FACULTY CLUB

ACCOUNTANT REFERENCE FILES

This series contains off-campus near-print informational material; photocopies of bids received from off campus; photocopies of Purchase Orders sent to Purchasing; Deposit Log sheets with transmittal number, amount, and date; Requisitions Log sheets with requisition number, vendor, and date; and Petty Cash Log sheets with voucher number, date, and amount.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

ACCOUNTING FILES

This series contains NCR copies of Purchase Orders sent to Purchasing, Receiving Reports sent to Purchasing, 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 OFFICE MISCELLANEOUS FILES

This series contains campus and off-campus correspondence, computer-generated equipment inventories, master forms, photocopies of bids received from Accounting Services, photocopies of Requests for Budget Adjustments sent to Accounting Services, voided invoices, and computer-generated monthly ledger sheets received from Accounting Services.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Master forms: Record (master) copy: Retain permanently in office. Duplicates:

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 Near-print: Retain in office while active or until superseded, then destroy by landfill.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

ACCOUNTING OFFICE REFERENCE NOTEBOOKS

This series contains procedural guidelines received from Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, photocopies of Purchase Orders sent to Purchasing, and NCR copies of receipts.

RETENTION: Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Purchase orders: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office until superseded, then destroy by recycling.

ACCOUNTS PAYABLE FILES

This series contains photocopies of bids received from Purchasing, photocopies of invoices sent to Accounting Services, and NCR copies of Purchase Orders sent to Purchasing.

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.

BIDS AND INTERNAL TRANSACTIONS FILES

This series contains photocopies of bids sent to Purchasing and

photocopies of Internal Transactions sent to Accounting Services.

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

BUILDING INFORMATION FILES

This series contains computer-generated equipment inventories received from Property Control, news clippings received from off campus, photocopies of new releases sent off campus, NCR copies of requisitions received from Purchasing, permits, vehicle registrations, Xerox readings, voided Internal Transactions, Night Manager Checklists, and Vehicle Log sheets with departure, mileage, name, service, and date.

RETENTION: News clippings, news releases, permits, and vehicle registration: Retain in office while active, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by landfill.

CANCELED HOTEL RESERVATIONS FILE

This series contains Canceled Hotel Reservations sheets.

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

CASH REGISTER TAPES

This series contains cash register tapes.

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

Center, then destroy by landfill.

CASHIER CASH REPORTS FILES

This series contains photocopies of Cashier's Cash Reports and

photocopies of tickets.

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

Center, then destroy by recycling.

CATERED EVENTS FILES

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

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

CATERING MANAGER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, contracts received from campus offices and off campus, photocopies of Catering Cancellations, menus, inventory sheets, file lists, Approvals to Use the Chancellor's Dining Room, and receipts.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Contracts and approval sheets: Retain 3 years in office, then destroy by landfill.

Inventories: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

CATERING REFERENCE FILES

This series contains campus and off-campus near-print informational material, invoices received from off campus, banquet diagrams, and file notes.

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

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

CHEF FILES

This series contains off-campus near-print informational material, photocopies of bids sent to Purchasing, photocopies of Purchase Orders sent to Purchasing, NCR copies of requisitions sent to Purchasing, student timesheets, photocopies of menus, and file notes.

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 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 landfill.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

DAILY TICKETS

This series contains daily tickets.

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

Center, then destroy by landfill.

DINING RESERVATIONS FILES

This series contains receipts, cash register tapes, photocopies

of reservation sheets, photocopies of daily checks, and Waiters

Check Records.

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

Center, then destroy by landfill.

DINING ROOM MANAGER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of invoices sent to Accounting Services, student timesheets, Tally Sheets, Kitchen Inventory, computer-generated Daily Sales Reports, adding machine tapes, Bar Inventory, photocopies of checks received from patrons, health permits received from off campus, Inspection Reports received from off campus, Liquor Licenses received from off campus, Liquor Permits received from off campus₁ Party Sheets, diagrams, applications received from off campus, file lists, and student schedules.

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

Timesheets: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Party Sheets and Tally Sheets: Retain 3 years in office, then destroy by landfill. Inspection reports: Retain 2 years in office, then destroy by landfill. Inventory records: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, computer-generated equipment inventories received from Property Control, meeting minutes received from campus offices, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, photocopies of bids sent to Purchasing, computer-generated monthly ledger sheets received from Accounting Services, computer-generated budget reports, photocopies of Purchase Orders sent to Purchasing, employee performance evaluations, job applicant letters of reference received from off campus, resumes received from off campus, photocopies of LSU-5 Attendance and Leave Records, NCR copies of Per-l Requests for Permission to Fill a Vacancy sent to Personnel, NCR copies of Per-3 Personnel Status Changes sent to Personnel, Position Descriptions, photocopies of student and staff timesheets, organizational charts, file notes, Table Set-Up Sheets, file lists, Alcohol Permits, NCR copies of Per-21s sent to Personnel, computer-generated Kitchen Inventory, photocopies of Faculty Club Inventory, and photocopies of calendars.

RETENTION: Staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. All other contents: Retain 5 years in office then transfer to University Archives.

DIRECTOR ANNUAL REPORTS FILES

This series contains photocopies of annual reports sent to Office of Vice-Chancellor for Student Services, campus and off-campus correspondence, campus near-print informational material, file lists, and file notes.

RETENTION: Transfer to University Archives.

GENERAL INFORMATION NOTEBOOK

This series contains procedural guidelines, file lists, Public Health Permit, computer-generated Catering Sales reports, and file notes.

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

GUEST CHECKS

This series contains Guest Checks.

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

Center, then destroy by landfill.

HOTEL RESERVATION CONFIRMATION FILES

This series contains Hotel Reservation Confirmation sheets,

Approval letters, and Profile Cards.

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

HOTEL SALES CHARTS

This series contains computer-generated Hotel Sales charts.

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

INTERNAL TRANSACTIONS AND TRANSMITTALS

This series contains NCR copies of Internal Transactions sent to

Office of Bursar Operations and NCR copies of Transmittals sent

to Accounting Services.

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

INVOICES AND RECEIPTS

This series contains photocopies of invoices sent to Accounting

Services and photocopies of receipts sent to Accounting Services.

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

Center, then destroy by shredding then landfill.

LEDGERS

This series contains ledgers.

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

MANAGER ADMINISTRATIVE FILES

This series contains campus correspondence, computer-generated Internal Transactions sent to Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, and file lists.

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

MANAGER REFERENCE NOTEBOOKS

This series contains procedural guidelines, student schedules, and weekly events lists.

RETENTION: Retain in office while active or until superseded, 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.

MENU SELECTION FILES

This series contains menus and file notes.

RETENTION: Transfer to University Archives.

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.

PAYROLL FILES

This series contains photocopies of payroll vouchers sent to Payroll, computer-generated Payroll Check Distribution reports received from Payroll, photocopies of student timesheets sent to Payroll, and timecards.

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

RECEIVING REPORTS NOTEBOOK

This series contains photocopies of receiving reports sent to

Purchasing.

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

RECIPE BOOKS

This series contains recipes.

RETENTION: Retain permanently in office.

REVENUE FILES

This series contains photocopies of Transmittals sent to Office of Bursar Operations, photocopies of checks sent to Office of Bursar Operations, photocopies of statements sent to Office of Bursar Operations, carbon copies of daily tickets, and NCR copies of Catering Order Forms.

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

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, 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.

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 landfill.

STUDENT PAYROLL FILES

This series contains photocopies of student timesheets sent to

Payroll, time cards, and computer-generated Mailing Lists

received from Human Resource Management.

RETENTION: Retain 7 years in office, then destroy by landfill.

STUDENT SCHEDULES NOTEBOOKS

This series contains student schedules.

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

VENDOR FILES

This series contains off-campus near-print informational material and NCR copies of requisitions sent to Purchasing.

RETENTION: Registrations: Retain 3 years in office, then destroy by landfill. All other contents: 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.