DEPARTMENT OF RECREATIONAL SPORTS

ACCOUNTING FILES

This series contains NCR copies of Purchase Orders sent to

Purchasing, photocopies of Receiving Reports sent to Purchasing,

NCR copies of requisitions sent to Purchasing, computer-generated

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 REFERENCE NOTEBOOKS

This series contains procedural guidelines, photocopies of

Journal Vouchers sent to Accounting Services, and Departmental

Instruction Manuals.

RETENTION: Retain in office while active or until superseded,

then destroy by recycling.

ADMINISTRATIVE FILES

This series contains photocopies of annual usage reports sent to Office of the Vice-Chancellor for Student Services, campus correspondence, computer-generated equipment inventories received from Property Control, campus and off-campus near-print informational material, procedural guidelines received from campus offices, photocopies of Purchase Orders sent to Purchasing, NCR copies of Work Requests sent to Facility Services, Position Descriptions, photocopies of Requests for Permission to Travel sent to Office of the Vice-Chancellor, computer-generated Enrollment Summaries received from Admissions, file lists, photocopies of Telephone Work Requests sent to Telecommunications, computer-generated Long Distance reports received from Telecommunications, schedules, and Key Issue Log sheets with name, date, key number, room, and date returned.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Near-print informational material: Retain in office while active or until superseded, then destroy by landfill. Procedural guidelines: Retain in office until superseded, then destroy by recycling. All other contents: Retain 3 years in office, then destroy by landfill.

AQUATICS FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains annual reports sent to Office of the Vice-Chancellor for Student Service, campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of Purchase Orders sent to Purchasing, calendars, file notes, and photocopies of high school rules lists received from off campus.

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.

ASSISTANT DIRECTOR APPOINTMENTS FILES

This series contains campus correspondence, off-campus near-print informational material, and appointment sheets.

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.

ASSISTANT DIRECTOR INFORMATION FILES

This series contains all or some of the following: campus and off-campus correspondence, campus and off-campus near-print informational material, calendars, file notes, 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.

ASSISTANT DIRECTOR REFERENCE NOTEBOOKS

This series contains procedural guidelines, photocopies of student timesheets, computer-generated budgets, applications received from students, and rules lists received from off campus.

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. Budgets: Retain 3 years in office, then destroy by landfill. Applications: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

ASSISTANT DIRECTOR WORKING FILES

This series contains campus and off-campus correspondence, budget worksheets, applications received from off campus, photocopies of rules lists received from off campus, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Applications and worksheets:

Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

ASSOCIATE DIRECTOR POLICIES AND PROCEDURES NOTEBOOKS

This series contains master forms, off-campus near-print informational material, master schedules with brackets, file notes, Tournament Manuals received from off campus, Department Manuals, and Training Manuals.

RETENTION: Master forms including schedules with brackets:

Retain permanently in office. Department manuals including training manuals: Record (master) copy: Retain permanently in office. Duplicates: Retain in office until superseded, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSOCIATE DIRECTOR REFERENCE NOTEBOOKS

This series contains campus and off-campus near-print informational material, procedural guidelines received from campus offices, photocopies of student timesheets sent to Payroll, file notes, departmental manuals, project summaries, schedules, file lists, photocopies of Weekly Reports, budget worksheets, Building Supervisor forms, Facility Reservations, NCR copies of Work Requests sent to Facility Services, and Sports Clubs notebooks.

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. Project summaries: Retain 7 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

ASSOCIATION AND TOURNAMENT INFORMATION FILES

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

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.

ATTENDANCE SHEETS

This series contains Attendance Sheets.

RETENTION: Retain 7 years in office, then destroy by shredding

then landfill.

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

CASHIER FILES

This series contains photocopies of Monthly Deposits sent to Office of Bursar Operations; photocopies of Cash Receipts sent to Office of Bursar Operations; Daily Cashier Cash Reports; X and Z Reading Sheets; Voids/Overrings on Register sheets; adding machine tapes; and the following log sheets: Opening of Cash Register with amount given, date, cashier, etc.; Deposit with date, amount, person making deposit, etc.; and Inventory with date, name, number received, and by whom.

RETENTION: Log sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office 2 years, then destroy by shredding then landfill.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

DEPARTMENTAL REFERENCE NOTEBOOKS

This series contains instructions sheets, Incoming Check

Registers, Sign-Up Sheets, completed Intramural Problem Report

Forms, Cash Register Item Lists, file lists, completed

Instructional Sports Registration forms, Work Crew Assignment

Sheets, Outdoor Recreation sheets, and Pool Passes Log sheets

with name, date, amount, category, and identification number.

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

DIRECTOR ADMINISTRATIVE FILES

This series contains correspondence, master forms, off-campus near-print informational material, file notes, photocopies of articles, and price lists received from off campus.

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

EQUIPMENT CHECKOUT SHEETS

This series contains Equipment Checkout sheets.

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

EQUIPMENT RENTAL LOG

This series contains log sheets with equipment, name, telephone

number, date, time in, time out, and charge.

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

FACILITY INFORMATION FILES

This series contains NCR copies of Purchase Orders sent to

Purchasing and file notes.

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

GENERAL FILES

This series contains correspondence, off-campus near-print informational material, NCR copies of Purchase Orders received from Purchasing, NCR copies of requisitions sent to Purchasing, photocopies of student timesheets sent to Payroll, file lists, file notes, and tests.

RETENTION: Timesheets and tests: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Purchasing records: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

GENERAL REFERENCE NOTEBOOKS

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

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.

INSTRUCTIONAL SPORTS FILES

This series contains campus correspondence, NCR copies of class registration forms, and near-print informational material.

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

Retain in office while active, then destroy by landfill.

INTRAMURAL PROGRAM FILES

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

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

INTRAMURAL SPORTS TRANSACTION FORMS

This series contains NCR copies of Intramural Sports Transactions

Forms.

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

INVOICES PAID DURING THE PERIOD REPORTS

This series contains computer-generated Invoices Paid During the

Period reports received from Accounting Services.

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

KEY LOG

This series contains log sheets with date, name, description, number, time in, and time out.

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

LOCKER RENTAL NOTEBOOK

This series contains procedural guidelines and file lists.

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

LOST AND FOUND LOG

This series contains log sheets with item and disposition.

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.

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.

OFFICIALS FILES

This series contains rules received from off campus, examinations, tournament bracket sheets, and file lists.

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

OPERATING BUDGETS FOR FISCAL YEARS NOTEBOOKS

This series contains computer-generated Operating Budgets for

Fiscal Years received from Accounting Services.

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

OPERATIONAL MANUALS

This series contains operational manuals.

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

ORGANIZATIONS AND ACTIVITIES FILES

This series contains correspondence, photocopies of meeting minutes received from campus offices, off-campus near-print informational material, and photocopies of articles.

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

OUTDOOR FIELDS AND RECREATIONAL AREAS FILES

This series contains campus correspondence, NCR copies of

maintenance records, file notes and rental receipts.

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

Center, then destroy by shredding then landfill.

OUTDOOR RECREATION FILES

This series contains campus and off-campus near-print informational material, NCR copies of Travel Expense Vouchers sent to Accounting Services, photocopies of budgets, and photocopies of insurance forms sent to Campus Safety.

RETENTION: Near-print informational material: Retain in office while active or until superseded, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by landfill.

PERSONNEL INFORMATION FILES

This series contains photocopies of employee performance evaluations, NCR copies of Per-2 Personnel Appointments sent to Human Resource Management, applications received from off campus, photocopies of injury reports sent to Campus Safety, 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.

PLANT STORES CATALOG

This series contains computer-generated Plant Stores Catalogs received from Plant Stores.

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

POOL RENTAL RECEIPTS

This series contains Pool Rental receipts.

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

Center, then destroy by landfill.

PROGRAM REFERENCE NOTEBOOKS

This series contains campus and off-campus near-print informational material and Program Manuals.

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

PROJECT FILES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

PUBLICITY FILES

This series contains photocopies of annual reports, campus near-print informational material, file notes, and file lists.

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

RED CROSS FILES

This series contains correspondence and off-campus near-print informational material

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Near-print informational material: Retain in office while active or until superseded, then destroy by landfill.

REQUISITIONS

This series contains NCR copies of requisitions sent to

Purchasing.

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

RISK MANAGEMENT FILES

This series contains photocopies of depositions sent off campus and photographs.

RETENTION: Record (master) copy: Retain in office 10 years after settlement, then destroy by shredding then landfill.

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

SECRETARY REFERENCE NOTEBOOKS

This series contains photocopies of campus correspondence, policy statements received from Office of the Chancellor, procedural guidelines generated here and received from campus offices, and leave slips.

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

SPECIAL EVENTS FILES

This series contains off-campus near-print informational material, completed Entry Forms, and file notes.

RETENTION: Entry forms: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

SPORTS CLUB INFORMATION FILES

This series contains campus correspondence, NCR copies of

Transmittals sent to Office of Bursar Operations, and

constitutions.

RETENTION: Retain permanently in office.

SPORTS NOTEBOOKS

This series contains completed Entry Forms, schedules, Supervisor Reports, photocopies of injury reports sent to Risk Management, completed Disciplinary Action forms, and completed Sport Evaluation forms.

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

STAFF PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of completed step increase forms received from Human Resource Management, photocopies of leave slips, 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 TOURNAMENT WAIVERS AND ROSTERS

This series contains waivers and rosters.

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, driver's 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 ASSISTANT WORKING FILES

This series contains photocopies of campus correspondence and file notes.

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

STUDENT PAYROLL FILES

This series contains photocopies of Payroll Vouchers sent to

Payroll, timecards, and photocopies of payroll reports.

RETENTION: Retain 7 years in office, then destroy by shredding

then landfill.

TIMESHEETS AND PAYROLL REPORTS

This series contains photocopies of timesheets sent to Payroll and payroll reports.

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

TRUCK LOG

This series contains log sheets with name, date, time, use, and

time returned.

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

VEHICLE FILES

This series contains campus correspondence, file lists, photocopies of Mileage Reports sent to Property Control, photocopies of drivers' motor vehicle records received from off campus, and Daily Vehicle Log sheets with name, date, mileage, and destination.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Drivers' motor vehicle records: 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.

WAGE PAYROLL VOUCHERS

This series contains NCR c9pies of Wage Payroll Vouchers sent to Payroll.

RETENTION: Record (master) copy: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then 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.

WORK REQUESTS FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines received from campus offices and generated here, NCR copies of Work Requests sent to Facility Services, file notes, applications received from students, and photocopies of articles.

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.