LSU UNION

OFFICE OF THE DIRECTOR

ALCOHOL SURVEY FILES, 1968-1986 (OBSOLETE)

This series contains campus correspondence₁off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, file notes, file lists, ordinances received from off campus, and surveys.

RETENTION: Transfer to University Archives.

ARCHITECTURAL PLANS

This series contains architectural plans for various student unions received from off campus.

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

ASSEMBLY CENTER FILES, 1966-1984 (OBSOLETE)

This series contains campus correspondence, photocopies of meeting minutes received from campus offices, and procedural guidelines.

RETENTION: Transfer to University Archives.

BLUELINE DRAWINGS

This series contains blueline drawings received from off campus.

RETENTION: Retain permanently in office.

BLUEPRINTS AND BUILDING SPECIFICATIONS

This series contains blueprints and building specifications

received from off campus.

RETENTION: Retain permanently in office.

BUDGET FILES

This series contains campus correspondence, computer-generated

Operating Budgets for the Fiscal Years received from Budget and

Planning, computer-generated budget reports received from Budget

and Planning, file notes, and worksheets.

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

BUDGET REPORTS, 1969-1984 (OBSOLETE)

This series contains computer-generated Budget Reports received

from Accounting Services.

RETENTION: Destroy by landfill.

BUDGET SUMMARIES

This series contains computer-generated Budget Summaries received

from Budget and Planning.

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

CLASSIFIED EVALUATIONS

This series contains employee performance evaluations.

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

DIRECTOR ADMINISTRATIVE FILES

This series contains annual reports received from campus offices, campus and off-campus correspondence, meeting minutes received from campus offices, off-campus near-print informational material, procedural guidelines received from campus offices, employee performance evaluations, computer-generated Payroll Check Distribution Reports received from Human Resource Management, Position Descriptions, file notes, file lists, organizational charts, surveys, and photocopies of Requests for Authorization to Travel sent to Office of the Vice-Chancellor.

RETENTION: Transfer to University Archives.

DIRECTOR CALENDARS

This series contains calendars.

RETENTION: Retain in office 1 year after the end of calendar

year, then transfer to University Archives.

DIRECTOR PROJECTS FILES

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

DIRECTOR REFERENCE FILES

This series contains reports received from campus offices, off-campus near-print informational material, floor plans received from off campus, renovation manuals received from off campus, and planning manual for original building received from off campus.

RETENTION: Retain in office while active, then transfer to University Archives.

DIRECTOR REFERENCE NOTEBOOKS

This series contains annual reports generated here and received from campus office, master forms generated here and received from campus offices, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, campus correspondence, Permanent Memoranda received from Office of the President, staff manuals, Safety Manual received from Office of Safety, and a Union Board of Governors handbook.

RETENTION: LSU Union reports, procedural guidelines, master forms, and hand books: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

DIRECTOR SPEECH FILES

This series contains file notes.

RETENTION: Retain in office while active, then transfer to

University Archives.

ELECTRONIC SPREADSHEETS

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.

EXPANSION PLAN FILES

This series contains campus and off-campus correspondence, news clippings, file notes, proposals received from off campus, and blueline drawings received from off campus.

RETENTION: Transfer to University Archives.

FILE LISTS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

FINANCIAL STATEMENTS FOR LSU UNION

This series contains computer-generated financial statements.

RETENTION: Retain 2 years in office, then destroy by recycling.

GENERAL EQUIPMENT FILES

This series contains campus and off-campus correspondence, Requests for Quotations, contracts, photocopies of quotations sent to Office of the Vice-Chancellor, and photocopies of bids sent to Office of the Vice-Chancellor.

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.

GENERAL FILES

This series contains photocopies of annual reports sent to Office of the Vice-Chancellor, carbon copies and original copies of campus correspondence, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, photocopies of Travel Expense vouchers sent to Accounting Services, file lists, photocopies of articles, photocopies of Admission Plans received from Admissions, Affirmative Action Plan received from Office of the Chancellor, file notes, photocopies of Approvals for Leave for Educational Purposes received from Office of the Vice-Chancellor, photocopies of Requests for Partial Reimbursement of Course Fees sent to Office of the Vice-Chancellor, computer-generated Enrollment Summaries received from Budget and Planning, computer-generated Frequency Distribution reports, survey sheets, Night Manager's Reports, photocopies of Departmental Reports received from departments, photocopies of LSU Caller Identification codes received from Telecommunications, and photocopies of leases sent to Business Affairs.

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

GUMBOS

This series contains Gumbos.

RETENTION: Retain permanently in office.

LEAVE REQUEST FORMS

This series contains completed leave request forms.

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

LEDGERS

This series contains ledgers.

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

LSU FINANCIAL REPORTS

This series contains financial reports.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

LSU UNION DAILY DEPOSITS NOTEBOOKS

This series contains computer-generated LSU Union Daily Deposits.

RETENTION: Retain in office until summarized, 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.

NEWSLETTERS NOTEBOOKS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

NON-LSU BLUEPRINTS

This series contains blueprints received from off campus.

RETENTION: Destroy by landfill.

READING FILE NOTEBOOKS

This series contains campus and off-campus correspondence.

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

Archives.

SECRETARY REFERENCE FILES

This series contains photocopies of campus correspondence, off-campus near-print informational material, procedural guidelines received from campus offices, file notes, file lists, calendars, building floor plans, and Gallery Log sheets with name, date, etc.

RETENTION: Gallery 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.

SLIDES, 1980-1980 (OBSOLETE)

This series contains slides.

RETENTION: Transfer to University Archives.

SPACE AND SITE RECOMMENDATIONS FOR LSU BOOKSTORE, 1963-1964

(OBSOLETE)

This series contains Space and Site Recommendations received from

off campus.

RETENTION: Transfer to University Archives.

STAFF PERSONNEL FILES

This series contains 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, LSU5 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.

UNION GOVERNING BOARD FILES

This series contains campus correspondence, master forms, campus

near-print informational material, by-laws, and file notes.

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

Archives.

UNION GOVERNING BOARD MINUTES

This series contains meeting minutes.

RETENTION: Retain in office while active, then transfer to

University Archives.

UNION PLANNING MANUAL

This series contains a carbon copy of Union Planning Manual.

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

VICE-CHANCELLOR MEETING ON REORGANIZATION FILES

This series contains file notes.

RETENTION: Retain in office while active, then transfer to

University Archives.

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.

BUILDING SERVICES / LSU UNION

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

ASSOCIATE DIRECTOR ADMINISTRATIVE FILES

This series contains campus correspondence, meeting minutes received from campus offices, off-campus near-print informational material, procedural guidelines generated here and received from campus offices, file notes, file lists, schedules, Night Manager reports, organizational charts, and photocopies of utility bills received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Reports: Retain 3 years in office, then destroy by landfill. Utility bills: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Organizational charts: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSOCIATE DIRECTOR INFORMATION NOTEBOOKS

This series contains campus correspondence, campus and off-campus near-print informational material, procedural guidelines generated here and received from campus offices, floor plans, photocopies of building specifications received from off campus, and meeting statistics.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Floor plans and specifications: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSOCIATE DIRECTOR REFERENCE FILES

This series contains campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, and procedural guidelines.

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

BLUEPRINTS

This series contains photocopies and original copies of

blueprints received from off campus.

RETENTION: Transfer to University Archives.

BOX OFFICE BUSINESS FILES

This series contains campus correspondence, off-campus near-print informational material, procedural guidelines, computer-generated Option Journals, computer-generated Commission Reports, computer-generated Primary Summaries, Daily Cash Reports, computer-generated journals, computer-generated Operator Sales Reports, Credit Card Reports, Setup Sheets, computer-generated Event Checklists, photocopies of credit card audit slips received from off campus, photocopies of deposit slips, Student Worker Obligation sheets, photocopies of schedules received from students, photocopies of applications received from students, and Box Office Log sheets with date, amount, and source of information.

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

BOX OFFICE TELEPHONE ORDER CARDS

This series contains telephone order cards.

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

BOX OFFICE REFERENCE FILES

This series contains campus and off-campus near-print informational material and procedural guidelines.

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

BUILDING SERVICE SETUP SHEETS

This series contains Building Service Setup Sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

CALL-IN LOG

This series contains log sheets with name, date, reason for being

out, tardies, and time contacted.

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

CAMPUS CORRESPONDENCE NOTEBOOK

This series contains campus correspondence.

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

CASHIER CASH REPORTS

This series contains photocopies of Cashier Cash Reports.

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

CHANGE DRAWER LOG

This series contains log sheets with name, date, amount, etc.

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

CHILLER LOG

This series contains log sheets with date, time, suction, discharge, temperature, and amps.

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

CLEARANCE CARDS

This series contains Clearance Cards.

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

CONTROL TECHNICIAN WORKING FILES

This series contains off-campus near-print informational material; computer-generated Oil Analysis reports received from off campus; photocopies and original copies of blueprints received from off campus; building specifications received from off campus; Air Handers Log sheets with date, when filter changed, etc.; Maintenance Log with date, action taken, etc.; Purchases Log sheets with date, purchased item, price, and vendor; and Gas and Electrical Log Sheets with date, reading, amount used, etc.

RETENTION: Blueprints and building specifications: Retain permanently in office. All other contents: Retain 3 years in office, then destroy by landfill.

CUSTOMER FILES

This series contains correspondence, Reservation Request forms, photocopies of Reservation Confirmations sent off campus, photocopies of Billing Summaries, room diagrams, and file notes.

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

DAILY RECORD BOOKS

This series contains Daily Record Books.

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

DEPARTMENT HEAD MEETING NOTES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

DINOTREK FORMS AND CASH REPORTS

This series contains photocopies of Dinotrek forms and

photocopies of Cash Reports.

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

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:

FINANCIAL STATEMENTS

This series contains computer-generated Financial Statements.

RETENTION: Retain 2 years in office, then destroy by recycling.

FORMER ASSOCIATE DIRECTOR FILES, 1969-1978 (OBSOLETE)

This series contains annual reports sent to Office of the Vice-Chancellor, campus and off-campus correspondence, photocopies and original copies of meeting minutes received from campus offices or generated here, procedural guidelines, Position Descriptions, file notes, file lists, Furniture Inspection Reports, Night Manager reports, and schedules.

RETENTION: Destroy by shredding, then landfill.

GAMES AREA FILES

This series contains campus and off-campus correspondence, master forms, off-campus near-print informational material, newspaper clippings, news releases sent off campus, procedural guidelines, NCR copies of invoices, NCR copies of Purchase Orders sent to Purchasing, NCR copies of Receiving Reports, photocopies of requisitions, Bowling Lane Certifications received from off campus, photocopies of accident reports, worksheets, file lists, file notes, photocopies of Standing Orders, applications, ledgers, photocopies of Special Projects Collections, and computer-generated Building Cashier Reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Purchasing records and reports: Retain 3 years in office, then destroy by landfill. Worksheets and applications: Retain 1 year in office, then destroy by landfill. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Accident reports: Record (master) copy: Retain in office 30 years after settlement, then destroy by shredding then recycling.

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

GENERAL FILES

This series contains annual reports received from departments, campus correspondence, computer-generated Equipment Inventories received from Property Control, photocopies of meeting minutes received from campus offices, computer-generated LSU-5 Attendance and Leave Records received from Human Resource Management, Night Manager reports, computer-generated Telephone Charges received from Telecommunications, photocopies of Work Requests sent to Facility Development, and photocopies of police reports received from LSU Campus Police.

RETENTION: Attendance and leave records: 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 recycling. All other contents: Retain 3 years in office, then destroy by landfill.

HOMECOMING 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.

KEY CHECKOUT SLIPS

This series contains Key Checkout Slips.

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

LEAVE FILES

This series contains LSU-5 Attendance and Leave Records and leave slips.

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

LEDGERS

This series contains ledgers generated here or received from

Accounting Services.

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

Center, then destroy by landfill.

LOST AND FOUND CARDS

This series contains lost and found cards.

RETENTION: Retain in office while active, then destroy by

landfill.

LSU LETTERMEN REPORTS, 1989-1991 (OBSOLETE)

This series contains computer-generated lists received from

Athletic Department.

RETENTION: Retain in office while active, then destroy by

landfill.

LSU POLICIES AND PROCEDURES NOTEBOOKS

This series contains policy statements received from Office of the Chancellor and procedural guidelines generated here and received from campus offices.

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

MAINTENANCE DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, procedural guidelines, bids received from off campus, photocopies of invoices sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of requisitions sent to Purchasing, photocopies of accident reports sent to Human Resource Management, file notes, photocopies of floor plans, file lists, and photocopies of Night Manager Reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Bids: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by recycling. Purchasing records and 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.

MAINTENANCE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, file notes, blueline drawings received from off campus, applications received from students, and Student Clearance Cards.

RETENTION: Blueline drawings: Transfer to University Archives.

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

MARKETING ANALYSIS REFERENCE FILES

This series contains campus near-print informational material, procedural guidelines, file lists, floor plans, Marketing Analysis reports, and room diagrams.

RETENTION: Retain in office while active or 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.

MONTHLY RENTAL STATISTICAL REPORTS

This series contains computer-generated reports.

RETENTION: Retain in office until summarized, then destroy by

recycling.

MONTHLY STATISTICAL FILES

This series contains Today in the Union, Changes in Theater Set-Up Sheets, computer-generated statistical reports, file lists,

and room diagrams.

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

NEAR-PRINT INFORMATIONAL MATERIAL FILE

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

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

NEWSPAPER RETURN SLIPS

This series contains Newspaper Return Slips.

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

NEWSPAPER TALLY SHEETS

This series contains Newspaper Tally Sheets.

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

NIGHT MANAGER ADMINISTRATIVE FILES

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

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

NIGHT MANAGER PROCEDURE FILES

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

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

NIGHT MANAGER REFERENCE FILES

This series contains campus correspondence, campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, computer-generated Set-Up sheets, file notes. Reservation Request forms, file lists, and Catering Note Sheets.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Reservation requests:

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

NIGHT MANAGER REPORTS AND WEEKLY WORKSHEETS

This series contains Night Manager Reports and Weekly Worksheets.

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

OFFICE MANAGER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, computer-generated Equipment Inventories received from Property Control, campus and off-campus near-print informational material, procedural guidelines received from campus offices, schedules, Change Log Sheets, and Daily Vehicle log sheets.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Inventories: Retain 1 year in office, then destroy by landfill. 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.

OFFICE MANAGER REFERENCE FILES

This series contains file lists and photocopies of Cash Reports.

RETENTION: Retain in office while active, then destroy by

recycling.

PAGE TRIP CARDS

This series contains Page Trip Cards.

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

POSITION DESCRIPTIONS

This series contains Position Descriptions.

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

PRIORITY REPORTS AND ANNUAL REPORTS, 1965-1984 (OBSOLETE)

This series contains reports.

RETENTION: Transfer to University Archives.

PROJECT MANUALS, 1984-1986 (OBSOLETE)

This series contains project manuals received from off campus.

RETENTION: Destroy by landfill.

PURCHASING LOG

This series contains log sheets with date, vendor, price, item, etc.

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

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 photocopies of campus correspondence, campus and off-campus near-print informational material, file notes, file lists, schedules, and Incoming Check Registers.

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

REQUESTS FOR SPACE

This series contains Requests for Space.

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

SAMPLE HOOKS

This series contains sample books received from vendors.

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

SAMPLES CARD FILE, 1964-1976 (OBSOLETE)

This series contains samples cards.

RETENTION: Destroy by recycling.

SECRETARY WORKING FILES

This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, Position Descriptions received from off campus, applications received from students, pay scale lists received from off campus, file lists, and Personnel Actions log sheets with name, date, and type of action.

RETENTION: Log sheets: Retain 3 years in office, then destroy by recycling. Position descriptions: Retain 2 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 landfill.

SERVICE MANAGER ADMINISTRATIVE FILES

This series contains campus correspondence; campus and off-campus near-print informational material; procedural guidelines; photocopies of invoices; file notes; Data Sheets received from off campus; Setup Sheets; Supervisor's Daily Reports; Overtime sheets; Attendance Log sheets with date, name, reason out, etc.; and Training Log sheets with signatures, type of training, etc.

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

SHIFT REPORTS

This series contains Shift Reports.

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

SPEAKERS AND EVENTS FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines, Position Descriptions received from off campus and generated here, statistical reports, file notes, file lists, Key Access Forms, Off-Campus Speaker forms, Social Events forms, photocopies of theater contracts, and calendars.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Theater contracts: Record (master) copy: Retain in office 20 years, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

SPECIAL EVENTS FILES

This series contains file notes.

RETENTION: 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, letters of reprimand, 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.

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 FILES

This series contains file lists, computer-generated Student

Payroll Reports, and Student Worker Log sheets with name, hours

worked, etc.

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 landfill.

STUDENT ASSISTANT REFERENCE FILES

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

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

SWAP SHEETS

This series contains Swap Sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

TELEPHONE FILE

This series contains campus correspondence.

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

then recycling.

THEATER MANAGER ADMINISTRATIVE FILES

This series contains photocopies of annual reports, campus and off-campus correspondence, computer-generated Equipment Inventories received from Property Control, off-campus near-print informational material, procedural guidelines, photocopies of contracts, computer-generated budget reports, photocopies of invoices received from Accounting Services and off campus, Position Descriptions, schedules, file notes, photocopies of accident reports sent to Safety Office, computer-generated inventory, file lists, computer-generated Ticket Producers Reports, computer-generated Stage Manager's Reports, photocopies of bills sent to Accounting Services, sample passes, computer-generated Account Status Reports, leave slips, Concession Reports, applications, and Student Clearance Cards.

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. Contracts: Record (master) copy: Retain in office 30 years after settlement, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by shredding then recycling. Invoices and bills: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

THEATER MANAGER REFERENCE NOTEBOOKS

This series contains off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, computer-generated price lists, and a Safety Manual received from Safety Office.

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

UNITED WAY FILES

This series contains correspondence and photocopies of reports sent off campus.

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

VENDOR CATALOGS

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

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

WESTERN UNION RECEIPTS

This series contains Western Union receipts.

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

Center, then destroy by shredding then landfill.

WORD PROCESSING FILES

BUSINESS OFFICE / LSU UNION

ACCOUNTANT WORKING FILES

This series contains campus correspondence, sample forms, Receiving Copy received from campus offices, student assistant timesheet summaries, and file lists.

RETENTION: Receiving copy and timesheet summaries: Retain 3 years in office, then destroy by landfill. All other contents:

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

ACCOUNTANT WORKING FILES

This series contains campus correspondence, master forms, off-campus near-print informational material, procedural guidelines, file notes, journal vouchers, computer-generated Revenue Monthly Ledger, photocopies of audit reports received from Budget and Planning, and computer-generated file maintenance reports.

RETENTION: Journal vouchers: 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 landfill. Accounting 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.

ACCOUNTING FILES

This series contains computer-generated Payroll Vouchers received from Accounting Services, carbon copies of Guest Checks, computer-generated Food Service Request and Billing Summaries, cash register receipts with customer signatures, carbon copies of United Parcel Service Payment slips received from off campus, and computer-generated Financial Statements.

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

ACCOUNTING REPORTS

This series contains the following computer-generated reports:

Accounts Receivable, Budget, and Financial Statements.

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

ACCOUNTING TRANSACTION REFERENCE NOTEBOOKS

This series contains procedural guidelines received from campus offices; Dinotrek Deposit log sheets with number of tickets sold, date, and amount of deposit; Payroll Check Mailed log sheets with name and date; Service Calls log sheets with service, date, reason, etc.; and Non-Acceptable Items.

RETENTION: Procedural guidelines: Retain in office until superseded, then destroy by recycling. All other contents:

Retain 3 years in office, then destroy by recycling.

ACCOUNTS RECEIVABLE LEDGERS

This series contains ledger sheets.

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

ADDING MACHINE TAPES

This series contains adding machine tapes.

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

Center, then destroy by landfill.

ADMINISTRATIVE DATABASES

RETENTION: Delete information in the database when no longer needed.

ADMINISTRATIVE FILES

This series contains master forms, off-campus near-print informational material, photocopies of monthly ledger sheets received from Accounting Services, NCR copies of Petty Cash Vouchers sent to Accounting Services, Bookstore Cashier Reports, Other Area Cashier Reports, Department Head Charges, computer-generated Vending Commission Reports received from off campus, computer-generated Parking Meter Reports received from Mini-Market, photocopies of Greyhound Reports sent off campus, Vault Counts, and Voucher Log sheets with CRV box, voucher number in box, etc.

RETENTION: Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by landfill.

ADMINISTRATIVE FILES

This series contains campus correspondence, Check Attachments, computer-generated Students With A Check Credit Rating of 3 received from Office of Bursar Operations, file notes, photocopies of Transmittals received from Office of Bursar Operations, photocopies of Journal Vouchers sent to Accounting Services, file lists, computer-generated lists, and NSF Check Log sheets with name, amount, debit or credit.

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

AMERICAN EXPRESS STUBS

This series contains NCR copies of American Express stubs sent

off campus.

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

Center, then destroy by shredding then landfill.

APPLICATIONS

This series contains applications received from off campus.

RETENTION: Retain 1 year in office, then destroy by shredding

then landfill.

AUDIT LOG

This series contains log sheets with name, transaction, batch number, etc.

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

BARBER SHOP CASH REGISTER TAPES

This series contains cash register tapes.

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

Center, then destroy by shredding then landfill.

BARBER SHOP PAYROLL LOG

This series contains log sheets with name, amount, and hours

worked.

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

BATCH TAPES

This series contains adding machine tapes.

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

Center, then destroy by landfill.

BEER PURCHASE FILES

This series contains campus correspondence, file notes, worksheets, computer-generated lists, beer purchase ledgers, and photocopies of Legislative Acts received from off campus.

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

BIDS

This series contains phot9copies of bids sent to Purchasing.

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

BILLING FILES

This series contains photocopies of Check Requests sent to

Accounting Services, NCR copies of Internal Transactions sent to

Accounting Services, photocopies of inventories, photocopies of

Billing Summaries sent off campus, LSU Union Bookstore bills sent

off campus, and check attachments received from off campus.

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

Center, then destroy by landfill.

BILLING FILES

This series contains computer-generated Copy Shop Monthly Reports, computer-generated Billing Summaries, Input sheets, request forms received from campus offices, Second Copier Readings and Deposits, adding machine tapes, computer-generated spreadsheets, and Meter Log sheets.

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

BORROWED KEY LOG

This series contains log sheet with name, date, hook number, and

return date.

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

BOX OFFICE TICKET SALES LOG

This series contains log sheets with date, amount, event, and

tax.

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

BUDGET PREPARATION FILES

This series contains worksheets, file notes, and computer-generated budgets.

RETENTION: Retain 1 year in office, then destroy by landfill.

BUILDING CASHIER REPORTS FILES

This series contains computer-generated Building Cashier Reports,

adding machine tapes, and Cashier's Cash Reports.

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

Center, then destroy by landfill.

CAFETERIA CHARGES FILES

This series contains ledger sheets, tickets, and adding machine

tapes.

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

Center, then destroy by landfill.

CALENDARS

This series contains calendars.

RETENTION: Retain in office 1 year after calendar year, then

destroy by recycling.

CAMPUS CORRESPONDENCE AND MASTER FORMS

This series contains campus correspondence and master forms.

RETENTION: Correspondence: Retain 5 years in office, then

destroy by shredding then recycling. Master forms: Record

(master) copy: Retain permanently in office. Duplicates:

Retain in office while active, then destroy by landfill.

CANDY SHOP FILES

This series contains off-campus near-print informational material, NCR copies of Purchase Orders sent to Purchasing, Student Clearance Cards, price lists generated here and received from off campus, photocopies of inspection reports received from off campus, and receipts received from off campus.

RETENTION: Purchase Orders: Retain 3 years in office, then destroy by landfill. Receipts: Retain 2 years in office₁then 5 years in Records Center, then destroy by landfill. Inspection reports: Retain 2 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

CASHIER CASH REPORTS

This series contains photocopies of Cashier Cash Reports.

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

CASHIER WORKING FILES

This series contains all or some of the following: campus and off-campus correspondence; master forms; campus and off-campus near-print informational material, procedural guidelines; Daily Deposit Reports; Meal Authorizations; photocopies of contracts sent to Purchasing; photocopies of Check Requests sent to Accounting Services; Purchase Orders; NCR copies of requisitions; resumes received from off campus; Position Descriptions; file notes; cash register tapes; file lists; audit reports; photocopies of Journal Vouchers; photocopies of checks received from off campus; Change Fund slips; Vending Commission Reports received from off campus; Rental Log sheets with area, date, amount, and check number; computer-generated Journal Vouchers sent to Accounting Services; and Entry Number Log sheets with date, number, and amount.

RETENTION: Purchasing records, logs, and reports: Retain 3 years in office, then destroy by landfill. Accounting records:

Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Resumes: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

CHANGE CARD COUNTS

This series contains Change Card Counts.

RETENTION: Retain in office while active, then destroy by

recycling.

CHANGE FUND ISSUE SHEETS NOTEBOOK

This series contains Change Fund Issue Sheets.

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

CHECK ATTACHMENTS AND NSF CHECKS

This series contains Check Attachments and non-sufficient fund

checks

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

Center, then destroy by shredding then landfill.

CHECK FILES

This series contains photocopies of Check Attachments and checks.

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

Center, then destroy by shredding then landfill.

CHECK REQUESTS AND PETTY CASH VOUCHERS

This series contains photocopies of Check Requests and Petty Cash

Vouchers.

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

COMPUTER REFERENCE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, and photocopies of Log-On Identifications received from SNCC.

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.

COPY SHOP FILES

This series contains campus correspondence, off-campus near-print informational material, photocopies of news releases sent to Student Media, procedural guidelines, Position Descriptions, student time summaries, photocopies of bills received from Graphic Services, applications received from off campus, Clearance Cards, file lists, file notes, photocopies of Rental Agreements sent to Purchasing, Supply Inventories, work schedules, and Postage Meter Log sheets with amount, number, date, etc.

RETENTION: Correspondence: Retain 5 years in office, then destroy by recycling. Position descriptions: Retain 2 years in office, then destroy by landfill. Bills: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.

Applications: Retain 1 year in office, then destroy by landfill. Timesheet summaries, rental agreements, and 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.

DAILY DEPOSIT SUMMARY REPORTS

This series contains computer-generated Daily Deposit Summary

Reports.

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

DEPOSIT SLIPS

This series contains photocopies of deposit slips sent off

campus.

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

Center, then destroy by recycling.

DEPOSIT TAPES

This series contains adding machine tapes.

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

Center, then destroy by landfill.

DEPOSITS REFERENCE FILES

This series contains file notes, photocopies of Transmittals sent to Office of Bursar Operations, photocopies of Journal Vouchers sent to Accounting Services, NCR copies of Wells Fargo Manifest sheets sent off campus, Cashier Daily Deposit sheets, file lists, and the following log sheets: Long Distance Log sheets with time, date, number, person called, and reason; American Express Deposit Summary Log sheet with item, balance, amount, and page's signature; Cleveland Coin Collection Log sheets with date, amount for each department, etc.

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

DINOTREK SALES REPORTS

This series contains Dinotrek Sales Reports.

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

DIRECT CHARGE PURCHASE ORDERS

This series contains NCR copies of Purchase Orders sent to

Purchasing.

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

DIRECT CHARGES FILES

This series contains NCR copies of Purchase Orders sent to

Purchasing and NCR copies of receiving reports received from

Purchasing.

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

DUMPS

This series contains computer-generated dumps.

RETENTION: Retain in office while active, then destroy by

landfill.

ELECTRONIC SPREADSHEETS

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:

EMPLOYEE KEY AUTHORIZATION LOG

This series contains log sheet with name, date issued, area, room number, date returned, and initials.

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

EQUIPMENT ORDER LOG

This series contains a log with item, who it was ordered for, vendor, date received, and price.

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

FINANCIAL STATEMENTS

This series contains computer-generated Financial Statements.

RETENTION: Retain 2 years in office, then destroy by recycling.

FORMER BUSINESS MANAGER FILES, 1981-1991 (OBSOLETE)

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, campus and off-campus near-print informational material, news clippings, procedural guidelines, computer-generated Enrollment Reports received from Admissions, photocopies of Student Services annual reports received from Office of the Vice-Chancellor, photocopies of articles, calendars, schedules generated here and received from campus offices, Codes of Student Conduct received from Office of the Vice-Chancellor, file notes, photocopies of Legislative Bills received from off campus, and organizational charts.

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

FURNITURE LOG

This series contains log sheets with company, Purchase Order number, cost, and description.

RETENTION: Destroy by recycling.

GENERAL ACCOUNTING FILES

This series contains photocopies of bids sent to Purchasing, NCR copies of Check Requests sent to Office of Bursar Operations, voided Purchase Orders, NCR copies of requisitions sent to Purchasing, leave slips, and locker rental deposit receipts.

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. Receipts: 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.

GENERAL ACCOUNTING REFERENCE NOTEBOOKS

This series contains procedural guidelines received from campus offices, computer-generated monthly ledger sheets received from Accounting Services, computer-generated Chart of Accounts received from Accounting Services, photocopies of object codes lists received from Accounting Services, and Standard Journal Entry Log sheets with charge, department, and amount per month.

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 recycling.

GENERAL FILES

This series contains campus correspondence, invoices received from off campus, building schedules, photocopies of non-sufficient fund checks, file lists, organizational charts, and Accounts Receivable Ledgers.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Organizational chart: Record (master) copy: Retain permanently in office. Duplicates:

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

GENERAL REFERENCE NOTEBOOKS

This series contains campus and off-campus correspondence, master forms, off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines generated here and received from campus offices and from off campus, photocopies of contracts sent to Purchasing, computer-generated monthly ledger sheets received from Accounting Services, computer-generated Financial Statements, staff manual, budget worksheets, photocopies of Lease Agreements sent to Purchasing, computer-generated file lists, computer-generated Monthly Reports received from LSU Union Copy Shop, Cashier Over/Short Daily Reports, file notes, computer-generated Dinotrek Ticket Sales, computer-generated Student Payroll Statistics reports, Governing Board Handbook, computer-generated Daily Deposits Reports, and computer-generated Postal Facilities Report received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Contracts: Record (master) copy: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by recycling. 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.

GREYHOUND RECEIPT BOOKS

This series contains NCR copies of receipts sent off campus.

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

Center, then destroy by shredding then landfill.

GUEST TICKETS

This series contains Guest Tickets.

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

Center, then destroy by shredding then landfill.

INVOICES PAID REPORTS

This series contains computer-generated reports received from

Accounting Services.

RETENTION: Retain in office until summarized, then destroy by

recycling.

JOURNAL ENTRIES

This series contains computer-generated Journal Entries.

RETENTION: Retain in office until superseded, then destroy by

landfill.

JOURNAL VOUCHERS

This series contains photocopies of Journal Vouchers sent to Accounting Services.

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 landfill.

JOURNAL VOUCHERS AND TRANSMITTALS

This series contains photocopies of Journal Vouchers sent to

Accounting Services and photocopies of Transmittals sent to

Office of Bursar Operations.

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

Center, then destroy by shredding then landfill.

KEY AUTHORIZATION CARDS

This series contains Key Authorization Cards.

RETENTION: Retain in office while active, then destroy by

landfill.

KEY LOG

This series contains log sheets with room number, hook number, floor, etc.

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

LEAVE SLIPS

This series contains leave slips.

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

LEAVE TRACKING REPORTS

This series contains computer-generated 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.

LEDGERS

This series contains computer-generated ledgers.

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

LOCKER RENTAL CARDS

This series contains Locker Rental Cards.

RETENTION: Retain in office while active, then destroy by

landfill.

LSU UNION PURCHASES

This series contains computer-generated lists received from SNCC.

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

MAILING LISTS

This series contains computer-generated Mailing Lists received from Human Resource Management.

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

MAINTENANCE LOG

This series contains log sheets with time called, who called, date, problem, etc.

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

MICROCOMPUTERS LOG

This series contains log sheets with brand, model, serial number, and amount of memory.

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

MONTHLY LEDGERS

This series contains computer-generated Monthly Ledgers received from Accounting Services.

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

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

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.

NIGHT DEPOSIT FILES

This series contains receipts received from campus offices and

off campus and computer-generated Miscellaneous Daily Deposits.

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

Center, then destroy by landfill.

NON-ACCEPTABLE ITEMS FILES

This series contains photocopies of Non-Acceptable Items sent to

Purchasing.

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

OPERATING BUDGETS FOR THE FISCAL YEARS FILES

This series contains computer-generated Operating Budgets for the

Fiscal Years and worksheets.

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

OUTSTANDING PAYABLES AND RECEIVABLES FILES

This series contains computer-generated Outstanding Payable reports received from Purchasing, computer-generated Outstanding Receivables reports received from Purchasing, Internal Inventory sheets, and computer-generated Accrued and Deferred Revenues reports.

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

PAYROLL VOUCHERS

This series contains computer-generated Payroll Vouchers received from Human Resource Management.

PETTY CASH LEDGER

This series contains a ledger.

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

PROCEDURAL GUIDELINES NOTEBOOK

This series contains procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by

recycling.

PROCEDURES REFERENCE NOTEBOOKS

This series contains off-campus near-print informational material and procedural guidelines received from campus offices.

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

PRODUCE BIDS REPORTS

This series contains computer-generated Produce Bids reports

received from Accounting Services.

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

PROJECT FILES

This series contains off-campus near-print informational material, computer-generated sample printouts, and file notes.

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

PURCHASE ORDER NOTEBOOKS

This series contains off-campus near-print informational material and photocopies of Purchase Orders sent to Purchasing.

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

PURCHASE ORDER NUMBERS REPORTS

This series contains computer-generated Purchase Order Numbers reports.

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

PURCHASE ORDERS

This series contains NCR copies of Purchase Orders sent to

Purchasing.

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

RECAPS

This series contains computer-generated Recaps.

RETENTION: Retain in office until superseded, then destroy by

recycling.

RECEIPT BOOKS

This series contains NCR copies of receipts.

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

Center, then destroy by shredding then landfill.

REFUND SLIPS

This series contains refund slips.

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

Center, then destroy by landfill.

SALES SLIPS

This series contains NCR copies of sales slips sent off campus.

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

Center, then destroy by landfill.

SAMPLE FORMS REFERENCE FILES

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

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

SPECIAL PROJECT COLLECTIONS

This series contains photocopies of Special Project Collections.

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

STANDING AND BLANKET ORDERS

This series contains NCR copies of Standing and Blanket Orders sent to Accounting Services.

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

STUDENTS WITH A CHECK CREDIT RATING OF 3 FILES

This series contains computer-generated reports received from Office of Bursar Operations and Cover Sheets received from Office of Bursar Operations.

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

SUMMARY CASH REPORTS

This series contains computer-generated Summary Cash Reports.

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

SUPERVISOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, policy statements received from Office of the Chancellor, procedural guidelines, employee performance evaluations, Position Descriptions, file lists, photocopies of Monthly Reports received from LSU Union Copy Shop, and student time summaries.

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

SUPERVISOR ADMINISTRATIVE FILES, 1982-1985 (OBSOLETE)

This series contains campus and off-campus correspondence and

computer-generated Telephone Charges received from

Telecommunications.

RETENTION: Destroy by shredding then landfill.

SUPERVISOR PROCEDURAL AND ACCOUNT ADMINISTRATION NOTEBOOKS

This series contains campus correspondence, master forms, campus and off-campus near-print informational material, procedural guidelines generated here and received from campus offices, file notes, computer-generated Chart of Accounts received from Accounting Services, computer-generated Invoices Paid On Line, and equipment lists.

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

Retain in office while active, then destroy by landfill. LSU Union procedural guidelines: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

SUPERVISOR REFERENCE FILES

This series contains campus correspondence, off-campus near-print informational material, file lists, file notes, schedules, and Confirmation Purchase Order log sheets with Purchase Order number, vendor, date, and item purchased.

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.

TIGER EXPRESS FILES

This series contains campus and off-campus correspondence, campus near-print informational material, news clippings, photocopies of Internal Transactions, NCR copies of Requisitions for Quick Copy Service, photocopies of Cashier Cash Reports, photocopies of Account Closure Requests sent to Office of Bursar Operations, photocopies of checks received from Office of Bursar Operations, photocopies of Equipment Returned Forms sent off campus, computer-generated List of Other Fees received from Office of Bursar Operations, computer-generated inventories, computer-generated Recaps, computer-generated Sidepocket Reports, computer-generated Product Movement Reports, photocopies of Journal Vouchers received from Accounting Services, file notes, and NCR copies of receipt books.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Checks and receipt books:

Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

TIGER EXPRESS PATRON CARDS

This series contains Tiger Express Patron Cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

TIMECARDS

This series contains timecards.

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

then landfill.

TRANSMITTALS FILES

This series contains Transmittals received from Office of Bursar

Operations and department returned checks.

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

Center, then destroy by shredding then landfill.

UNITED PARCEL PAYMENT LOG

This series contains log sheets with C.O.D. payments, amount, date, etc.

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

VAULT DEPOSIT LOG

This series contains log sheets with cashier, date, amount, area, adjustments, and comments.

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

VENDING REFUNDS LOG

This series contains log sheet with name, building, amount lost, amount of refund, and item.

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

VENDOR PAYMENT HISTORY

This series contains computer-generated reports received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

landfill.

WAGE PAYROLL TIMECARDS AND BARBER SHOP RECEIPTS

This series contains timecards and receipts.

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

Center, then destroy by shredding then landfill.

WELLS FARGO MANIFEST SHEETS

This series contains NCR copies of Wells Fargo Manifest sheets.

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

WESTERN UNION/MONEY ORDER SLIPS

This series contains Western Union/Money Order slips.

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

Center, then destroy by landfill.

WORD PROCESSING FILES

FOOD SERVICE DEPARTMENT / LSU UNION

ADDING MACHINE TAPES

This series contains adding machine tapes.

RETENTION: Retain 2 years in office₁then 5 years in Records

Center, then destroy by landfill.

ADMINISTRATIVE DATABASES

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains campus correspondence, photocopies of bids, photocopies of Purchase Orders, NCR copies of requisitions, photocopies of Monthly Inventory, file lists, file notes, Sidepocket Weekly Worksheets, computer-generated Food Service Income Statement, carbon copies of Customer Count Reports, computer-generated Daily Deposits, computer-generated Income Sheets, Authorizations for Overtime, and Tiger Lair cash register tapes.

RETENTION: Cash register tapes: 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.

AUTHORIZATION FOR OVERTIME SHEETS

This series contains Authorizations for Overtime.

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

BLUEPRINTS

This series contains blueprints received from off campus.

RETENTION: Retain in office while active, then transfer to

University Archives.

BUILDING HOURS WORKSHEETS

This series contains worksheets.

RETENTION: Retain 1 year in office, then destroy by recycling.

CASHIER REPORTS AND OVER AND SHORT REPORTS

This series contains Cashier Reports and Over and Short Reports.

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

CATERED FUNCTIONS SHEETS

This series contains photocopies of Catered Functions sheets.

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

CATERING BROCHURES

This series contains brochures.

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

Duplicates: Retain in office while active, then destroy by

landfill.

CATERING CALENDARS OF EVENTS

This series contains Catering Calendars of Events.

RETENTION: Retain permanently in office.

CATERING REPORTS

This series contains Catering Reports.

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

CHARTS OF REQUISITIONS

This series contains Charts of Requisitions.

RETENTION: Retain in office until superseded, then destroy by

landfill.

CHEF FILES

This series contains campus correspondence, photocopies of meeting minutes, campus and off-campus near-print informational material, photocopies of requisitions, menus generated here and received from off campus, photocopies of Monthly Inventories, recipes, computer-generated Income Reports, file notes, Master Production Charts, photocopies or original copies of schedules, Weekly Worksheets, file lists, and diagrams.

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

COST AND PROFIT SHEETS

This series contains photocopies of Cost and Profit Sheets.

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

CUSTOMER COUNT REPORTS, 1984-1985 (OBSOLETE)

This series contains Customer Count Reports.

RETENTION: Destroy by recycling.

CUSTOMER FILES

This series contains campus near-print informational material,

Catering Event forms, and bills.

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

Center, then destroy by shredding then landfill.

DAILY TIMESHEETS

This series contains Daily Timesheets.

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.

DAILY WORKSHEETS FILES

This series contains photocopies of Daily Worksheets and adding

machine tapes.

RETENTION: Retain 1 year in office, then destroy by landfill.

ELECTRONIC SPREADSHEETS

EMPLOYEE FILES

This series contains employee performance evaluations, applications received from off campus, and Personnel Envelopes.

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

EQUIPMENT MANUALS

This series contains equipment manuals received from off campus.

RETENTION: Retain in office for life of the equipment, then

destroy by landfill.

FACULTY CLUB MENUS

This series contains Faculty Club menus.

RETENTION: Retain in office while active, then transfer to

University Archives.

FINANCIAL STATEMENTS

This series contains computer-generated Financial Statements

received from Accounting Services.

RETENTION: Retain 2 years in office, then destroy by recycling.

FOOD SERVICE CALENDARS

This series contains calendars.

RETENTION: Retain 1 year in office, then destroy by landfill.

GENERAL FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines, photocopies of contracts, photocopies of Internal Transactions, Position Descriptions generated here and received from off campus, Vending Commission Reports received from off campus, file lists, photocopies of blueprints received from off campus, building specifications received from off campus, computer-generated Profit/Loss Statements, Vendors Monthly Commission Reports received from off campus, and Cashier Daily Log sheets with register readouts and date.

RETENTION: Blueprints and building specifications: Retain permanently in office. 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. All other contents: Retain 3 years in office, then destroy by landfill.

GENERAL FILES, 1965-1969 (OBSOLETE)

This series contains procedural guidelines, carbon copies of Petty Cash Vouchers, file lists, computer-generated financial statements, Overtime Authorizations, applications received from off campus, schedules, and photocopies of Sanitation Reports received from off campus.

RETENTION: Transfer to University Archives.

GROCERY ORDER GUIDES

This series contains computer-generated Grocery Order Guides received from off campus.

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

INCOME REPORTS

This series contains computer-generated Income Reports.

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

INPUT REPORT FORMS

This series contains completed Input Report forms.

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

INVENTORY DETAIL USAGE REPORTS

This series contains computer-generated Inventory Detail Usage

Reports.

RETENTION: Retain 1 year in office, then destroy by landfill.

INVOICE FILES

This series contains photocopies of monthly invoices and adding

machine tapes.

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

Center, then destroy by landfill.

INVOICES

This series contains photocopies of invoices sent to Accounting

Services.

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

Center, then destroy by landfill.

INVOICES

This series contains NCR copies of invoices received from

vendors.

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

Center, then destroy by landfill.

LEAVE SLIPS

This series contains leave slips.

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

LEDGERS

This series contains computer-generated ledgers.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.

MANAGER ADMINISTRATIVE FILES

This series contains all or some of the following: campus and off-campus correspondence, off-campus near-print informational material, procedural guidelines, schedules, menus, file lists, file notes, Student Wage Increase forms, computer-generated Leave Tracking Reports received from Human Resource Management, computer-generated bills received from off campus, computer-generated Inventory Reports, employee timesheets, master forms, receipts, room diagrams, Party Sheets, computer-generated Profit and Loss Statements, and Menus for Upcoming Events.

RETENTION: Near-print informational material: Retain in office while active or until superseded, then destroy by landfill. Leave tracking reports and 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 landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Receipts: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Master forms: Record (master) copy: Retain permanently in office.

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

MANAGER REFERENCE NOTEBOOKS

This series contains computer-generated Profit and Loss sheets

and computer-generated Product Movement Reports.

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

MANUALS

This series contains manuals received from off campus.

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

MENUS

This series contains menus.

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

Duplicates: Retain in office while active, then destroy by

recycling.

MINI-MARKET MANAGER ADMINISTRATIVE FILES

This series contains campus correspondence, off-campus near-print informational material, procedural guidelines, photocopies of Purchase Orders received from Purchasing₁student timesheets sent to Human Resource Management, Daily Worksheets, cash register tapes, NCR copies of Monthly Inventories, file lists, and Vehicle Log sheets with mileage, date, destination, etc.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. 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. Cash register tapes:

Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Inventories: Retain 1 year in office, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by landfill.

MISCELLANEOUS FILES, 1984-1990 (OBSOLETE)

This series contains campus correspondence, campus and off-campus near-print informational material, photocopies of invoices received from Accounting Services, computer-generated Union Income Sheets, Food Production Orders, photocopies of schedules, file notes, Cooking Manual, recipes, menus, and Menu Worksheets.

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

MONTHLY INVENTORY SHEETS

This series contains Monthly Inventory Sheets.

RETENTION: Retain 1 year in office, 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.

NIGHT MANAGER REPORTS FILES

This series contains Night Manager Reports received from Tiger

Lair and receipt tapes.

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

Center, then destroy by landfill.

NON-ACCEPTABLE FOOD ITEMS SHEETS

This series contains Non-Acceptable Food Item sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

ORDER SHEETS

This series contains Order Sheets.

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

PARTY SHEETS

This series contains Party Sheets.

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

PAYROLL TIMESHEETS

This series contains photocopies of Payroll Timesheets.

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 recycling. Duplicates: Retain in office until summarized, then destroy by shredding then recycling.

PAYROLL VOUCHERS

This series contains photocopies of Payroll Vouchers.

PHOTOGRAPH ALBUM

This series contains photographs.

RETENTION: Retain permanently in office.

PLANTATION ROOM MANAGER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines, computer-generated Profit/Loss Statements, schedules, menus, computer-generated lists, file lists, applications received from students, diagrams, photocopies of articles received from campus offices and from off campus, Cashier Reports, and survey forms.

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

PRICE LIST NOTEBOOK

This series contains price lists.

RETENTION: Retain in office until superseded, then destroy by

landfill.

PROCEDURAL GUIDELINES NOTEBOOK

This series contains procedural guidelines.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.

PRODUCT MOVEMENT REPORTS

This series contains computer-generated Product Movement Reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

PROFIT AND LOSS STATEMENTS

This series contains computer-generated Profit and Loss

Statements.

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

READING FILES, 1969-1989 (OBSOLETE)

This series contains campus and off-campus correspondence.

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

RECEIPT BOOK

This series contains receipts.

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

Center, then destroy by landfill.

RECEIPTS FILES

This series contains receipts and adding machine tapes.

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

Center, then destroy by shredding then landfill.

RECEIVING OFFICE FILES

This series contains campus correspondence; off-campus near-print informational material; photocopies of bids; photocopies of invoices; photocopies of Purchase Orders; file notes; file lists; computer-generated Monthly Inventories; Vehicle Log sheets with name, date, destination, etc.; and Order Log sheets with product, amount, date ordered, etc.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Purchase orders and log sheets: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

RECIPES

This series contains recipes.

RETENTION: Retain in office while active, then destroy by

landfill.

REFERENCE FILES

This series contains file lists, schedules, calendars, and Vehicle Log sheets with name, use, etc.

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

REFERENCE NOTEBOOKS

This series contains off-campus near-print informational material, procedural guidelines generated here and received from campus offices, and Safety Manual received from Safety Office.

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

REFERENCE NOTEBOOKS, 1963-1976 (OBSOLETE)

This series contains campus correspondence, off-campus near-print

informational material, procedural guidelines, and recipes.

RETENTION: Procedural guidelines: Retain permanently in office.

All other contents: Destroy by shredding then landfill.

REQUISITIONS

This series contains photocopies of requisitions.

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

REQUISITIONS

This series contains original copies and carbon copies of

requisitions.

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

REQUISITIONS AND GUEST CHECKS

This series contains requisitions and Guest Checks.

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

Center, then destroy by landfill.

REQUISITIONS AND MONTHLY INVENTORY SHEETS

This series contains photocopies of requisitions and Monthly

Inventory Sheets.

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

SCHEDULES

This series contains originals and photocopies of schedules.

RETENTION: Retain in office while active, then destroy by

recycling.

SCRAPBOOKS, 1965-1969 (OBSOLETE)

This series contains scrapbooks.

RETENTION: Transfer to University Archives.

SECRETARY WORKING FILES

This series contains photocopies of campus and off-campus correspondence, master forms, news releases sent off campus and to Student Media, photocopies of Travel Expense Vouchers sent to Human Resource Management, menus, catering schedules, file notes, photocopies of organizational charts, and Long Distance Telephone Log sheets with name, time, person called, etc.

RETENTION: Master forms, news releases, and organizational charts: 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, then destroy by recycling.

STUDENT ASSISTANT CATERING SCHEDULES

This series contains schedules.

RETENTION: Retain in office while active, then destroy by

recycling.

TIGER LAIR FILES

This series contains photocopies of campus correspondence, Position Descriptions, schedules, file notes, file lists, and Sandwich Count Log sheets with type, number sold, etc.

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

TIGER LAIR/CAFETERIA FILES

This series contains campus correspondence, Cashier Reports, Over and Short sheets, Money Log-Out Sheets, and photocopies of class schedules received from students.

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

Retain 3 years in office, then destroy by landfill.

TIMECARDS

This series contains timecards.

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

then landfill.

TIME SCHEDULES

This series contains time schedules.

RETENTION: Retain in office while active, then destroy by

recycling.

UNION CYCLE MENUS

This series contains cycle menus.

RETENTION: Retain permanently in office.

VENDING FILES

This series contains photocopies of campus correspondence; computer-generated Equipment Inventories received from Property Control; campus near-print informational material; newspaper clippings; procedural guidelines; photocopies of contracts sent to Business Affairs; photocopies of Purchase Orders received from off campus; employee performance evaluations; Position Descriptions generated here and received from off campus; Commission Reports received from vendors; file notes; Parking Meter Deposit Reports; computer-generated Profit and Loss Statements; Vehicle Log sheets; photocopies of Vehicle Maintenance Reports sent to Traffic and Safety Office; photocopies of Cashier Deposit sheets; Student Time Log sheets with name, hours worked, etc.; and Vending Machine Complaint Log sheets with problem, location, who called, etc.

RETENTION: Contracts: Record (master) copy: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill. Performance evaluations:

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

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

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

WORD PROCESSING FILES

PROGRAM DEPARTMENT/LSU UNION

ADMINISTRATIVE DATABASES

RETENTION: Delete information in the database when no longer needed.

APPLICATIONS FILES, 1966-1979 (OBSOLETE)

This series contains Position Descriptions generated here and received from off campus, applications received from off campus, photocopies of position upgrades sent off campus, and computer-generated budgets.

RETENTION: Destroy by shredding, then landfill.

ARTIST INDEX FILE

This series contains index cards.

RETENTION: Retain permanently in office.

ARTS AND CRAFTS MANAGER ADMINISTRATIVE FILES

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.

ASSOCIATION OF COLLEGE UNIONS INTERNATIONAL FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, sample Position Descriptions received from off campus, photocopies of articles received from campus offices and off campus, file notes, and photocopies of Code of Ethics.

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 REPORTS

This series contains computer-generated Attendance Reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

CAMPUS CORRESPONDENCE, 1969-1978 (OBSOLETE)

This series contains campus correspondence.

RETENTION: Destroy by shredding, then recycling.

CATALOGS, FLIERS, AND ANNOUNCEMENTS CARDS

This series contains catalogs, fliers, and announcement cards.

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

CHAMBER MUSIC FILES, 1963-1979 (OBSOLETE)

This series contains off-campus correspondence, campus and offcampus near-print informational material, photocopies or original copies of news clippings, photocopies of news releases sent off campus, photocopies of contracts sent off campus, photocopies of invoices, and photocopies of checks received from Office of Bursar Operations.

RETENTION: Transfer to University Archives.

COMMUNICATIONS DIRECTOR ACCOUNTS ADMINISTRATION FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of news releases sent off campus, photocopies of contracts sent to Grants and Contracts, NCR copies of invoices, photocopies of Purchase Orders sent to Purchasing, Job Orders, file notes, wage increases, file lists, and photocopies of financial statements.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Contracts: Record (master) copy: Retain in office 20 years, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Wage increases: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

COMMUNICATIONS DIRECTOR CONTRACTS ADMINISTRATION FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, procedural guidelines generated here and received from campus offices, photocopies of contracts received from off campus, Position Descriptions, staff reports, computer-generated budgets, worksheets, file lists, floor plans, overtime sheets, file notes, photocopies of organizational charts, and Contract Log sheets with date of event, contractor, service, amount, and date sent.

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

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

COMMUNICATIONS DIRECTOR GENERAL ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, campus near-print informational material, procedural guidelines, computer-generated financial statements, photocopies of grant proposals sent off campus, photocopies of grant reports sent off campus, and photocopies of grant applications sent off campus.

RETENTION: Transfer to University Archives.

COMMUNICATIONS DIRECTOR REFERENCE FILES

This series contains off-campus near-print informational material, calendars, budgets, file lists, proposals received from Student Council, and file notes.

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

COMMUNICATIONS REFERENCE NOTEBOOKS

This series contains Job Orders, Purchase Requests, NCR copies of requisitions sent to Graphic Services, press releases, and news clippings received from off campus.

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

CONFERENCE FILES

This series contains correspondence, off-campus near-print

informational material, and file notes.

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

Archives.

COORDINATION ADMINISTRATIVE FILES

This series contains off-campus correspondence, sample forms, photocopies of meeting minutes received from Governing Board, campus and off-campus near-print informational material, news paper clippings, procedural guidelines received from campus offices, photocopies of Travel Expense Vouchers, photocopies of annual reports, file notes, file lists, photocopies of Group Excuses sent to Office of the Vice-Chancellor, and carbon copies of Federal Express receipts received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Receipts: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Annual Reports and Travel Expense Vouchers: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

COORDINATOR ADMINISTRATIVE FILES

This series contains off-campus correspondence, photocopies of meeting minutes received from campus offices, off-campus near-print informational material, photocopies of Travel Expense Vouchers, file notes, photocopies of staff reports, computer-generated financial statements, and confirmations for space in the Union.

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.

COORDINATOR PROCEDURES NOTEBOOKS

This series contains campus correspondence, campus near-print informational material, procedural guidelines generated here and received from campus offices, and training manuals.

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

COORDINATOR REFERENCE FILES

This series contains master forms, campus near-print informational material, photocopies of news releases sent off campus, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, floor plans, budgets, photocopies of staff annual reports, and file notes.

RETENTION: 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.

COORDINATOR REFERENCE FILES

This series contains campus correspondence, procedural guidelines, NCR copies of invoices, file notes, calendars, and file lists.

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

COORDINATOR REFERENCE FILES

This series contains campus correspondence, photocopies of meeting minutes received from campus offices, off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, Position Descriptions, and photocopies of articles received from off campus and campus offices.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Position descriptions:

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

CRAFT CENTER FILES

This series contains campus near-print informational material, photocopies of news clippings, procedural guidelines, computer-generated Budget Proposed Allocations, NCR copies of Internal Transactions, photocopies of invoices, photocopies of Purchase Orders, NCR copies of requisitions, file notes, photocopies of Cashier Cash Reports, computer-generated budgets, and photocopies of Daily Tally Sheets.

RETENTION: Budget records, reports, and tally sheets: Retain 3 years in office, then destroy by landfill. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

CRAFT CLASSES FILES

This series contains photocopies of annual reports, off-campus near-print informational material, news clippings, file notes, and NCR copies of receipt books.

RETENTION: Receipt records: Retain 2 years in office, then 5 and off-campus near-print informational material, photocopies or original copies of news clippings received from off campus or Student Media, and file notes.

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

FILM LOG

This series contains a log with check-in date, send-out date, name of file, and amount of postage.

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

FINANCIAL STATEMENTS

This series contains photocopies of financial statements.

RETENTION: Retain 2 years in office, then destroy by recycling.

FINANCIAL STATEMENTS

This series contains computer-generated Financial Statements.

RETENTION: Retain 2 years in office, then destroy by recycling.

FRAME SHOP FILES

This series contains off-campus near-print informational material, invoices received from off campus, NCR copies of Purchase Orders sent to Purchasing, Frame Order forms, and file lists.

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

GALLERY ACTIVITIES FILES

This series contains campus and off-campus correspondence, campus near-print informational material, NCR copies of Internal Transactions, photocopies of invoices, NCR copies of Purchase Orders, NCR copies of requisitions, photocopies of Travel Expense Vouchers, photocopies of grant proposals sent off campus, file lists, computer-generated vouchers, and file notes.

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

GALLERY EXHIBITS AND ACTIVITIES FILES

This series contains campus near-print informational material, newspaper clippings, NCR copies of Internal Transactions, NCR copies of Purchase Orders sent to Purchasing, file lists, Financial Statement Reports, and agreements.

RETENTION: Agreements: Retain in office 20 years, then destroy by shredding then landfill. Purchasing records and 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.

GRANT PROPOSALS, 1975-1982 (OBSOLETE)

This series contains photocopies of grant proposals sent off

campus.

RETENTION: Destroy by recycling.

HISTORY OF LEISURE CLASSES FILES, 1978-1987 (OBSOLETE)

This series contains campus near-print informational material and staff reports.

RETENTION: Transfer to University Archives.

HOMECOMING QUEEN ELECTION VIDEOS

This series contains videotapes.

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