus near-print informational material, photocopies of news releases sent off campus, file lists, graduate surveys, and salary surveys.

RETENTION: Survey: Retain permanently in office.

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.

ONE-DAY PROGRAM FILES

This series contains campus and off-campus correspondence, master forms, campus near-print informational material, file notes, and sign-up sheets.

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

ORGANIZATIONS FILES

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

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

ORIENTATION FILES

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

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

PART-TIME JOB NOTICES NOTEBOOKS

This series contains part-time job notices.

RETENTION: Retain in office while active, then destroy by

landfill.

PERSONNEL FILES

This series contains correspondence, employee performance

evaluations, resumes received from off campus, and file notes.

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

POLICIES AND PROCEDURES NOTEBOOK

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.

PROCEDURAL REFERENCE NOTEBOOKS

This series contains master forms, campus and off-campus near-print informational material, procedural guidelines, and file notes.

RETENTION: Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

PROGRAM EXPENSES NOTEBOOKS

This series contains NCR copies of Internal Transactions sent to

Accounting Services, photocopies of invoices sent to Accounting

Services, computer-generated monthly ledger sheets received from

Accounting Services, NCR copies of Purchase Orders sent to

Purchasing and NCR copies of requisitions sent to Purchasing.

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

Center, then destroy by shredding then landfill.

PROGRAMS AND ACTIVITIES PILES

This series contains campus correspondence, photocopies of meeting minutes received from campus offices, photocopies of employee performance evaluations sent to Office of the Director, file notes, file lists, and resumes received from students.

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

PROJECTS FILES

This series contains file lists, file notes, and schedules.

RETENTION: Retain in office while active, then destroy by

recycling.

READING FILES

This series contains campus and off-campus correspondence.

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

then landfill.

RECEPTIONIST WORKING FILES

This series contains campus near-print informational material, schedules, file notes, resumes received from students, questionnaires received from students, tests received from students, and calendars.

RETENTION: Tests and questionnaires: Retain 3 years in office, then destroy by shredding then landfill. Resumes: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office until superseded, then destroy by landfill.

RECRUITER CARDS

This series contains recruiter cards.

RETENTION: Retain in office while active, then destroy by

landfill.

RECRUITER FILES

This series contains off-campus correspondence, campus and off-campus near-print informational material, photocopies of student timesheets sent to Payroll, selection calendars, computer-generated Majors Interviewed on Campus reports, computer-generated Recruiters by Major reports, computer-generated Registers Reports, file notes, and Daily Log sheets.

RETENTION: Timesheets: 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. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Logs and computer-generated reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

RECRUITMENT INFORMATION FILES

This series contains evaluations, file lists, and schedules.

RETENTION: Evaluations: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

REFERENCE FILES

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

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

SAMPLE RESUMES AND COVER LETTERS NOTEBOOKS

This series contains sample resumes and cover letters.

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

SECRETARY REFERENCE FILES

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

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

SECRETARY WORKING FILES

This series contains correspondence, file lists, photocopies of monthly reports sent to Office of the Director, 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.

SPECIAL PROGRAMS FILES

This series contains campus correspondence, schedules, computer generated file lists, file notes, and interview calendars.

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.

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, photocopies of payroll vouchers sent to Payroll, computer-generated Payroll Check Distribution Reports received from Payroll, 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.

STATE RALLY BULLETINS

This series contains State Rally Bulletins.

RETENTION: Retain permanently in office.

STATE RALLY FILES

This series contains campus near-print informational material,

file notes, file lists, and manuscripts.

RETENTION: Retain 3 years in office, then transfer to University

Archives.

STATISTICAL REPORTS NOTEBOOK

This series contains statistical reports.

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

STUDENT ASSISTANT PERSONNEL FILES

This series contains photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: Form 1-9 Employee Eligibility Verifications, W-4s, Loyalty Oaths, Employment Processing Forms, Social Security cards, drivers licenses, 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.

STUDENT REGISTRATION FILE

This series contains completed interview forms.

RETENTION: Retain in office while active, then destroy by

landfill.

STUDENT REGISTRATION SESSION CARDS

This series contains student registration session cards.

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

then landfill.

STUDENT RESUME NOTEBOOKS

This series contains resumes received from students.

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

SUMMER JOB AND INTERNSHIP CARD FILE

This series contains cards with student names, company names, etc.

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

TEACHER RECRUITMENT DAY SCHEDULES

This series contains Teacher Recruitment Day schedules.

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

TESTS

This series contains taken tests.

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

then landfill.

TIMESHEETS, 1986-1987 (OBSOLETE)

This series contains photocopies of timesheets sent to Payroll.

RETENTION: Record (master) copy: Retain in office 2 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.

UNIVERSITY ADMINISTRATIVE SPECIALIST REFERENCE NOTEBOOKS

This series contains policy statements received from Office of the Chancellor, procedural guidelines received from campus offices photocopies of student timesheets sent to Payroll, safety manuals received from Safety Office, and budget worksheets.

RETENTION: Timesheets: Record (master) copy: Retain in office 2 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. All other contents: Retain in office while active or until superseded, then destroy by landfill.

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains schedules, file notes, and student assistant balance worksheets.

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

UNIVERSITIES NEAR-PRINT INFORMATIONAL MATERIAL

This series contains near-print informational material received from universities.

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

VENDOR CATALOGS

This series contains vendor catalogs.

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.

WORKSHOPS AND CONFERENCES FILES

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

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