OFFICE OF THE VICE-CHANCELLOR
ACCOUNTING LEDGERS NOTEBOOKS
This series contains monthly ledger sheets received from
Accounting Services.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office until superseded, then destroy by
recycling.
ADMINISTRATIVE REVIEW FILES
This series contains campus correspondence and file notes.
RETENTION: Transfer to University Archives.
ADMINISTRATIVE SECRETARY COMPUTER RESOURCE FILES
This series contains photocopies of computer use guidelines received from campus offices.
RETENTION: Retain in office while active, then destroy by recycling.
ADMINISTRATIVE SECRETARY WORKING FILES
This series contains campus and off-campus correspondence and file lists.
RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill.
Duplicates: Retain in office while active, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.
AFFIRMATIVE ACTION REPORTS
This series contains Affirmative Action Reports received from
Equal Opportunity Programs.
RETENTION: Retain in office until superseded, then destroy by
landfill.
ALPHA STUDENT ROSTERS
This series contains computer-generated Alpha Student Rosters received from Student Records and Registration.
RETENTION: Retain in office until superseded, then destroy by recycling.
ASSISTANT TO VICE-CHANCELLOR ADMINISTRATIVE FILES
This series contains photocopies of campus correspondence, procedural guidelines, Budget Committee reports, file lists, worksheets, file notes, computer-generated Foundation Accounts received from LSU Foundation, and grievances received from departments.
RETENTION: Grievances: Retain in office 10 years after settlement1 then destroy by shredding then landfill. Budget records: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.
ASSISTANT VICE-CHANCELLOR ADMINISTRATIVE FILES, 1960-1970
(OBSOLETE)
This series contains reports received from off campus and
procedural guidelines.
RETENTION: Transfer to University Archives.
ASSISTANT TO VICE-CHANCELLOR CORRESPONDENCE, 1981-1987 (OBSOLETE)
This series contains photocopies of campus and off-campus
correspondence.
RETENTION: Destroy by shredding then landfill.
ASSISTANT TO VICE-CHANCELLOR INFORMATIONAL FILES, 1989-1990 (OBSOLETE)
This series contains photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, news clippings, and photocopies of articles.
RETENTION: Destroy by landfill.
ASSISTANT TO VICE-CHANCELLOR READING FILES
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
ASSISTANT TO VICE-CHANCELLOR REFERENCE NOTEBOOKS
This series contains campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, surveys, file notes, diagrams of residence halls, photocopies of grant proposals, computer-generated Operating Budgets for the Fiscal Years received from Budget and Planning, and computer-generated Copies of Microfiche received from Accounting Services.
RETENTION: Surveys and diagrams: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.
ASSOCIATE VICE-CHANCELLOR ADMINISTRATIVE FILES, 1984-1989
(OBSOLETE)
This series contains campus and off-campus correspondence and
photocopies of policy statements received from Office of the
Chancellor.
RETENTION: Transfer to University Archives.
ASSOCIATE VICE-CHANCELLOR INFORMATIONAL FILES, 1983-1990
(OBSOLETE)
This series contains off-campus correspondence, off-campus near-print informational material, surveys, and questionnaires.
RETENTION: Transfer to University Archives.
ASSOCIATIONS AND ORGANIZATIONS FILES, 1981-1987 (OBSOLETE)
This series contains campus and off-campus correspondence.
RETENTION: Transfer to University Archives.
BLUEPRINTS
This series contains photocopies of blueprints received from
Facility Services.
RETENTION: Retain in office while active, then transfer to
University Archives.
BOARD OF SUPERVISOR FILES
This series contains photocopies of meeting minutes received from
campus offices, policy statements received from Board of
Supervisors, and agendas received from Board of Supervisors.
RETENTION: Retain permanently in office.
HOARD, COMMITTEES, AND COUNCILS FILES
This series contains campus and o~f-campus correspondence, meeting minutes received from campus offices, policy statements received from boards, and procedural guidelines received from boards.
RETENTION: Transfer to University Archives.
BUDGET FILES
This series contains equipment maintenance/repair reports received from Budget and Planning, Requests for Budget Adjustments received from departments, NCR copies of Internal Transactions sent to Accounting Services, NCR copies of invoices sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports received from Purchasing, NCR copies of requisitions sent to Purchasing, and photocopies of Travel Expense Vouchers sent to Travel Office.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.
BUDGET INFORMATION FILES
This series contains campus correspondence and budget reports.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
BUDGET PROPOSALS
This series contains photocopies of Budget Proposals sent to
Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by recycling.
BUDGET WORKSHEETS AND BUDGET REPORTS NOTEBOOKS, 1984-1987
(OBSOLETE)
This series contains worksheets and reports.
RETENTION: Destroy by landfill.
CAMPUS RECYCLING FILE
This series contains campus correspondence and file notes.
RETENTION: Transfer to University Archives.
CAPITAL OUTLAY REQUEST REPORTS
This series contains computer-generated reports received from
Accounting Services.
RETENTION: Retain 3 years in office, then destroy by landfill.
CODE OF STUDENT CONDUCT HEARING AUDIOCASSETTES AND SYNOPSES
This series contains audiocassettes received from Dean of
Students and synopses received from Dean of Students.
RETENTION: Retain in office 10 years after settlement, then
destroy by shredding then landfill.
CURRENT GROUP MEMBER LISTS NOTEBOOK
This series contains Current Group Member lists.
RETENTION: Retain in office until superseded, then destroy by
recycling.
DEAN OF WOMEN, DEAN OF MEN, AND SGA HISTORY FILES
This series contains campus and off-campus correspondence, meeting minutes, news clippings or publication excerpts, policy statements received from campus offices, procedural guidelines received from campus offices, and photographs received from Dean of Students.
RETENTION: Transfer to University Archives.
DEPARTMENTS FINANCIAL NOTEBOOKS
This series contains campus correspondence and computer-generated
Financial Statements.
RETENTION: Retain 5 years in office, then destroy by shredding
then landfill.
DEPARTMENTS OUTSIDE THE DIVISION FILES
This series contains campus correspondence, procedural guidelines received from campus offices, computer-generated Financial Statements, photocopies of surveys received from campus offices, and grievances received from campus offices.
RETENTION: Grievances: Retain in office 10 years after settlement, then destroy by shredding then landfill. All other contents: Retain 5 years in office, then transfer to University Archives.
DIRECTOR AND STAFF LEAVE FILES
This series contains campus correspondence, computer use guidelines received from SNCC or Human Resource Management, and
S.F.7 Leave Records.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
DIRECTOR AND STAFF PERSONNEL FILES
This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of Position Descriptions sent to departments, photocopies of employee withholding tax statements sent to Accounting Services, and the following sent to Human Resource Management: photocopies of performance evaluations, photocopies of Employment Processing forms, photocopies of 1-9 Employee Processing forms, photocopies of letters of reference, photocopies of resumes, NCR copies of LSU-l Personnel Actions, photocopies and original copies of LSU-5 Attendance and Leave Records, NCR copies of Per-l Requests for Permission to Fill a Vacancy, Per-3 Personnel Status Changes,
Per-25 Contracts/Academic Employees, and Per-40 Contracts/Unclassified Employees.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
DIVISIONS FILES
This series contains campus and off-campus correspondence and the following sent to Human Resource Management: photocopies of performance evaluations, photocopies of completed Employment Processing forms, photocopies of 1-9 Employee Processing forms, photocopies of letters of reference, photocopies of resumes, NCR copies of LSU-l Personnel Actions, NCR copies of Per-l Requests for Permissions to Fill a Vacancy, NCR copies of Per-2 Personnel Appointments, NCR copies of Per-3 Personnel Status Changes, NCR copies of Per-25 Contracts/Academic Employees, NCR copies of Per-40 Contracts/Unclassified, and photocopies of Position Descriptions.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
ELECTRONIC SPREADSHEETS
This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintai~ ned only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:
Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.
EQUAL EMPLOYMENT OPPORTUNITY REPORTS
This series contains reports received from Equal Opportunity
Programs.
RETENTION: Retain in office while active, then transfer to
University Archives.
FACULTY CLUB AUDIT FILE
This series contains procedural guidelines and file notes.
RETENTION: Retain in office while active, then transfer to
University Archives.
FRATERNITY/SORORITY FILES
This series contains campus correspondence.
RETENTION: Transfer to University Archives.
GENERAL CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Transfer to University Archives.
GUMBOS
This series contains Gumbos.
RETENTION: Retain permanently in office.
HANDICAPPED BROCHURE MASTER COPY
This series contains a master copy of a brochure.
RETENTION: Transfer to University Archives.
HANDICAPPED QUESTIONNAIRES, 1987 (OBSOLETE)
This series contains questionnaires.
RETENTION: Transfer to University Archives.
HEARING TAPES
This series contains audiocassettes.
RETENTION: Retain in office 10 years after settlement, then
destroy by shredding then landfill.
HOUSING REPORT, 1979 (OBSOLETE)
This series contains a report sent to Office of the Chancellor.
RETENTION: Transfer to University Archives.
INFORMATION FILES
This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor and campus offices, procedural guidelines received from campus offices, and student appeals received from students.
RETENTION: Student appeals: Retain in office 10 years after settlement, then destroy by shredding then landfill.
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.
LSU CATALOGS
This series contains LSU Catalogs.
RETENTION: Retain in office while active, then destroy by
landfill.
LSU HANDBOOKS AND MANUALS
This series contains campus near-print informational material.
RETENTION: Retain in office until superseded, then destroy by
landfill.
MAIL LOG
This series contains a log with date received, sender, subject, etc.
RETENTION: Transfer to University Archives.
MINUTES OF MEETINGS NOTEBOOKS
This series contains photocopies of meeting minutes received from
campus offices.
RETENTION: Transfer to University Archives.
MONTHLY LEDGERS
This series contains 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: Campus near-print informational material: Retain permanently in office. Off-campus near-print informational material: Retain in office while active or until superseded, then destroy by landfill.
NEWSPAPER CLIPPINGS NOTEBOOKS
This series contains news clippings received from off campus and
Student Media.
RETENTION: Retain in office while active, then transfer to
University Archives.
OPERATING BUDGETS FOR FISCAL YEARS
This series contains computer-generated Operating Budgets for
Fiscal Years received from Budget and Planning.
RETENTION: Retain 3 years in office, then destroy by landfill.
ORGANIZATIONAL RELIEF FUND~APPLICATIONS FILES
This series contains campus and off-campus correspondence and
applications for ORF received from student organizations.
RETENTION: Transfer to University Archives.
ORGANIZATIONAL RELIEF FUND FUNDING LOG
This series contains photocopies of campus correspondence, photocopies of monthly ledgers sheets received from Accounting Services, and log sheets with application number, organization, amount requested, amount authorized, approval action, etc.
RETENTION: Transfer to University Archives.
ORGANIZATIONS FILES
This series contains off-campus near-print informational material and file notes.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
ORGANIZATIONS RELIEF FUND ACCOUNTING FILES
This series contains campus correspondence, photocopies of Travel Expense Vouchers sent to Accounting Services, applications, lists received from organizations, and photocopies of checks received from Office of Bursar Operations.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
OUTSIDE AGENCIES DISABILITIES HANDBOOKS
This series contains off-campus near-print informational material.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
PERSONNEL ACTION LOG FILE NOTEBOOKS
This series contains log sheets with division, name, date
received, destination office, and date sent.
RETENTION: Retain 3 years in office, then destroy by recycling.
PERSONNEL CASE FILES
This series contains campus and off-campus correspondence, grievances received from employee, and file notes.
RETENTION: Retain in office 10 years after settlement, then destroy by shredding then landfill.
POLICY STATEMENTS
This series contains policy statements received from Office of the Chancellor.
RETENTION: Retain in office until superseded, then destroy by recycling.
REFERENCE NOTEBOOKS
This series contains task force reports received from campus offices, off-campus near-print informational material, procedural guidelines received from campus offices, Consulting Firm Reports received from off campus, training manuals received from departments, 5-Year Reports received from Leisure Sports, floor plans of residence halls received from Facility Services, self-study reports received from departments and generated here, file lists, Working With Handicapped Students reports, and revised Codes of Student Conduct.
RETENTION: Retain in office while active, then transfer to University Archives.
RELIGIOUS GROUPS FILES, 1981-1987 (OBSOLETE)
This series contains campus and off-campus correspondence.
RETENTION: Transfer to University Archives.
SEARCH COMMITTEE FILES
This series contains campus correspondence, letters of reference received from off campus, resumes received from off campus, and evaluation forms received from campus offices.
RETENTION: Retain 1 year in office, then destroy by shredding then landfill.
SECRETARY II WORKING FILES
This series contains file notes and procedural guidelines received from SNCC and Human Resource Management.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
SECRETARY SELECTED POLICY STATEMENTS NOTEBOOK
This series contains policy statements received from Office of the Chancellor.
RETENTION: Retain in office until superseded, then destroy by recycling.
STUDENT ASSISTANT BUDGET FILES
This series contains daily and biweekly student timesheets sent to Accounting Services.
RETENTION: Record (master) copy: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Duplicates: Retain in office until summarized, then destroy by shredding then landfill.
STUDENT ASSISTANT GUIDEBOOK
This series contains student guidelines.
RETENTION: Retain in office while active, then transfer to
University Archives.
STUDENT ASSISTANT PERSONNEL FILES
This series contains campus and off-campus correspondence and photocopies or original copies of the following sent to Student Aid and Scholarships: withholding tax forms, Employment Processing forms, 1-9 Employee Processing Forms, letters of reference, resumes, and Position Descriptions.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
STUDENT ORGANIZATIONS FILES
This series contains campus correspondence, meeting minutes received from Dean of Students, and policy statements received from Dean of Students.
RETENTION: Transfer to University Archives.
STUDENT SERVICES DEPARTMENTAL FILES
This series contains annual reports received from departments, campus and off-campus correspondence, and meeting minutes received from departments.
RETENTION: Transfer to University Archives.
STUDENT SERVICES OFFICE COMMITTEE ON STUDENT CONDUCT FILES
This series contains campus correspondence, meeting minutes received from Dean of Students, and procedural guidelines received from Dean of Students.
RETENTION: Transfer to University Archives.
UNION OPERATING STATEMENTS
This series contains Union Operating Statements received from LSU
Union.
RETENTION: Retain 2 years in office, then destroy by recycling.
UNITED WAY FILES, 1978-1987 (OBSOLETE)
This series contains correspondence and computer-generated
University Personnel lists received from SNCC.
RETENTION: Destroy by landfill.
UNIVERSITY FINANCIAL INFORMATION NOTEBOOKS
This series contains off-campus correspondence, computer-generated Financial Statements received from Business Office, and computer-generated Enrollment Summaries received from Budget and Planning.
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
UNIVERSITY FINANCIAL STATEMENTS
This series contains computer-generated University Financial
Statements received from Accounting Services.
RETENTION: Retain 2 years in office, then destroy by recycling.
UNIVERSITY PUBLICITY FILES
This series contains campus near-print informational material.
RETENTION: Retain permanently in office.
VICE-CHANCELLOR ADMINISTRATIVE FILES, 1985-1986 (OBSOLETE)
This series contains campus correspondence, campus near-print informational material, procedural guidelines generated here and received from campus offices, budget reports, file notes, and file lists.
RETENTION: Transfer to University Archives.
VICE-CHANCELLOR ADMINISTRATIVE NOTES
This series contains file notes.
RETENTION: Retain in office while active, then transfer to
University Archives.
VICE-CHANCELLOR CALENDARS
This series contains calendars.
RETENTION: Transfer to University Archives.
VICE-CHANCELLOR OF ADMINISTRATIVE SERVICES STUDENT SERVICES FILES, 1960-1985 (OBSOLETE)
This series contains reports received from campus offices, campus and off-campus correspondence, meeting minutes received from campus offices, news clippings, policy statements, and procedural guidelines.
RETENTION: Transfer to University Archives.
VICE-CHANCELLOR READING FILES
This series contains campus and off-campus correspondence.
RETENTION: Transfer to University Archives.
VICE-CHANCELLOR READINGS VOLUMES, 1985-1988 (OBSOLETE)
This series contains campus and off-campus correspondence.
RETENTION: 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.