5

OFFICE OF RESIDENTIAL LIFE

ACADIAN HALL FILES

This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, news clippings, procedural guidelines, photocopies of employee performance evaluations, file notes, photocopies of History of Acadian Hall received from student, pictures, work schedules, file lists, surveys, Key Log sheets, and Check Out Log sheets noting name, date, item borrowed, time returned.

RETENTION: News clippings, History of Acadian, and pictures: Retain permanently in office. All other contents: Retain in office while active, then destroy by shredding then recycling.

ACADIAN HALL REFERENCE NOTEBOOKS

This series contains Room Inventories, Maintenance Log sheets, Air Conditioning and Heating Log sheets, computer-generated rosters, staff handbook, Strength Reports, Daily Log sheets, and Guest Registration sheets.

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

ACCOUNTANT REFERENCE FILES

This series contains photocopies of campus correspondence, campus near-print informational material, procedural guidelines received from campus offices and generated here, computer-generated Daily Deposit Log sheets, file lists, residence hall diagrams, and file notes.

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

ACCOUNTANT WORKING FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of check requests sent to Office of Bursar Operations, worksheets, photocopies of Stop Payments sent to Accounting Services, and file notes.

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

ACCOUNTING FILES

This series contains NCR copies of Purchase Orders sent to Purchasing, Receiving Reports sent to Purchasing, Requisitions sent to Purchasing, monthly ledger sheets received from Accounting Services, and photocopies or NCR copies of the following sent to Accounting Services: Travel Expense Vouchers, invoices, and Internal Transactions.

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

ACCOUNTING LEDGERS

This series contains monthly ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

ACCOUNTING SUPERVISOR REFERENCE NOTEBOOKS

This series contains procedural guidelines; Expenditures Log sheets noting invoices paid, Purchase Order number, and date; and Concessionaires Log sheets noting amount, date, check number, and vendor.

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

ACCOUNTING SUPERVISOR WORKING FILES

This series contains NCR copies of purchase Orders sent to Purchasing, NCR copies of requisitions sent to Purchasing, receipts, and NCR copies 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.

ACCOUNTS PAYABLE REPORTS

This series contains computer-generated Accounts Payable reports received from Accounting Services.

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

ACCOUNTS RECEIVABLE REPORTS

This series contains computer-generated Accounts Receivable reports received from Office of Bursar Operations.

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

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records that are 1) authorized for destruction in the LSU Retention and Disposal Schedule and 2) maintained in organized files.

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

AIR CONDITIONING LOG

This series contains log sheets noting date, room, and action.

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

ALPHA ROSTERS

This series contains computer-generated Alpha Rosters.

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

ANNIE BOYD HALL GENERAL FILES

This series contains campus correspondence, off-campus near-print informational material, procedural guidelines, NCR copies of fax sheets, and NCR copies of Failed to Claim reports.

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

ANNUAL AND SICK LEAVE RECAPS

This series contains computer-generated Annual and Sick Leave Recaps received from Human Resource Management.

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

APARTMENT FILES

This series contains inventory forms, clearance forms, NCR copies of deposit refund slips, NCR copies of work orders, and Incident Reports.

RETENTION: Deposit refund slip: 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.

APARTMENTS CUSTODIAL SUPERVISOR FILES

This series contains photocopies of campus correspondence, photocopies of meeting minutes received from Staff Senate, campus and off-campus near-print informational material, news clippings, procedural guidelines, photocopies of contracts sent to Purchasing, photocopies of Internal Transactions sent to Purchasing, photocopies of receiving reports received from Purchasing, photocopies of Purchase Orders sent to Purchasing, Position Descriptions, timesheets sent to Payroll, file notes, photocopies of Injury Reports, photocopies of police reports received from LSU Campus Police, inventory lists, file lists, carbon copies of budgets, NCR copies of repair orders received from off campus, receipts received from off campus, Material Safety Data Sheets received from off campus, photocopies of Appliance Inventories, NCR copies and photocopies of Repair and Damage Reports, leave balances, and the following log sheets:

Discarded Equipment Log noting apartment, serial number, LSU number, and date discarded; and Attendance Log noting name, date, and hours.

RETENTION: Purchasing records, logs, reports, and budgets:

Retain 3 years in office, then destroy by landfill. Position descriptions: Retain 2 years in office, then destroy by landfill. Inventories: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

APPLIANCE REPAIR LOG

This series contains log sheets noting time, date, apartment

number, and problem.

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

APPLICATIONS

This series contains applications received from off campus.

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

then landfill.

APPOINTMENT BOOKS, 1977-1989 (OBSOLETE)

This series contains appointment books.

RETENTION: Destroy by landfill.

AREA COORDINATOR FOR APARTMENTS ADMINISTRATIVE FILES

This series contains photocopies of monthly reports, campus and off-campus correspondence, off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, photocopies of contracts, leave slips, class schedules, file notes, applications received from off campus, and photocopies of police reports received from LSU Campus Police and off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Police reports: Record (master) copy: Retain in office 10 years after settlement, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by shredding then recycling. Other 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.

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of annual reports received from campus offices, campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, policy statements received from Office of the Chancellor, procedural guidelines, photocopies of performance evaluations, photocopies of letters of reference sent off campus, file lists, photocopies of damage reports, Damage Assessments, Social Registration forms, photocopies of Fire Alarm Reports, and file notes.

RETENTION: Fire alarm reports: Retain 6 years in office, then destroy by recycling. Correspondence including letters of reference: Retain 5 years in office, then destroy by shredding then landfill. Damage reports and assessments: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT DIRECTOR FACILITY AND DISCIPLINE FILES

This series contains NCR copies of Work Requests sent to Facility Services, photocopies of discipline reports, file notes, file lists, and photocopies of damage reports.

RETENTION: File notes and file lists: Retain in office while active, then destroy by recycling. All other contents: Retain 3 years in office, then destroy by landfill.

ASSISTANT DIRECTOR REFERENCE NOTEBOOKS

This series contains policy statements received from Office of the Chancellor, staff handbook, Residence Assistant Training Manual, and Damage Report Log sheets noting damage, date, cost, where occurred.

RETENTION: Log sheets: Retain 3 years in office, then destroy by recycling. Staff handbook and Residence Assistant Training

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

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

ASSOCIATE DIRECTOR FOR FACILITIES MAINTENANCE ADMINISTRATIVE FILES

This series contains campus correspondence, procedural guidelines, contracts, file lists, file notes, calendars, insufficient funds checks, and speeches.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Contracts: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. 1SF checks: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

ASSOCIATE DIRECTOR FOR FACILITIES MAINTENANCE INFORMATIONAL FILES

This series contains floor plans, computer-generated budgets received from Budget and Planning, file notes, and revised forms.

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

ASSOCIATE DIRECTOR FOR FINANCE AUTOMATED SYSTEMS ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, master forms, photocopies of meeting minutes received from campus offices, campus and off-campus near-print informational material, procedural guidelines received from campus offices, photocopies of bids sent to director, photocopies of Requests for Budget Adjustments sent to Budget and Planning, NCR copies of Purchase Orders sent to Purchasing, photocopies of letters of reference sent off campus, Position Descriptions, file lists, computer-generated Accounts Receivable Write-Offs received from Accounting Services, Financial Appeals received from campus offices, building statistics lists, file notes, calendars, Tally Sheets, computer-generated Access Codes received from SNCC, computer-generated grade studies, organizational charts, computer-generated rate scales, photocopies of staff rosters, and photocopies of surveys received from off campus.

RETENTION: Correspondence including letters of reference:

Retain 5 years in office, then destroy by shredding then landfill. Position descriptions, budget and purchasing records, computer-generated reports, and tally sheets: Retain 3 years in office, then destroy by landfill. Organizational charts and surveys: Retain permanently in office. All other contents:

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

ASSOCIATE DIRECTOR FOR FINANCE AUTOMATED SYSTEMS GENERAL FILES

This series contains campus correspondence, 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.

ASSOCIATE DIRECTOR FOR FINANCE AUTOMATED SYSTEMS REFERENCE NOTEBOOKS

This series contains off-campus near-print informational material, procedural guidelines received from campus offices, photocopies of Service Requests sent to Administrative Information Services, computer-generated telephone numbers list, computer-generated space inventory, instruction manuals received from SNCC, and code book received from Student Records and Registration.

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

ASSOCIATE DIRECTOR FOR OPERATIONAL MANAGEMENT AND CONFERENCE SERVICES ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, policy statements received from Office of the Chancellor, procedural guidelines, schedules, file lists, Safety Manual received from Safety Office, and fire evacuation floor plans.

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 recycling.

ASSOCIATE DIRECTOR FOR OPERATIONAL MANAGEMENT AND CONFERENCE SERVICES INFORMATIONAL FILES

This series contains campus and off-campus near-print informational material, photocopies of meeting minutes received from campus offices, news clippings, procedural guidelines, photocopies of Position Descriptions received from off campus, file notes, organizational charts, file lists, schedules, presentation typescripts received from off campus, and surveys.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Organizational charts and surveys: 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.

ASSOCIATE DIRECTOR FOR OPERATIONAL MANAGEMENT AND CONFERENCE SERVICES REFERENCE NOTEBOOKS

This series contains bi-annual reports sent to Office of the Chancellor, campus and off-campus near-print informational material, a Safety Manual received from Safety Office, a training manual, Affirmative Action Plan received from Equal Employment Office, Reveille Centennial received from Student Media, Counselor's Guide, Self-Study Report, and organizational charts.

RETENTION: Bi-annual reports: Record (master) copy: Retain permanently in office. Duplicates: Retain 3 years in office, then destroy by landfill. Service requests: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSOCIATE DIRECTOR SPREADSHEETS FILES

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

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

ATTENDANCE LOG

This series contains Attendance Log sheets noting name, date, and

hours worked.

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

ATTENDANCE REPORTS

This series contains Attendance Reports.

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

BLAKE HALL REFERENCE NOTEBOOKS

This series contains policy statements received from Office of the Chancellor, NCR copies of Work Repairs, staff handbook, photocopies of floor plans, and Vandalism Log sheets noting date, damage, who was charged, and amount.

RETENTION: Work 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.

BLUEPRINTS AND BUILDING SPECIFICATIONS

This series contains blueprints and building specifications

received from off campus.

RETENTION: Retain in office while active, then transfer to

University Archives.

BUDGET AND PERSONNEL ADMINISTRATION FILES

This series contains computer-generated Budget Proposed Allocations/A,B,&C received from Budget and Planning, NCR copies of Per-l Requests for Permission to Fill a Vacancy received from Personnel, photocopies of Accident Reports sent to Human Resource Management, applications received from off campus, photocopies of advertisements sent off campus, organizational charts, and pay scales received from off campus.

RETENTION: Organizational charts: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. Accident reports: Record (master) copy: Retain in office 30 years after settlement, then destroy by shredding then landfill. Duplicates: Retain in office until summarized, then destroy by shredding then landfill. Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Budgets: Retain 3 years in office, then destroy by landfill. Applications: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

BUDGET DRAFTS

This series contains computer-generated drafts of budgets.

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

BUILDING SERVICE SUPERVISOR GENERAL FILES, 1979-1990 (OBSOLETE)

This series contains photocopies of Internal Transactions received from Accounting Services, photocopies of applications received from off campus, Agency Employee Questionnaires, leave balances, carbon copies of Step Increases received from off campus, and NCR copies of Work Requests.

RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Invoices: Retain 2 years in office, then 5 years in records Center, then destroy by recycling. Applications: Retain 1 year in office, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by landfill.

CABLE TELEVISION ACCOUNTS RECEIVABLE FILES

This series contains computer-generated Accounts Receivable

reports sent to Office of Bursar Operations and NCR copies of

Transmittals sent to Office of Bursar Operations.

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

Center, then destroy by landfill.

CABLE TELEVISION ADMINISTRATION FILES

This series contains campus correspondence, contracts, Summary Reports, NCR copies of Transmittals sent to Office of Bursar Operations, file lists, and Key Log sheets with student signature when signed in, student signature when signed out, and date.

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

CABLE TELEVISION ASSESSMENT FILES

This series contains damage reports and computer-generated

Assessments.

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

CABLE TELEVISION EXPANSION FILES

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

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

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

CAMPUS REFERENCE FILES

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

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.

CASH RECEIPTS JOURNAL

This series contains NCR copies of cash receipts.

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

Center, then destroy by landfill.

CLERK EQUIPMENT INFORMATIONAL NOTEBOOKS

This series contains computer-generated Equipment Inventory received from Property Control and off-campus near-print informational material.

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

CLERK REFERENCE FILES

This series contains all or some of the following: campus near-print informational material, file lists, file notes, photocopies of campus correspondence, and photocopies of floor plans.

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

CLERK REFERENCE NOTEBOOKS

This series contains off-campus near-print informational material, staff handbook, computer-generated Room Inventory, and computer-generated Students Who Got Certificates reports.

RETENTION: 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.

CODED KEY CARD FILE

This series contains coded key cards.

RETENTION: Retain in office while active, then destroy by

landfill.

CODED KEY LOCK CHANGE LOG

This series contains log sheets noting date, old key number, new key number, etc.

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

COLLEGE HOUSING LOAN PROGRAM FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, and photocopies of applications sent off campus.

RETENTION: Retain in office 5 years after termination of contract, then destroy by shredding then landfill.

COMBINATION LOCK CHANGE CARD FILE

This series contains Combination Lock Change cards.

RETENTION: Retain in office while active, then destroy by

landfill.

CONFERENCE HOUSING CORRESPONDENCE FILES

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

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

CONFERENCE HOUSING SCHEDULING FILES

This series contains correspondence, master forms generated here and received from off campus, NCR copies of Purchase Orders received from off campus, schedules, Short Term Housing Requests, rates charts, and file lists.

RETENTION: Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office until superseded, then destroy by landfill. All other contents:

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

COORDINATOR ADMINISTRATIVE FILES

This series contains all or some of the following: campus correspondence, computer-generated Equipment Inventory received from Property Control, meeting minutes received from campus offices, off-campus near-print informational material, procedural guidelines, photocopies of invoices, employee performance evaluations, computer-generated budgets, photocopies of Incident Reports received from residence halls, Social Registration forms received from residence halls, House Council reports received from residence halls, photocopies of police reports received from LSU Campus Police, Weekly Reports received from residence halls, file notes, Fire Alarm Checks received from off campus, Judicial Board Assignments, Loud Music Contracts, photocopies of theft reports received from LSU Campus Police, photocopies of articles, Daily Reports received from residence halls, and Night Hostess Reports.

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. Police reports:

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

Retain in office while active, then destroy by recycling.

Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Contracts: Retain in office 6 years after termination of contract then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

COORDINATOR RESOURCE FILES

This series contains all or some of the following: campus near-print informational material, file notes, computer-generated rosters, surveys, and photocopies of articles.

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

CORRESPONDENCE ACTIVITY REPORTS

This series contains computer-generated Correspondence Activity Reports.

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

CORRESPONDENCE FILES, 1962-1978 (OBSOLETE)

This series contains campus and off-campus correspondence and

campus and off-campus near-print informational material.

RETENTION: Transfer to University Archives.

CURRENT HALL DAMAGES REPORTS NOTEBOOK

This series contains Current Hall Damages Reports received from residence halls.

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

CUSTODIAL MANAGER ADMINISTRATIVE FILES

This series contains photocopies of annual reports, campus and off-campus near-print informational material, Position Descriptions generated here and received from off campus, photocopies of timesheets sent to Payroll, timecards, file lists, photocopies of budgets, computer-generated rosters, Attendance Reports, file notes, and Facility Services Procedures Notebook received from Facility Services.

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

Duplicates: Retain in office until summarized, then destroy by shredding then recycling. Position descriptions: Retain 2 years in office, then destroy by landfill. Timecards: Retain 7 years in office, then destroy by shredding then landfill. Budgets and attendance 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.

CUSTODIAL STAFF INFORMATION FILES

This series contains photocopies of campus correspondence, procedural guidelines, file notes, file lists, and computer-generated Leave Reports received from Human Resource Management.

RETENTION: Leave Tracking Reports: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by shredding and recycling.

CUSTODIAL SUPERVISOR ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence and

Daily Absentee reports.

RETENTION: Retain in office while active, then destroy by

recycling.

DAILY DEPOSITS

This series contains computer-generated Daily Deposits.

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

DAILY INCIDENT LOG

This series contains log sheets noting date, time, person, incident, amount in change box, and action.

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

DAILY SUPPLY LOG

This series contains log sheets noting worker, date, and supplies

needed.

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

DAILY TIMESHEETS AND PAYROLL SHEETS

This series contains Daily Timesheets and photocopies of Payroll Sheets sent to Payroll.

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.

DAMAGE CHARGES LOG

This series contains log sheets noting student name, fees, date, etc.

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

DATA CARD FILE

This series contains Data Cards.

RETENTION: Retain in office while active, then destroy by

landfill.

DATA CARDS AND NOISE CONTRACTS FILES

This series contains Data Cards and Noise Contracts.

RETENTION: Retain in office while active, then destroy by

landfill.

DAYTIMERS

This series contains calendars.

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

DEPOSIT AND PAYMENT REPORTS

This series contains computer-generated Deposit and Payment

Reports.

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

DEPOSIT REFUNDS

This series contains NCR copies of deposit refunds.

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

Center, then destroy by shredding then landfill.

DESKBOOKS

This series contains deskbooks.

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

DIRECTOR ADMINISTRATIVE FILES

This series contains campus correspondence, master forms, photocopies of Internal Transactions sent to Accounting Services, statistical reports, and computer-generated Enrollment Summaries received from Budget and Planning.

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 CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

DISCIPLINARY CARD FILE

This series contains disciplinary cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

DISCIPLINARY FILES

This series contains NCR copies of receipts, NCR copies of Complaint Forms received from residence halls, and Student Fine Log Sheets with name, Social Security number, amount, date paid, and date deposited.

RETENTION: Receipt book: 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.

DISCIPLINE AND MERIT FILES

This series contains campus correspondence and reprimands.

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

DORM CHECKBOOKS (OBSOLETE)

This series contains residence hall checkbooks.

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

Center, then destroy by shredding then landfill.

EAST LAVILLE, MILLER, AND MCVOY HALLS FILES

This series contains meeting minutes, NCR copies of Daily

Reports, NCR copies of Night Hostess Reports, NCR copies of

Incident Reports, completed Social Registration forms, Strength

Reports, Guest Sign-In forms, Clearance Slips, and NCR copies of

Repair and Damages forms.

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

then landfill.

EAST LAVILLE, WEST LAVILLE, ANNIE BOYD, NORTH GRAHAM, ACADIAN, BLAKE, MILLER, AND KIRBY SMITH HALLS CUSTODIAL SUPERVISOR FILES

This series contains Daily Timesheets, leave slips, NCR copies of Report Form for Repairs and Damages, Overtime sheets, Storage Forms, photocopies of payroll sheets sent to Payroll, file notes, photocopies of accident reports, Schedules for Cleaning Rooms, and the following log sheets: Work Log noting date, employees, type of leave taken, hours worked; Damage Log noting date, repair needed, building, etc.; and Supplies Given Out Per Month Log noting person, supplies given, and amount.

RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, reports, photocopies of LSU Directory Verification sheets received from Public Relations, Linen reports, and file lists.

RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Reports: Retain 3 years in office, then destroy by landfill. All other contents:

Retain in office while active, then destroy by recycling.

HERGET HALL REFERENCE NOTEBOOKS

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

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

HISTORY FILES, 1939-1970 (OBSOLETE)

This series contains campus correspondence, campus near-print informational material, news clippings, photocopies of articles, and floor plans.

RETENTION: Transfer to University Archives.

HOUSE COUNCIL FILES

This series contains campus correspondence, master forms, meeting

minutes, and file notes.

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

Archives.

HOUSE COUNCIL LEDGERS, 1975-1985 (OBSOLETE)

This series contains ledgers.

RETENTION: Destroy by landfill.

HOUSE COUNCIL MINUTES

This series contains House Council meeting minutes.

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

Archives.

HOUSING APPLICATIONS

This series contains housing applications.

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

INJURY REPORTS

This series contains photocopies of injury reports sent to Human Resource Management.

RETENTION: 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.

KEY CHARGE LOG

This series contains key log sheets noting name, date received, and amount charged.

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

KEY CHECKOUT FORMS

This series contains Key Checkout forms.

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

KEY REQUESTS

This series contains key requests generated here and photocopies

of key requests sent to Facility Services.

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

KEY TRANSMITTALS AND KEY JOURNALS

This series contains photocopies of transmittals sent to Office of Bursar Operaitons and Key Journals with the following: date, amount, name, residence hall, room, and paid by cash or check.

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

KEYS ISSUED LOG

This series contains key log sheets with date, name, position, residence hall, room, and number of keys issued.

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

KIRBY SMITH HALL FILES

This series contains NCR copies of Daily Reports, NCR copies of Incident Reports, photocopies of Social Registrations forms, photocopies of Strength Reports, NCR copies of Guest Sign-In forms, photocopies of Clearance Slips, NCR copies of Repair and Damages forms, and photocopies of Infractions Reports.

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

LABELS REPORTS

This series contains computer-generated Labels Reports.

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

LABORER FOREMAN FILES

This series contains Daily Timesheets, leave slips, NCR copies of Report Form for Repairs and Damages, photocopies of payroll sheets sent to Payroll, file lists, photocopies of accident reports, and file notes.

Retain in office while active, then destroy by recycling.

LEAVE SLIPS

This series contains leave slips received from employees.

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.

LISTING OF FEES

This series contains computer-generated Listings of Fees received

GENERAL OFFICE FILES

This series contains campus and off-campus correspondence, campus near-print informational material, policy statements received from Office of the Chancellor, applications received from of f campus, and file lists.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Applications: Retain 1 year in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

GRADE REPORTS

This series contains computer-generated Grade Reports received from Student Records and Registration.

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

GRAHAM HALL REFERENCE NOTEBOOKS

This series contains Maintenance Log sheets, Male Guest

Registration sheets, Equipment Checkout sheets, and Daily Log

sheets.

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

GUMBOS

This series contains Gumbos.

RETENTION: Retain permanently in office.

HANDBOOKS

This series contains Student and Staff Handbooks.

RETENTION: Retain in office until superseded, then destroy by

landfill.

HATCHER HALL CUSTODIAL SUPERVISOR FILES

This series contains photocopies of Internal Transactions sent to Office of Bursar Operations, NCR copies of Employee Warning Records, photocopies of campus correspondence, NCR copies of repair forms, file lists, and Supply Log sheets with item, number, employee, and date issued.

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

HEAD RESIDENT ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence, campus near-print informational material, Position Descriptions, schedules, file notes, and applications received from students.

RETENTION: Position description: Retain 2 years in office, then destroy by recycling. Applications: Retain 1 year in office, then destroy by shredding then landfill. All other contents:

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

HERGET HALL AND MCVOY HALL CUSTODIAL SUPERVISOR FILES

This series contains Daily Timesheets, leave slips, NCR copies of

Report Form for Repairs and Damages, photocopies of payroll

sheets sent to Payroll, file notes, photocopies of accident

EVANGELINE HALL CUSTODIAL SUPERVISOR FILES

This series contains photocopies of Internal Transactions sent to Accounting Services, NCR copies of requisitions sent to Purchasing, Housekeeping Evaluation Forms, budgets, leave balances, employee work schedules, file lists, leave applications, and file notes.

RETENTION: Leave records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Purchasing records, budgets, and evaluation forms: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

FACILITY SERVICES TIMESHEETS

This series contains photocopies of Facility Services Timesheets sent to Facility Services.

FIRE ESCAPE ROUTES DIAGRAMS

This series contains diagrams of fire escape routes.

RETENTION: Retain in office until superseded, then destroy by

recycling.

FORMS CARD FILE

This series contains forms cards.

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

FRESHMAN ADVISOR FILES, 1962-1986 (OBSOLETE)

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

RETENTION: Retain permanently in office.

GENERAL CAMPUS CORRESPONDENCE FILES, 1973-1981 (OBSOLETE)

This series contains campus correspondence, off-campus near-print informational material, and photocopies of Accident Reports.

RETENTION: 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 recycling. 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.

GENERAL INFORMATIONAL FILES

This series contains campus near-print informational material, statistical reports, and Summer Occupancy letters.

RETENTION: Summer occupancy letters: Retain 5 years in office, then destroy by shredding then landfill. Statistical 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. then destroy by shredding then landfill. Log sheets reports and, storage forms: Retain 3 years in office, then destroy by landfill. Accident reports: Record (master) copy: Retain in office 30 years after settlement, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

EMPLOYEE FILES

This series contains campus correspondence, Personnel Information Sheets, and doctor excuses.

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

ENGINEER WORKING FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, news clippings, procedural guidelines, file lists, file notes, and NCR copies of Work Requests sent to Facility Services.

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

EQUIPMENT GENERAL FILES

This series contains computer-generated monthly ledger sheets received from Purchasing, photocopies of vehicle registration received from off campus, photocopies of insurance policies received from off campus, and Vehicle Log sheets with charges, name, and date.

RETENTION: Monthly ledger sheets: Record (master) copy: Retain permanently in office. Duplicates: Retain in office until superseded, then destroy by recycling. Log sheets: Retain 3 years in office, then destroy by recycling. Vehicle registration: Retain in office until superseded, then destroy by recycling. Vehicle insurance: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by shredding then landfill.

EQUIPMENT INVENTORY

This series contains computer-generated Equipment Inventory

received from Property Control.

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

EQUIPMENT PURCHASING FILES

This series contains photocopies of Purchase Orders received from

Purchasing, photocopies of Receiving Reports sent to Purchasing,

NCR copies of requisitions sent to Purchasing, file lists, and

computer-generated invoices received from Accounting Services.

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

Center, then destroy by landfill. from Office of Bursar Operations.

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

LOUISIANA RESIDENTS LIST

This series contains a computer-generated list of Louisiana

Residents received from SNCC.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

LSU CABLE SERVICE REPORTS

This series contains NCR copies of LSU Cable Service Reports.

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

LSU CATALOGS

This series contains LSU General Catalogs.

RETENTION: Retain in office while active, then destroy by

landfill.

MAILBOX COMBINATION CARDS

This series contains mailbox combination cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

MAILING LISTS

This series contains computer-generated Mailing Lists received from Accounting Services.

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

MAINTENANCE AND OPERATION FILES

This series contains campus and off-campus correspondence, photocopies of invoices received from off campus and Facility Services, photocopies of Purchase Orders received from Purchasing, NCR copies of requisitions sent to Purchasing, photocopies of insurance forms sent to Human Resource Management, NCR copies of repair orders sent off campus, file notes, notices received from residence halls, on-call lists received from Facility Services, file lists, photocopies of Specifications for Reupholstering Furniture sent to Purchasing, and photocopies of General Specifications sent to Purchasing.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by recycling. Purchase orders, requisitions, and repair orders: Retain 3 years in office, then destroy by landfill. Insurance forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by shredding then landfill. Specifications: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

MAINTENANCE CARD FILE, 1975-1978 (OBSOLETE)

This series contains maintenance cards.

RETENTION: Destroy by landfill.

MAINTENANCE LOG

This series contains log sheets noting date, room, and repair

needed.

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

MAINTENANCE WORK ORDERS

This series contains NCR copies of Maintenance Work Orders.

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

MASTER FORM HARD COPIES

This series contains hard copies of master forms maintained on computer.

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

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

MASTER FORM LETTERS

This series contains master copies of form letters.

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

Duplicates: Retain in office while active, then destroy by

recycling.

MASTER FORMS

This series contains master forms.

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

Duplicates: Retain in office while active, then destroy by

landfill.

MISCELLANEOUS FILES

This series contains campus near-print informational material, file notes, Contract Renewal sheets, fee bill lists, Spray-Day forms, and Apartment Subletting forms.

RETENTION: Apartment Subletting forms and contract renewal sheets: Retain in office 6 years after termination of contract then destroy by shredding then recycling. Spray-Day 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.

MONTHLY REPORTS OF DEPOSITS

This series contains computer-generated Monthly Reports of

Deposits.

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

MOVING CARD FILE

This series contains moving cards.

RETENTION: Retain 3 years 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 REPORTS AND WEEKLY REPORTS

This series contains Night Reports and Weekly Reports.

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

NON-LSU COLLEGE CATALOGS

This series contains catalogs received from off campus.

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

NORTH GRAHAM HALL FILES

This series contains NCR copies of Daily Reports, NCR copies of Incident Reports, photocopies of Social Registration forms, Strength Reports, Guest Sign-In forms, Clearance Slips, NCR copies of Repair and Damages forms, and Contracts for Air Conditioning in North Graham.

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

OFFICE AND DESK ASSISTANT DAILY LOG

This series contains log sheets noting date, time, incident, and

action taken.

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

OFFICE PURCHASING FILES

This series contains photocopies of Purchase Orders received from

Purchasing and NCR copies of requisitions sent to Purchasing.

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

OFFICE USED FORMS FILES

This series contains photocopies of campus correspondence, photocopies of meeting minutes, campus near-print informational material, Daily Reports received from residence halls, photocopies of accident reports, photocopies of theft reports, Residential Housing Weekly Reports, and NCR copies of Work Requests sent to Facility Services.

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

OPERATING BUDGETS FOR THE FISCAL YEAR

This series contains computer-generated Operating Budgets for the

Fiscal Year received from Budget and Planning.

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

OVERNIGHT GUEST REGISTRATION CARD FILE

This series contains Overnight Guest Registration Cards.

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

then landfill.

PAYROLL CHECK DISTRIBUTION REPORTS NOTEBOOK

This series contains computer-generated Payroll Check

Distribution Reports received from Accounting Services.

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

then recycling.

PAYROLL CHECK DISTRIBUTION LISTS AND MAILING LISTS

This series contains computer-generated Payroll Check Distribution lists and computer-generated Mailing Lists received from Human Resource Management.

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

PAYROLL FILES

This series contains photocopies of Daily Timesheets and carbon copies of Bi-Weekly Payroll Sheets sent to Payroll.

PAYROLL VOUCHERS AND TIMESHEETS

This series contains photocopies of payroll vouchers received from Accounting Services and timesheets.

RETENTION: Payroll 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. 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.

PLANT FUNDS AND PROJECTS FILES

This series contains campus correspondence, photocopies of meeting minutes received from campus offices, photocopies of blueprints received from off campus, and photocopies of building specifications received from off campus.

RETENTION: Blueprints and building specifications: Retain permanently in office. All other contents: Retain 5 years in office, then destroy by shredding then recycling.

POLICIES FILES

This series contains photocopies of annual reports, news clippings, policy statements generated here and received from Office of the Chancellor, procedural guidelines, floor plans, and file lists.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOKS

This series contains photocopies of policy statements and procedural guidelines received from various campus offices.

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

POSITION DESCRIPTIONS

This series contains photocopies of Position Descriptions

received from Human Resource Management.

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

POWER HALL CUSTODIAL SUPERVISOR FILES

This series contains photocopies of campus correspondence, campus near-print informational material, employee performance evaluations, Position Descriptions, photocopies of Daily Timesheets sent to Payroll, carbon copies of payroll sheets sent to Payroll, leave balances, NCR copies of Personnel Information Sheets, photocopies of Accident and Illness Reports, file lists, and NCR copies of Report Forms for Repairs and Damages.

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

POWER HALL GENERAL FILES

This series contains campus near-print informational material, Strength Reports, Residence Hall Data Cards, Stereo Contracts, Room Inventory forms, computer-generated Housing Roster received from Assignments office, Clearance Slips, NCR copies of Confirmations of Checkout sent to Assignments Office, and the following log sheets: Maintenance Request noting date, location, description, repair, name, and room; Telephone noting, date, location, description, repair, name and room; and Package noting date, name, telephone number, and signature.

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

PROGRAM COORDINATOR WORKING FILES

This series contains photocopies of campus correspondence, campus near-print informational material, policy statements received from Office of the Chancellor, NCR copies of requisitions sent to Purchasing, student evaluations, file lists, applications received from students, file notes, and artwork.

RETENTION: Applications: Retain 1 year in office, then destroy by shredding then landfill. Artwork: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

PROGRAM PROPOSALS

This series contains NCR copies of program proposals.

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

PROGRAM REPORTS

This series contains computer-generated Program Reports.

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

PROGRAMMING INFORMATION FILES

This series contains campus correspondence, campus and off-campus near-print informational material, news clippings, photocopies of news releases sent off campus, procedural guidelines, file notes, and Financial Summaries.

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

PROJECT FILES, 1980-1991 (OBSOLETE)

This series contains campus correspondence, building specifications received from off campus, diagrams, file lists, file notes, photocopies of reports, and blueprints received from off campus.

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

RAISE LISTS

This series contains computer-generated Raise Lists received from

Human Resource Management.

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

then recycling.

RECEIPTS

This series contains NCR copies of receipts received from off

campus.

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

Center, then destroy by shredding then landfill.

RECREATIONAL EQUIPMENT LOG

This series contains log sheets noting name, date, and equipment

borrowed.

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

REFERENCE FILES

This series contains campus and off-campus near-print informational material, Position Descriptions, manuals, and Room Inventories.

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

RENT ASSESSMENTS

This series contains computer-generated Rent Assessments.

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

REPORT FORM FOR REPAIRS AND DAMAGES

This series contains NCR copies of Report Forms for Repairs and

Damages sent to students.

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

REPORT FROM NIGHT HOSTESS

This series contains NCR copies of Reports from Night Hostess.

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

REPORTS

This series contains computer-generated reports received from

Data Processing.

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

REQUISITIONS

This series contains photocopies of requisitions sent to

Purchasing.

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

REQUISITIONS LOG

This series contains log sheets noting date sent, requisition

number, company, Purchase Order number, and amount.

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

RESIDENCE HALL ASSOCIATION BUDGET FILES

This series contains ledger sheets generated here, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of Dean, photocopies of invoices, photocopies of and receipts, NCR copies of requisitions sent to Budget and Planning, photocopies of Requests for Budget Adjustments sent to Budget and Planning, computer-generated Invoices Paid During the Period Reports received from Accounting Services, and adding machine tapes.

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

RESIDENCE HALL CLOSING FILES

This series contains annual reports received from residence

halls, meter readings for copiers, and applications for loans.

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

RESIDENCE HALL STUDENT FILES

This series contains Data Cards, Noise Contracts, Room

Inventories, NCR copies of Private Room Contracts, and Clearance

Slips.

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

then recycling.

RESIDENCE HALLS PURCHASING FILES

This series contains invoices received from University Stores,

Monthly Supply Lists received from residence halls, and

photocopies of Order Lists sent to University Stores.

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

Center, then destroy by landfill.

RESIDENCE HALLS RESOURCE FILES

This series contains all or some of the following: off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines, file lists, computer-generated Grade Studies, and artwork.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Budgets and reports:

Retain 3 years in office, then destroy by recycling.

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

RESIDENCE HALLS USED FORMS FILES

This series contains photocopies of campus correspondence; student timesheets; NCR copies of Daily Reports; Complaint forms; Closing Checklists; Clearance slips; Daily Log sheets noting date, time, and action; Emergency Log sheets noting fire, fire alarm, ambulance called, time, and date; Employment Information forms; Evacuation forms; NCR copies of Fail to Claim forms; Fire Drill forms; Fire Report forms, Guest Registration forms; Incident Reports; Judicial Board Appeal forms; Judicial Board Hearing forms; Key Inventory sheets; Maintenance Request forms; NCR copies of Notification of Room Change; NCR copies of Private Room Contracts; Room Inventories; Room Verifications; NCR copies of Reports for Repairs and Damages; Sick Tray Requests; Storage forms; and photocopies of Theft Reports sent to LSU Campus Police.

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

RESIDENTIAL HOUSING ASSOCIATION STAFF NOTEBOOK

This series contains a staff notebook.

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

Duplicates: Retain in office while active, then destroy by

recycling.

RESIDENTIAL HOUSING GENERAL FILES

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of contracts sent to Purchasing, Position Descriptions, leave slips, photocopies of receipts sent to Residential Housing Accounting, and applications received from off campus.

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. 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 recycling. Position descriptions:

Retain 2 years in office, then destroy by recycling.

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.

RESIDENTIAL HOUSING RESOURCE FILES

This series contains annual reports received from residence halls, campus correspondence, campus near-print informational material, procedural guidelines, Position Descriptions, photocopies of budgets, file notes, file lists, Equipment Inventories, photocopies of floor plans, photocopies of Inspection Reports generated here and received from Facility Services, photocopies of articles, applications received from off campus, work schedules, and agendas.

RETENTION: Artwork: Retain permanently in office.

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.

RESIDENTS CORRESPONDENCE FILES

This series contains campus and off-campus correspondence, applications, contracts, and census cards.

RETENTION: Retain in office 6 years after termination of contract then destroy by shredding then recycling.

REVENUE FILES

This series contains campus correspondence, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, photocopies of Journal Vouchers sent to Accounting Services, computer-generated ledgers received from Accounting Services, computer-generated Semester Audits received from Office of Bursar Operations, file notes, computer-generated Registration Audits, Report Forms for Repairs and Damages received from residence halls, computer-generated Accounts Receivable Reports (AR Reports), computer-generated Deposit Reports (D-Reports), computer-generated Payment Reports (P-Reports), photocopies of Other Revenue Reports (OR-Reports) sent to Office of Bursar Operations, computer-generated Daily Deposits reports, file lists, and computer-generated Telephone Charges reports received from Telecommunications.

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

ROOM BEHAVIOR INVENTORY

This series contains Room Behavior Inventory sheets with room number, incident, and action taken.

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

ROOM CHANGE AND ROSTER ACTIVITY REPORTS

This series contains computer-generated Room Change and Roster

Activity Reports.

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

ROOM CHARTS

This series contains computer-generated Room Charts.

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

ROOM INSPECTION LOG

This series contains log sheets noting room number, name, and

damages.

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

ROOM INVENTORIES

This series contains Room Inventories.

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

ROOM INVENTORIES COPIES

This series contains NCR copies of Room Inventories.

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

ROSTER CARD FILE, 1976-1985 (OBSOLETE)

This series contains roster cards.

RETENTION: Destroy by landfill.

ROSTERS AND DAILY LOGS REPORTS

This series contains computer-generated Rosters and Daily Logs

reports.

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

ROSTERS BY ROOM REPORTS

This series contains computer-generated Rosters by Room reports.

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

SAMPLE COMPUTER PROGRAMS NOTEBOOKS

This series contains computer-generated sample computer programs.

RETENTION: Retain in office while active, then destroy by

landfill.

SCRAPBOOKS

This series contains scrapbooks.

RETENTION: Retain in office while active, then transfer to

University Archives.

SECRETARY REFERENCE FILES

This series contains photocopies of campus correspondence; Receipt of Keys forms; file lists; Maintenance Log sheets with date, area, vendor and problem; Elevator Log sheets with date, elevator number, problem, and time called in; and Expenditure Log sheets with amount and supplies ordered.

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

SECRETARY WORKING FILES

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

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

SERVICE REPORT TICKETS

This series contains NCR copies of Service Report Tickets.

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

SIGN-IN BOOK

This series contains sign-in sheets noting name, company, date, time in, and time out.

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

SNCC REPORTS

This series contains computer-generated reports received from

SNCC.

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

SPACE INVENTORIES

This series contains computer-generated Space Inventories.

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

SPACE INVENTORIES AND EQUIPMENT INVENTORIES

This series contains computer-generated Space Inventories received from Facility Services and generated here and computer-generated Equipment Inventories received from Property Control.

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

SPECIFICATIONS FILES

This series contains photocopies of requisitions received from

Purchasing.

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

STAFF ASSISTANT REFERENCE FILES

This series contains all or some of the following: campus correspondence, computer-generated Equipment Inventory received from Property Control, master forms, campus and off-campus near-print informational material, photocopies of requisitions sent to University Stores and off campus, file lists, photocopies of calendars received from Student Records and Registration, floor charts, leave slips, Room Changes, rental rates, file lists, and computer-generated No Signed Contracts.

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. Room Changes, requisitions, and reports: Retain 3 years in office, then destroy by landfill. Inventories: Retain 1 year in office, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Master forms: Record (master) copy: Retain permanently in office. Duplicates:

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

STAFF ASSISTANT WORKING FILES

This series contains all or some of the following: photocopies of campus correspondence, photocopies of meeting minutes, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, photocopies of invoices received from Purchasing, photocopies of Purchase Orders sent to Purchasing, photocopies of requisitions sent to Purchasing, file notes, file lists, worksheets, Grade Study Reports, telephone survey sheets, photocopies of renovations received from Facility Services, photocopies of student timesheets sent to Payroll, and the following computer-generated reports: Room Changes, Roster Activities, and Statistical Reports.

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

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

STAFF PERSONNEL FILES

This series contains photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, NCR copies of Employee Warning Forms, 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, and Per-3 Personnel Status Changes.

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

STATE CONTRACTS

This series contains photocopies of state contracts sent off campus.

RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

STATISTICAL REPORTS

This series contains computer-generated statistical reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

STUDENT ASSISTANTS GENERAL INFORMATION FILES

This series contains campus correspondence, Position Descriptions, applications, student contracts, and rosters.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Student contracts: Retain in office 6 years after termination of contract then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by recycling.

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 RENT REPORTS

This series contains computer-generated Student Rent Reports.

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

STUDENT ROSTERS

This series contains computer-generated Student Rosters.

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

SUPPLY REQUEST FORMS

This series contains supply request forms.

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

TELEPHONE COMPLAINT LOG

This series contains log sheets noting name, date, complaint.

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

TELEVISION ENGINEER ADMINISTRATIVE FILES

This series contains annual reports received from off campus; campus and off-campus correspondence; master forms; off-campus near-print informational material; employee performance evaluations; photocopies of student timesheets sent to Payroll; budgets; computer-generated lists; photocopies of Equipment Inventories received from Property Control; file notes; original and NCR copies of Excavation Permits generated here or received from campus offices; NCR copies of Work Requests; photocopies of reprimand forms; Safety Meeting forms; Tool Bag sheets; photocopies of floor plans; photocopies of Signal Leakage Log sheets showing date, amount of leakage, location, action, and date action taken; Truck Log sheets showing name, date, and mileage; and Sign-In/Sign Out Log sheets showing name, date, time in, and time out.

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

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

TRAINING MANUALS

This series contains training manuals.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.

TRANSMITTALS

This series contains NCR copies of Transmittals sent to Office

Bursar Operations.

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

Center, then destroy by landfill.

UNIT CHARTS

This series contains computer-generated Unit Charts.

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

UNIVERSITY RENTALS

This series contains NCR copies of University Rentals.

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

UNIVERSITY STORES CATALOGS

This series contains computer-generated University Stores catalogs received from University Stores.

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

VACANCY SCAN AND ROOM CHART NOTEBOOK

This series contains computer-generated Vacancy Scans and room charts.

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

VEHICLE LOG

This series contains log sheets noting name, date, repairs, and

other expenses.

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

VENDOR CALLS LOG

This series contains log sheets noting name, time, company

called, problem, and residence hall.

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

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

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

VENDOR INFORMATION FILES

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

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

VENDOR SAMPLES BOOKS

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

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

VIDEOTAPES

This series contains videotapes.

RETENTION: Retain in office while active then transfer to

University Archives.

WEST LAVILLE AND HERGET HALLS FILES

This series contains photocopies of annual reports, photocopies of campus correspondence, master forms, meeting minutes, campus and off-campus near-print informational material, procedural guidelines, photocopies of student timesheets sent to Payroll photocopies of Accident Reports, photocopies of budgets, file notes, photocopies of Complaint forms, file lists, NCR copies of Damage Reports, Daily Log sheets, Equipment Inventory, photocopies of reprimands, computer-generated Grade Studies, photocopies of Incident Reports, photocopies of Key Log sheets, Building Key Inventory sheets, NCR copies of Night Hostess Reports, constitution, Social Registration forms, photocopies of program proposals, Strength Reports, and photocopies of theft reports.

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

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.

WORD PROCESSOR WORKING FILES

This series contains photocopies of campus and off-campus correspondence, file notes, file lists, and computer-generated Roll-overs reports.

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

WORK ORDERS

This series contains NCR copies of work orders.

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

WORK REQUESTS

This series contains NCR copies of Work Requests sent to Facility

Services.

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