OFFICE OF GREEK AFFAIRS

ASSOCIATION FILES

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

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

BUDGET FILES

This series contains ledger sheets, NCR copies of Internal

Transactions sent to Accounting Services, file notes, photocopies

of invoices, photocopies of receipts, NCR copies of requisitions

sent to Purchasing, photocopies of Requests for Budget

Adjustments sent to Budget and Planning, and computer-generated

Operating Budgets for Fiscal Years received from Budget and

Planning

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

Center, then destroy by shredding then landfill.

CAMPUS FILES, 1987-1989 (OBSOLETE)

This series contains campus correspondence, campus near-print informational material, and photographs received from campus offices.

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

CAMPUS INFORMATION FILE

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

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

COMMITTEE ADVISOR FILES

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

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

FRATERNITY/SORORITY FILES

This series contains campus and off-campus correspondence, file lists received from campus offices, photocopies of grade reports received from Student Records and Registration, and photocopies of social events request forms received from campus offices.

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

GENERAL FILES

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

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.

PLEDGE MANUALS

This series contains manuals received from campus fraternities.

RETENTION: Retain permanently in office.

READING FILES

This series contains campus and off-campus correspondence.

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

Archives.

SECRETARY WORKING FILES

This series contains campus correspondence, file lists received from fraternities and sororities, and schedules received from campus offices.

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

STAFF PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of completed step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource Management: Position Descriptions, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, Per-2 Personnel Appointments, and Per-3 Personnel Status Changes.

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

STATISTICAL RANKING REPORTS

This series contains Statistical Ranking Reports.

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

STUDENT ASSISTANT PERSONNEL AND PAYROLL FILES

This series contains photocopies of timesheets sent to Payroll, photocopies of payroll vouchers sent to Payroll, 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.

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.