STUDENT MEDIA

ACCOUNTING FILES

This series contains NCR copies of Purchase Orders sent to Purchasing, NCR copies of Receiving Reports sent to Purchasing, NCR copies of requisitions sent to Purchasing, computer-generated monthly ledger sheets received from Accounting Services, photocopies of advertising bills sent of f campus, photocopies of transmittals sent to Office of Bursar Operations, 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.

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.

ADVERTISEMENT FORMS

This series contains Advertisement Forms.

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

ADVERTISING FILES

This series contains run sheets and Daily Reveilles.

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

DAILY REVEILLES

This series contains Daily Reveilles.

RETENTION: Retain permanently in office.

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, computer-generated Equipment Inventories received from Property Control, computer-generated Operating Budgets for the Fiscal Years received from Budget and Planning, budget reports, photocopies of Travel Expense Vouchers sent to Accounting Services, computer-generated Space Inventories received from Facility Development, and photocopies of the following sent to Human Resource Management: employee performance evaluations, LSU-1 Personnel Actions, LSU-5 Attendance and Leave Records, PER-l Requests to Fill A Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-40 Contracts, and Position Descriptions.

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. All other: Retain 3 years in office, then destroy by 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 maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

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.

GENERAL CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

GENERAL FILES, 1987-19B9 (OBSOLETE)

This series contains photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of Check Requests sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports sent to Accounting Services, NCR copies of requisitions sent to Purchasing, NCR copies of Employment Processing forms sent to Student Aid and Scholarships, photocopies of 1-9 Employee Processing Forms sent to Student Aid and Scholarships, photocopies of student timesheets sent to Payroll, and photocopies of article typescripts received from students.

RETENTION: Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. All other:

Retain 3 years in office, then destroy by recycling.

GUMBOS

This series contains Gumbos.

RETENTION: Retain permanently in office.

STUDENT ASSISTANT FILES

This series contains NCR copies of employment processing forms sent to Student Aid and Scholarships, photocopies of 1-9 Employee Processing Forms sent to Student Aid and Scholarships, photocopies of student timesheets sent to Payroll, and photocopies of article typescripts received from students.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

WORD PROCESSING F.ILES

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.