ASSEMBLY CENTER AND NATATORIUM/BUSINESS AFFAIRS

 

ACCOUNT ADMINISTRATION FILES

This series contains photocopies of awards of bids received from off campus, photocopies of Payroll Vouchers received from Payroll, computer-generated Salary Budget Requirement reports, photocopies of deposit slips sent to or received from Office of Bursar Operations, worksheets, NCR copies of Standing Order Purchase Orders sent to Purchasing, photocopies of requisitions sent to Purchasing, photocopies of Maintenance Orders sent to Facility Services, LSU Filling Station receipts, Sports Schedules, Assembly Center Ledger sheets, and the following sent to Accounting Services: photocopies or original copies of Internal Transactions, monthly ledger sheets, and invoices.

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

 

ACCOUNTING FILES, 1971-1986 (OBSOLETE)

This series contains ledgers and NCR copies of Internal

Transactions sent to Accounting Service.

RETENTION: Destroy by landfill.

 

APPOINTMENT BOOKS

This series contains appointment books.

RETENTION: Retain in office for one year after end of calendar, then destroy by landfill.

 

ASSISTANT OPERATIONS MANAGER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, procedural guidelines received from campus offices, photocopies of student assistant timesheets sent to Payroll, photocopies of student assistant applications sent to Human Resource Management, file notes, file lists, building diagrams, seating plans, photocopies of Accident Injury Reports sent to Insurance, and daily work schedules.

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

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

ASSISTANT OPERATIONS MANAGER REFERENCE FILES

This series contains campus correspondence, campus and off-campus near-print informational material, file lists, and photocopies of Purchase Request forms sent to Plant Stores.

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

ASSOCIATE DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, Calls and Visitors log sheets, campus and off-campus near-print informational material, schedules, photocopies of newspaper clippings, file notes, file lists, and building diagrams.

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

 

BLUEPRINTS

This series contains original copies and photocopies of

blueprints.

RETENTION: Retain permanently in office.

 

BOX OFFICE SHOW FILES

This series contains Complimentary Tickets Slips, photocopies of invoices, and Seating Plans.

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.

 

BUSINESS MANAGER BOX OFFICE FILES

This series contains building diagrams, file notes, and file

lists.

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

 

BUSINESS MANAGER REFERENCE FILES

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

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

 

CASH CARDS

This series contains cash cards.

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

Center, then destroy by shredding then landfill.

 

COMMENCEMENT FILES

This series contains campus photocopies of correspondence, awards of bids received from off campus, contracts received from off campus, file lists, and file notes.

RETENTION: Bids: 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.

 

CORRESPONDENCE, 1971-1979 (OBSOLETE)

This series contains campus and off-campus correspondence.

RETENTION: Transfer to University Archives.

CUSTODIAN APPLICANTS NOT HIRED FILES

This series contains photocopies of applications sent to Human

Resource Management and file notes.

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

then landfill.

 

DAILY LOG SHEETS

This series contains Daily Log Sheets.

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

 

DAILY SALES JOURNALS

This series contains computer-generated Daily Sales Journals.

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

 

DAILY WORK SCHEDULES

This series contains Daily Work Schedules.

RETENTION: Retain in office while active, then destroy by

recycling.

 

DAY TIMER, 1980-1981 (OBSOLETE)

This series contains a Day Timer-

RETENTION: Destroy by landfill.

 

DEPARTMENTAL FILES

This series contains campus and off-campus correspondence, Event Recap log sheets, campus and off-campus near-print informational material, contracts, file notes, file lists, photocopies of Internal Transactions sent to Accounting Services, invoices, photocopies of Purchase Orders sent to Purchasing, photocopies of requisitions sent to Purchasing, Daily Sales Reports, worksheets, photocopies of deposit tickets sent to Office of Bursar Operations, photocopies of checks sent off campus, photocopies of bid sheets sent to Purchasing, specifications received from off campus Certificates of Insurance received from off campus, and floor plans.

RETENTION: Accounting records and correspondence: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Specifications: Retain permanently in office. All other contents: Retain 3 years in office, then destroy by landfill.

 

DEPOSIT TRANSMITTALS

This series contains photocopies of Deposit 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.

 

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.

 

EMERGENCY EVACUATION PROCEDURES FILE

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

RETENTION: Retain 5 years in office or until superseded, whichever is longer, then destroy by shredding then landfill.

 

EMERGENCY RECEPTION CENTER FOR RIVER BEND FILE

This series contains campus and off-campus correspondence, off-campus near-print informational material, procedural guidelines received from Gulf States Utilities, and file notes.

RETENTION: Campus and off-campus correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

 

EMPLOYEE FILES

This series contains campus correspondence, off-campus near-print informational material, photocopies of LSU-1 Personnel Actions sent to Human Resource Management, photocopies of employee evaluations sent to Human Resource Management, photocopies of step increases sent to Human Resource Management, and photocopies of reprimands.

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

 

EQUIPMENT FILES

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

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

 

GENERAL FILES

This series contains campus and off-campus correspondence and computer-generated Approved Budgets received from Budget and Planning.

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

 

GUMBOS

This series contains LSU Gumbos.

RETENTION: Retain permanently in office.

LEDGERS

This series contains ledgers.

RETENTION: Retain 5 years in office, then destroy by landfill.

 

LSU POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains 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.

 

NATATORIUM FILES

This series contains photocopies of student assistant timesheets sent to Business Office, Daily Log Sheets, file lists, and file notes.

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

 

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.

 

NEWSPAPER CLIPPINGS SCRAPBOOKS

This series contains newspaper clippings received from off

campus.

RETENTION: Transfer to University Archives.

 

ONE-TIME EVENT BUSINESS FILES

This series contains campus and off-campus correspondence, contracts, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent off campus, Insurance Riders received from off campus, photocopies of Settlement Sheets, photocopies of Deposit Tickets sent to Office of Bursar Operations, and worksheets.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Contracts: Retain in office 3 years after cancellation or termination of contract, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

 

OPERATIONS FILES

This series contains campus correspondence, photocopies of Purchase Orders sent to Business Manager and off campus, photocopies of student assistant timesheets sent to Business Office, file lists, file notes, photocopies of Facility Services Repair Reports sent to Facility Services, Fire Inspection Reports received from Campus Safety, computer-generated Chemicals Lists received from Campus Safety, photocopies of police reports received from LSU Campus Police, worksheets, and photocopies of Vehicle Log Sheets sent to Property Control.

RETENTION: Fire Inspection Reports: Retain 6 years in office, then destroy by landfill. Correspondence: Retain 5 years in

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

 

PAYROLL LEDGERS, 1975-1989 (OBSOLETE)

This series contains Payroll ledgers.

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

 

PERSONNEL FILES

This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus, and photocopies of the following sent to Human Resource Management: employee performance evaluations, 1-9 Employee Eligibility Verifications, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, PER-i Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-17 turn-around documents, and PER-40 Contracts for Unclassified Employees.

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

 

PHOTOGRAPHS

This series contains photographs.

RETENTION: Retain permanently in office.

 

POLICE REPORTS

This series contains photocopies of police reports received from

LSU Police.

RETENTION: Retain in office 10 years after settlement, then

destroy by shredding then landfill.

 

POOL OPERATIONS MANUAL

This series contains pool operations manuals received from off campus.

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

 

SEC TOURNAMENT BASKETBALL FILES, 1988 (OBSOLETE)

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

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

 

SECRETARY WORKING FILES

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

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

 

SERVICE SYSTEM MANUALS

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

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

 

STUDENT AND CIVIL SERVICE FILES, 1986-1990 (OBSOLETE)

This series contains master forms, file lists, student class schedules, photocopies of student assistant timesheets sent to Payroll, letters of reprimand, photocopies of Civil Service applications sent to Human Resource Management, photocopies of letters of supervision, and photocopies of employee evaluations sent to Human Resource Management.

RETENTION: Personal records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Master forms: Retain permanently in office. All other contents: Retain in office while active, then destroy by recycling.

 

TECHNICAL REQUIREMENTS FOR ANNUAL EVENTS FILES

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

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

 

TECHNICAL REQUIREMENTS FOR ONE-TIME EVENTS FILES

This series contains file notes, file lists, photocopies of invoices sent to Office of the Director, and brochures received from promoters.

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

 

TELEPHONE MESSAGE BOOKS

This series contains NCR copies of phone messages.

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

 

TICKET SALES REPORTS, 1983-1985 (OBSOLETE)

This series contains Ticket Sales Reports sent to Accounting

Services.

RETENTION: Destroy by landfill.

 

TIMECARDS

This series contains timecards.

RETENTION: Retain 7 years in office, then destroy by shredding

then landfill.

 

UNIVERSITY STORES CATALOGS

This series contains computer-generated Plant Stores catalogs received from Plant Stores and Office Supply Catalogs received from Office Supply.

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

 

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.