DEPARTMENT OF EXPERIMENTAL STATISTICS

 

ACADEMIC MATERIALS ADMINISTRATION FILES

This series contains correspondence, campus and off-campus near-print informational material, computer-generated Enrollment Summaries Reports received from Student Records and Registration, photocopies of Grade Distribution Reports received from Student Records and Registration, photocopies of organizational charts, file lists, and file notes.

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

 

ACCOUNTING LEDGERS

This series contains ledgers and computer-generated monthly

ledgers received from Accounting Services.

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

 

ACCOUNTING POSTING FILES

This series includes but may not be limited to photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of invoices sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, and computer-generated monthly ledgers received from Accounting Services.

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

 

ACCOUNTING SPECIALIST INFORMATION FILES

This series contains procedural guidelines received from campus offices, photocopies of object codes received from Accounting Services, and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

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.

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

 

CAMPUS SAFETY MANUAL

This series contains Campus Safety Manual received from Campus

Safety.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

CAR LOG WORKSHEETS NOTEBOOK

This series contains car log worksheets.

RETENTION: Retain in office while active, then destroy by

recycling.

 

CIVIL SERVICE INFORMATION NOTEBOOKS

This series contains civil service information.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

CLASS LISTS

This series contains computer-generated Class Lists received from

Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then landfill.

 

CO~ENCEMENT PROGRAMS

This series contains commencement programs.

RETENTION: Retain permanently in office.

 

COMPUTER CHARGES REPORTS

This series contains computer-generated Computer Charges Reports.

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

 

COMPUTER INVOICES LISTS

This series contains computer-generated Computer Invoices Lists.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

CORRESPONDENCE FILES

This series contains campus and off-campus correspondence and computer-generated Inventories Paid During the Period Reports received from Accounting Services.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Invoices Paid During the Period Reports: Retain 3 years in office, then destroy by recycling.

 

COURSE AND FACULTY SCHEDULING FILES

This series contains Requests for Drop/Add of Sections sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, computer-generated Class Schedule Reports received from Student Records and Registration, campus correspondence, file notes, statistical worksheets, computer-generated Course Management Reports received from Student Records and Registration, photocopies of Low Enrollment Data sent to Office of the Dean, photocopies of Facility Inventory received from Budget and Planning, photocopies of Equipment Inventory received from Budget and Planning, lab schedules, computer-generated Enrollment Management Reports received from Student Records and Registration, computer-generated Class Management Reports received from Student Records and Registration, Registration Booklet proofs received from Student Records and Registration, and training schedules.

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

 

COURSE DESCRIPTION NOTEBOOK

This series contains course descriptions.

RETENTION: Retain in office while active, then destroy by

recycling.

 

DATA ENTRY SERVICES LOG

This series contains Data Entry Services Log sheets.

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

 

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, photocopies of grant applications, photocopies of grant awards, reports, meeting minutes, file notes, procedural guidelines generated here and received from campus offices, photocopies of policy statements received from Office of the Chancellor, NCR copies of Internal Transactions sent to Accounting Services, photocopies of Payroll Check Distribution Reports received from Payroll, computer-generated Personnel Activity Reports received from Accounting Services, course outlines, file notes, and file lists.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Grant records, purchasing records, and reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

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.

 

EXPENDITURES FILES

This series contains NCR copies of Internal Transactions sent to Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, and NCR copies of requisitions sent to Purchasing.

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

 

FACULTY MEETING MINUTES

This series contains faculty meeting minutes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of endorsement, faculty appointment forms sent to Graduate School, faculty meeting minutes, curricula vitae, photocopies of faculty publications, photocopies of PM 11 Requests sent to Office of the Chancellor, photocopies of Documentation of Individual Accomplishments and Planned Activities sent to Office of Research Coordination, photocopies of Graduate Faculty Nominations sent to Graduate School, and photocopies of Research/Teaching Summaries sent to Louisiana Agricultural Experiment Station.

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

 

GRADUATE STUDENT FILES

This series contains prospective student evaluations, correspondence, photocopies of GRE scores received from off campus, photocopies of letters of recommendation received from off campus, photocopies of Requests for Examination sent to Graduate School, photocopies of Examination Pass/Fail Cards sent to Graduate School, photocopies of schedules received from Student Records and Registration, student examinations, and photocopies of Applications for Degree sent to Graduate School.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

 

GRANT ESTABLISHMENTS

This series contains photocopies of Grant Establishments received from Grants and Contracts.

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

 

GRANT INFORMATION NOTEBOOKS

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

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

 

GRANTS AND CONTRACTS FILES

This series includes but may not be limited to photocopies of grant applications and photocopies of grant reports.

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

 

INCOME ACCOUNTS FILES

This series contains NCR copies of the following sent to

Accounting Services: invoices and Internal Transactions.

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

Center, then destroy by shredding then landfill.

 

INVOICES

This series contains carbon copies of invoices received from

System Network Computer Center.

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

Center, then destroy by landfill.

 

KEYS ISSUED LOG

This series contains keys issued Log sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

 

LEAVE FILES

This series includes but may not be limited to campus correspondence, computer-generated Personnel Activity Reports received from Human Resource Management, leave slips, and annual leave summaries received from Human Resource Management.

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

 

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of the following sent to

Student Records and Registration: Midterm Grade Sheets and Final

Grade Sheets.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then 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.

 

OFFICE SUPPLY REPORTS

This series contains computer-generated Office Supply Reports received from Office Supply.

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

 

OPERATING BUDGET FOR FISCAL YEAR

This series contains computer-generated Operating Budgets for

Fiscal Years received from Budget and Planning.

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

 

PERSONNEL FILES

This series contains campus correspondence, Personnel Activity Report Distribution Lists received from Human Resource Management, NCR copies of PER-l Requests for Permission to Fill Vacancy sent to Office of the Dean, and the following sent to Human Resource Management: NCR copies of Change-in-Status Reports of Continuation or Separation, NCR copies of employee performance evaluations, photocopies of employee withholding tax statements, photocopies of 1-9 Employee Eligibility Verifications, NCR copies of PER-2 Personnel Appointments, NCR copies of PER-3 Personnel Status Changes, NCR copies of PER-17 turn-around documents, NCR copies of PER-40 Contracts for Unclassified Employees, and photocopies of contracts.

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

 

PERSONNEL NOTEBOOK

This series contains photocopies of the following sent to Accounting Services: PER-2 Personnel Appointments, and PER-3 Personnel Status Changes.

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

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

 

POSITION FILES

This series contains campus and off-campus near-print informational material, photocopies of newspaper clippings received from off campus, Position Descriptions, photocopies of resumes received from off campus, photocopies of transcripts received from off campus, and letters of recommendation received from off campus.

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

 

POSITION NUMBERS LOG

This series contains Position Number Log sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

 

PURCHASE ORDERS FOR COMPUTER EQUIPMENT

This series contains NCR copies of Purchase Orders sent to

Purchasing.

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

 

REJECTED, NO-SHOWS OR DROPPED GRADUATE STUDENT FILES

This series contains correspondence, photocopies of applications sent to Graduate School, photocopies of transcripts received from off campus, and photocopies of class schedules received from Student Records and Registration.

RETENTION: Rejected and no-show student records: Retain in office 1 year after application term, then destroy by shredding then landfill. Dropped student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

 

REQUESTS FOR KEY PUNCH SERVICES, 1983-1989 (OBSOLETE)

This series contains Requests for Key Punch Services.

RETENTION: Destroy by landfill.

 

REVENUE ACCOUNT NOTEBOOK

This series contains worksheets and Revenue Account Log sheets.

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

 

SECRETARY REFERENCE FILES

This series contains campus near-print informational material, file lists, and computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.

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

 

STUDENT ASSISTANT PAYROLL FILES

This series contains photocopies of Payroll Expense Vouchers sent to Payroll, student timesheets sent to Payroll, and computer-generated Payroll Check Distribution Reports received from Payroll.

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

 

STUDENT FINAL EXAMINATIONS

This series contains student final examinations.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then landfill.

 

SYSTEM NETWORK COMPUTER CENTER INVOICES

This series contains computer-generated System Network Computer

Center invoices received from System Network Computer Center.

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

Center, then destroy by recycling.

 

SYSTEM NETWORK COMPUTER CENTER REPORTS, 1974-1980 (OBSOLETE)

This series contains System Network Computer Center reports.

RETENTION: Destroy by landfill.

 

SYSTEM NETWORK COMPUTER CENTER USAGE REPORTS

This series contains computer-generated SNCC Usage Reports

received from SNCC.

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

 

TEACHER EVALUATION FILES

This series contains computer-generated teacher evaluations reports received from Measurement and Evaluation Center and teacher evaluations.

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

 

TEI DEVICE INVENTORY

This series contains photocopies of inventories.

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

 

TRAVEL CHECKS LOG

This series contains Travel Check Log sheets.

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 correspondence, computer-generated Inventory of Office Equipment received from Property Control, campus near-print informational material, photocopies of Purchase Orders, photocopies of receiving reports, file lists, and file notes.

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