OFFICE OF THE DIRECTOR/FACILITY SERVICES

ANNUAL REPORTS

This series contains annual reports sent to Office of the

Chancellor.

RETENTION: Retain permanently in office.

APPENDIX TO GAS TURBINE NOTEBOOKS

This series contains reports sent off campus.

RETENTION: Retain in office 7 years after termination of

contract, then destroy by recycling.

BOILERS, SEWERS, AND INCINERATORS FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

BUDGET FILES

This series contains the following received from Budget and

Planning: computer-generated Budget Proposed Allocations/A,B&C,

and photocopies of Operating Budgets for Fiscal Years.

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

BUILDING FILES

This series contains file notes and campus correspondence.

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

CAPITAL OUTLAY REQUESTS

This series contains computer-generated Capital Outlay Requests.

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

CONSTRUCTION PROJECTS ON CAMPUS FILES

This series contains campus correspondence, photocopies of bids received from Purchasing, and Project Approvals.

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

DEFERRED MAINTENANCE AND CAPITAL OUTLAY FILES

This series contains campus correspondence, spreadsheets, file notes, and Deferred Maintenance Project Actions.

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

DIRECTOR ADMINISTRATIVE FILES

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

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

DIRECTOR CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

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 repalces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

FACILITY SERVICES STUDIES

This series contains Facility Services studies.

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

Archives.

GAS TURBINE PROJECT FILES

This series contains campus and off-campus correspondence, bank statements received from off campus, photocopies of contracts sent to Grants and Contracts, payment schedules, and photographs received from off campus.

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

GENERAL CORRESPONDENCE FILES

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

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.

LEDGERS

This series contains computer-generated ledgers received from

Accounting Services.

RETENTION: Retain 5 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.

POLICY STATEMENTS NOTEBOOKS

This series contains policy statements received from Office of the Chancellor.

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

PROCEDURAL GUIDELINES NOTEBOOK

This series contains procedural guidelines.

RETENTION: Retain permanently in office.

REFERENCE NOTEBOOKS

This series contains campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, and computer-generated budget summaries received from Budget and Planning.

RETENTION: Budget 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.

SECRETARY WORKING FILES

This series contains campus correspondence, off-campus near-print informational material, photocopies of student timesheets sent to Payroll, file notes, and file lists.

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

SECRETARY REFERENCE FILES

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

RETENTION: Retain in office while active or until superseded, 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.

TELEPHONE MESSAGE BOOKS

This series contains NCR copies of telephone messages.

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

UNCLASSIFIED PERSONNEL FILES

This series contains employee performance evaluations, campus correspondence, Position Descriptions, job applicant resumes received from off campus, job applicant letters of reference received from off campus, photocopies of training certificates received from employee, photocopies of certifications received from employees, LSU-5 Attendance and Leave Records and the following sent to Human Resource Management: photocopies of employee witholding tax statements, photocopies of 1-9 Employee Processing Forms, photocopies of LSU-l Personnel Actions, NCR copies of PER-l Requests for Permission to Fill a Vacancy, NCR copies of PER-2 Personnel Appointments, NCR copies of PER-3 Personnel Status Changes, and NCR copies of 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.

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.

OFFICE OF THE DIRECTOR, FACILITY DEVELOPMENT/FACILITY SERVICES

ACCOUNTS PAYABLE FILES

This series includes but may not be limited to photocopies of invoices sent to Accounting Services, Purchase Orders, and NCR copies of requisitions sent to Purchasing.

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

ADMINISTRATIVE SPECIALIST WORKING FILES

This series includes but may not be limited to file lists, organizational charts received from Business Affairs, job classification lists received from Human Resource Management, procedural guidelines, campus correspondence, project number log, funding account number log, and designer proof-of-insurance forms

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Logs and designer proof-of-insurance forms: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

BUDGET FILES

This series contains monthly financial statements received from

Accounting Services and Operating Budgets for Fiscal Years

received from Budget and Planning.

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

BUILDING PLANS AND SPECIFICATIONS

This series contains the following received from off campus:

building plans, specifications, and architectural blue line drawings.

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

CAMPUS AND OFF-CAMPUS CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

DIRECTOR PROJECT ADMINISTRATION FILES

This series includes but may not be limited to University Planning Committee meeting minutes, photocopies of capital outlay reports, site suitability studies, monthly financial statements received from Accounting Services, monthly financial summaries, and off-campus near-print informational material.

RETENTION: Retain in office 2 years, then transfer to University Archives.

FLOOR PLANS, 1938-1965 (OBSOLETE)

This series contains obsolete blue-line drawing floor plans

received from Budget and Planning.

RETENTION: Transfer to University Archives.

LEAVE REQUESTS FILES

This series contains leave request slips and leave balances 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 recycling.

LSU POLICIES AND PROCEDURES FILES

This series contains policy statements received from Office of the Chancellor and procedural guidelines received from Human Resource Management.

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

PERSONNEL FILES

This series includes but may not be limited to NCR copies of evaluations, NCR copies of PER-2 Personnel Appointments, W-2s, retirement statements, resumes, job applications job descriptions, NCR promotion forms, NCR salary increase forms, campus and off-campus correspondence, NCR copies of PER-17 turn around documents.

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

PROJECTS FILES

This series includes but may not be limited to preconstruction meeting reports received from Construction Coordinator, campus and off-campus correspondence, Purchase Orders, photocopies of invoices sent to Accounting Services, photocopies of Bid Tabulation Forms received from Purchasing, photocopies of contracts sent to the Vice-Chancellor of Business Affairs, site suitability studies, file notes, monthly financial statements received from Accounting Services, and newspaper clippings.

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

STUDENT AND WAGE PAYROLL TIMESHEETS

This series contains student and wage timesheets.

RETENTION: Student timesheets: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Wage employee timesheets: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then 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.

ARCHITECTURAL DESIGN DIVISION, FACILITY DEVELOPMENT / FACILITY SERVICES

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.

ARCHITECTURAL DESIGN BUILDING SPECIFICATIONS FILES

This series includes but may not be limited to building specification guidelines and material specifications guidelines.

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

ARCHITECTURAL DESIGN FABRIC CATALOG FILE

This series includes but may not be limited to catalogs received from off campus and fabric sample brochures.

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

ARCHITECTURAL DESIGN MANAGER ARCHITECTURAL PROJECTS FILES

This series includes but may not be limited to file notes, correspondence, records of contact, preconstruction meeting minutes, photocopies of bids received from Purchasing, and specification masters.

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

ASSISTANT ENGINEER WORKING FILES

This series includes but may not be limited to photocopies of topographical bench mark charts, survey notes, photocopies of computer-generated reports, photocopies of excerpts from publications, photocopies of campus correspondence, blue line drawings, and near-print informational material.

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

CONSTRUCTION DRAWINGS

This series contains original copies and photocopies of

construction drawings.

RETENTION: Retain permanently in office.

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.

LINK DUPLICATE CONSTRUCTION DRAWINGS

This series contains reproducible sepia copies of Link's

construction drawings for campus buildings.

RETENTION: Transfer to University Archives.

PROPERTY MAP TRACINGS

This series contains map tracings of all property owned by LSU in

Louisiana.

RETENTION: Transfer to University Archives.

SENIOR FACILITY PLANNER CONSTRUCTION DRAWING FILES

This series contains architectural drawings.

RETENTION: Transfer to University Archives.

SENIOR FACILITY PLANNER PROJECTS FILES

This series includes but may not be limited to construction drawings, presentation plans, map overlays, photocopies of drawings, preliminary design drawings received from off campus, and photocopies of construction drawings.

RETENTION: Retain in office 7 years after termination of contract, 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.

BUILDING MAINTENANCE/FACILITY SERVICES

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 BALANCE REPORTS

This series contains Air Balance Reports received from off

campus.

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

AIR CONDITIONING MAINTENANCE ATTENDANCE REPORT

This series contains Air Conditioning Maintenance Attendance

Reports.

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

AIR FILTER NOTEBOOKS

This series contains filter technical specification sheets.

RETENTION: Retain in office while active, or until superseded.

ANNUAL BUILDING DATA REPORT

This series contains computer-generated Annual Building Data reports received from Facility Development.

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

ASBESTOS TRAINING POLICIES AND PROCEDURES FILES

This series contains campus correspondence, off-campus near-print informational material, photocopies of news clippings/publication excerpts, procedural guidelines received from off campus, and file notes.

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

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains campus correspondence, photocopies of Purchase Orders sent to Purchasing, file notes, file lists, and photocopies of Facility Services Capital Outlay Request Worksheets.

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.

ASSISTANT DIRECTOR BUILDING FILES

This series contains campus correspondence, 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.

ASSISTANT DIRECTOR POLICIES AND PROCEDURES FILES

This series contains photocopies of annual reports sent to Office of the Director, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines generated here and received from campus, photocopies of Operating Budgets for Fiscal Years, key inventory lists, and photocopies of job descriptions.

RETENTION: Key inventories: Retain 1 year in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

ASSOCIATE DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent to Office

of the Director, campus and off-campus correspondence, photocopies of Facility Services meeting minutes, and grievances received from employees.

RETENTION: Grievances: Retain in office 2 years afer termination or until final disposition of change 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 recycling.

ASSOCIATE DIRECTOR CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

ASSOCIATE DIRECTOR DAILY FILES

This series contains campus correspondence received from Office of the Director, informal meeting minutes, 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.

ASSOCIATE DIRECTOR INVOICE FILES

This series contains campus and off-campus correspondence and photocopies of invoices sent to Accounting Services.

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

BOILER FILES

This series contains sheets with location, name, size, and type.

RETENTION: Retain in office while active, or until superseded

then destroy by recycling.

BOILER/MACHINERY SAFETY MANUAL

This series contains a Boiler/Machinery Safety Manual received from Risk Management.

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

BUILDING INFORMATION FILES

This series contains schematics received from off campus and operating instructions.

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

BUILDINGS ON CAMPUS FILES, 1978-1983 (OBSOLETE)

This series contains campus and off-campus correspondence and

photocopies of requisitions sent to Purchasing.

RETENTION: Destroy by shredding then landfill.

CAMPUS UTILITY BUILDING MAPS

This series contains duplicate campus utility building maps

received from Facility Development.

RETENTION: Transfer to University Archives.

CHILLER LOG

This series contains Hermetic Centrifugal Chiller Sentry sheets.

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

CHILLER REPAIR ATTENDANCE REPORT

This series contains Chiller Repair Attendance Reports.

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

CHILLER REPAIR SUPERVISOR BUILDING REPORTS

This series contains maintenance reports sent to department head.

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

CHILLERS CARD FILE, 1975 (OBSOLETE)

This series contains cards with building, name, model number, etc.

RETENTION: Destroy by landfill.

DAILY NIGHT LOGS

This series contains weekly Trouble Calls reports received from

Work Control.

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

DAILY TIME REPORTS

This series contains Daily Time Reports sent to Human Resource

Management.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

DAILY TIMESHEETS

This series contains daily timesheets.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

DEPARTMENTAL FILES

This series contains campus and off-campus correspondence, procedural guidelines, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of requests for budget adjustments sent to Budget and Planning, photocopies of budget reports, computer-generated monthly ledger sheets received from Accounting Services, and manuals received from off campus.

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.

DETAILED INVENTORY LISTS

This series contains computer-generated Detailed Inventory Lists received from Work Control.

RETENTION: Retain in office 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 age~ncy software does not readily permit selective deletion, delete after the longest retention period has expired.

EPI SUPERVISOR ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence, policy statements received from campus offices, procedural guidelines received from campus offices, photocopies of employee performance evaluations sent off campus, photocopies of Applications for Leave sent to Human Resource Management, photocopies of comp time earned sheets sent to head of Building Maintenance, photocopies of overtime Work Schedules sent to head of Building Maintenance, photocopies of computer-generated equipment lists received from Facility Services Director, file lists, photocopies of accident reports sent to Human Resource Management, and Reviews of Daily Transactions received from Work Control.

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. All other contents:

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

EPI SUPERVISOR AGENCY REGULATION HANDBOOKS

This series contains agency regulation handbooks received from

off campus.

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

EPI SUPERVISOR PERSONNEL ADMINISTRATION FILES

This series contains photocopies of campus correspondence sent to and received from Human Resource Management, photocopies of employee performance evaluations sent to Human Resource Management, photocopies of Position Descriptions sent to Human Resource Management, call out rosters, photocopies of accident reports sent to Human Resource Management, photocopies of Applications for Leave sent to Human Resource Management, and file notes.

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

FACILITY MAINTENANCE LABOR REPORTS FILES

This series contains campus correspondence, NCR copies of classified timesheets, computer-generated Labor Sales by Craft reports received from SNCC, and transparencies of Monthly Charge Outs reports.

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

FACILITY MAINTENANCE LEAVE FILES

This series contains photocopies of leave slips sent to Facility Services Personnel and computer-generated Reports of Leave Transactions received from SNCC.

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

FACILITY MAINTENANCE MANAGER ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent to the head of Building Maintenance, campus correspondence, campus near-print informational material, photocopies of advancement qualifications lists received from head of Building Maintenance, NCR injury reports sent to Accounting Services, 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 recycling.

FACILITY MAINTENANCE MANAGER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, tile lists, file notes, and photocopies of contracts received from Purchasing.

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.

FACILITY MAINTENANCE MANAGER BUILDING FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, and photocopies of specification sheets sent to Purchasing.

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.

FACILITY MAINTENANCE MANAGER PURCHASING FILES

This series contains NCR copies of Purchase Orders received from

Purchasing, NCR copies of requisitions sent to Accounting

Services, and photocopies of the following sent to the head of

Building Maintenance: check requests, Internal Transactions, and

invoices.

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

FACILITY SERVICES OPERATING INSTRUCTIONS MANUAL

This series contains Facilities Services Operating Instructions

Manual received from Office of the Director.

RETENTION: Retain in office until superseded, then destroy by

recycling.

FACILITY SYSTEMS ATTENDANCE AND KEYS NOTEBOOKS

This series contains Attendance Reports and Key Request Log sheets with the following information: name, building name, number of keys, and room.

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

FIRE ALARMS FILES

This series contains file lists and photocopies of inspection

reports.

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

FS SUPERVISOR CODES LIST

This series contains a codes list received from Office of the

Director.

RETENTION: Retain in office while active, then destroy by

recycling.

FSI SUPERVISOR ADMINISTRATIVE FILES

This series contains campus correspondence, policy statements received from Office of the Chancellor, procedural guidelines received from Office of the Director, photocopies of employee performance evaluations sent to Human Resource Management, maps of valve locations, photocopies of employee discipline letters sent to Human Resource Management, specific location of devices survey sheets received from Office of the Director, photocopies of accident reports sent to Human Resource Management, and file notes.

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

FSI SUPERVISOR DAILY TIMESHEETS

This series contains photocopies of Daily Timesheets.

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

HEATING, VENTILATION, AND AIR CONDITIONING MAINTENANCE SUPERVISOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, photocopies of news clippings/publication excerpts, room lists received from Residential Housing, photocopies of electrical schematics received from off campus, and disciplinary action letters sent to Human Resource Management.

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

HEATING, VENTILATION, AND AIR CONDITIONING SUPERVISOR BUILDING FILES

This series contains campus correspondence, maintenance/repair reports, off-campus near-print informational material, photocopies of bids sent to Work Control, photocopies of requisitions sent to Purchasing, carbon copies material orders sent to Work Control, and photocopies of specification sheets received from off campus.

RETENTION: Retain permanently in office.

HEATING, VENTILATION, AIR CONDITIONING SUPERVISOR GENERAL INFORMATION FILES

This series contains off-campus near-print informational material

and file notes.

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

HEATING, VENTILATION, AND AIR CONDITIONING SUPERVISOR PUBLICATION

EXCERPTS

This series contains photocopies of publication excerpts.

RETENTION: Retain in office while active, then destroy by

recycling.

HEATING, VENTILATION, AND AIR CONDITIONING SUPERVISOR REPORT FILES

This series contains weekly reports sent to the head of Building Maintenance, photocopies of campus correspondence, equipment maintenance/repair reports sent to head of Building Maintenance, and campus and off-campus near-print informational material.

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

INSPECTION REPORTS

This series contains Inspection Reports with name, serial number, and date checked.

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

LEAVE SLIPS

This series contains leave slips.

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

LSU HANDBOOKS AND MANUALS

This series contains LSU handbooks and manuals received from campus offices.

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

LSU OPERATIONS MANUAL

This series contains an LSU Operations Manual.

RETENTION: Retain in office until superseded, then destroy by

landfill.

MASTER FORM DRAFTS

This series contains drafts of master forms.

RETENTION: Retain in office until superseded, then destroy by

recycling.

MASTER PLUMBER BOILERS FILES

This series contains file lists and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

MATERIAL ORDERS

This series contains NCR copies of Material Orders sent to Work

Control.

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

MATERIAL SAFETY DATA SHEETS

This series contains photocopies of Material Safety Data sheets

received from off campus.

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

NATIONAL FIRE CODE

This series contains National Fire Code received from National

Fire Protection Agency.

RETENTION: Retain in office until superseded1 then destroy by

landfill.

NEAR-PRINT INFORMATION MATERIAL

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

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

OPERATION AND MAINTENANCE INSTRUCTIONS NOTEBOOKS

This series contains off-campus near-print informational

material, blueprints received from off campus, and specification sheets received from off campus.

RETENTION: Near-print informational material: Retain in office while active or until superseded, then destroy by landfill. All other contents: Retain permanently in office.

PERSONNEL APPLICATIONS FILES

This series contains correspondence and applications received from off campus.

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

then landfill.

PLANT STORES CATALOG

This series contains a catalog received from University Stores.

RETENTION: Retain in office until superseded, then destroy by

landfill.

POLICY STATEMENTS

This series contains policy statements received from Office of the Chancellor.

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

PREVENTIVE MAINTENANCE COORDINATOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, drafts of master forms, photocopies of meeting minutes received from Office of Building Maintenance, policy statements received from Office of Building Maintenance, procedural guidelines received from Office of Building Maintenance, photocopies of bids received from off campus, NCR copies of Purchase Orders sent to Purchasing, NCR copies of requisitions sent to Purchasing, photocopies of employee performance evaluations sent off campus, photocopies of Position Descriptions sent to Human Resource Management, photocopies of student timesheets sent to Accounting Services, and NCR copies of the following sent to Office of Building Maintenance: LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, and PER-3 Personnel Status Changes.

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. Accounting records:

Retain 2 years in office, then 5 years in Records Center, 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 recycling.

PREVENTIVE MAINTENANCE COORDINATOR BUILDING INVENTORY FILES

This series contains building inventory checklists and computer-

generated building inventory database reports.

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

PREVENTIVE MAINTENANCE COORDINATOR DATABASE MANAGEMENT FILES

This series contains drafts of equipment inventories, drafts of master forms, drafts of schedules, and news clippings.

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

PREVENTIVE MAINTENANCE COORDINATOR MATERIALS AND PROCEDURES FILES

This series contains Facility Services Safety Office near-print informational material, procedural guidelines, Material Safety Data Sheets received from vendors, computer-generated deleted data reports, and computer-generated materials lists.

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

PREVENTIVE MAINTENANCE COORDINATOR PERSONNEL MANAGEMENT FILES

This series contains procedural guidelines received from Accounting Services, NCR LSU-5 Attendance and Leave Records sent to from head of Building Maintenance, wage timesheets sent to Accounting Services, and photocopies of computer-generated charge codes list received from Accounting Services.

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. All other contents:

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

PREVENTIVE MAINTENANCE COORDINATOR PROJECT FILES

This series contains campus and off-campus correspondence, original copies and photocopies of equipment maintenance/ repair reports received from off campus and head of Building Maintenance, news clippings, procedural guidelines for bids received from Purchasing, photocopies of contracts received from Purchasing, and Internal Transactions sent to head of Building Maintenance.

RETENTION: Retain in office until after termination of contract, the destroy

PRE by landfill.

PREVENTIVE MAINTENANCE CREATION HISTORY FILE, 1988 (OBSOLETE)

This series contains computer-generated Preventive Maintenance

Work Orders reports sent to Administrative Information Systems.

RETENTION: Destroy by landfill.

PREVENTIVE MAINTENANCE EQUIPMENT INVENTORY RECORD NOTEBOOK

This series contains computer-generated reports with building name, equipment type, location, and other specifications.

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

PREVENTIVE MAINTENANCE TIME SHEET INVENTORIES

This series contains time sheet inventories sent to Accounting

Services.

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

PREVENTIVE MAINTENANCE WORK SHEETS NOTEBOOKS 1980-1987 (OBSOLETE)

This series contains work sheets listing equipment and location.

RETENTION: Destroy by recycling.

PROCEDURAL MANUALS

This series contains procedural manuals received from campus offices.

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

PROCEDURES FILE

This series contains procedural guidelines received from campus offices.

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

PROJECT FILES

This series contains campus and off-campus correspondence, 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 recycling.

REGULATIONS AND PROCEDURES MANUALS

This series contains regulatory and procedural manuals received from campus and off campus.

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

SAFETY MEETING LOG

This series contains lists of those attending and topic

discussed.

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

SHOP FOREMAN ADMINISTRATIVE FILES

This series contains campus correspondence, photocopies of letters sent, daily time slips, photocopies of computer-generated Leave Tracking reports received from Facility Services Personnel, NCR copies of Work Requests received from Work Control, NCR copies of Material Orders sent to Purchasing, file notes, and photocopies of safety reports sent to Safety Officer.

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.

STAFF LEAVE FILES

This series contains campus correspondence, computer-generated monthly Personnel Activity Reports, leave 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 final disposition of charge or civil action, then destroy shredding then recycling.

SUPERINTENDENT ADMINISTRATIVE WORKING FILES

This series contains NCR copies of Work Requests received from

Work Control, daily time sheets, and NCR copies of Material

Orders sent to Purchasing.

RETENTION: Daily timesheets: Retain in office until summarized,

then destroy by shredding then landfill. All other contents:

Retain 3 years in office, then destroy by landfill.

TIMESHEETS

This series contains NCR copies of timesheets.

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

then landfill.

VEHICLE LOG

This series contains log sheets with maintenance notes, gas used, name, and vehicle.

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

VENDOR CATALOGS

This series contains vendor catalogs.

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

WAREHOUSE RECEIPTS

This series contains NCR copies of Warehouse Receipts received

from Purchasing.

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

Center, then destroy by shredding then landfill.

WARRANTIES

This series contains warranties received from off campus.

RETENTION: Retain in office for life of product, then destroy by

landfill.

WEEKLY UNIT OPERATIONS NOTEBOOK

This series contains weekly sheets with date, building, unit

number, and hours on or off.

RETENTION: Retain 3 years in office, 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.

WORK REQUESTS

This series contains NCR copies of Work Requests received from

Work Control.

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

BUILDING SERVICES/FACILITY SERVICES

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.

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence, procedural guidelines sent to and received from campus offices, photocopies of monthly ledger sheets received from Facility Services Resources, photocopies of receiving reports received from University Stores or Facility Services Resources, photocopies of requisitions received from Facility Services Resources, photocopies of LSU-l Personnel Actions received from Office of the Director, photocopies of PER-l Requests for Permission to Fill a Vacancy received from Office of the Director, monthly list of equipment bought received from Central Stores, file lists, worksheets, file notes, photocopies of status reports on filling vacant positions received from Office of the Director, photocopies of Facility Services Personnel Action Requests sent to Office of the Director, Facility Services vehicle list, and Civil Services procedural guidelines received from Office of the Director.

RETENTION: Accounting records: Retain 2 years in office, then 5 years in Records Center, 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. All other contents: Retain in office while active or until superseded, then destroy by recycling.

ASSISTANT DIRECTOR BLUEPRINT REPRODUCTIONS

This series contains annotated blueprint reproductions.

RETENTION: Retain in office while active, then destroy by

landfill.

ASSISTANT DIRECTOR BUILDING FILES

This series contains photocopies of campus correspondence, meeting minutes, campus near-print informational material, file notes, statistical worksheets, statistical reports, and Supervisor Work Request Submittal.

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

ASSISTANT DIRECTOR CATALOGS, HANDBOOKS, AND REPORTS

This series contains University Union Contracts received from

Business Affairs, handbooks from professional organizations received from off campus, training products catalogs received from off campus, photocopies of University Annual Reports received from Office of the Chancellor, and vendor catalogs.

RETENTION: Union contract: Record (master) copy: Retain 3 years in office, then destroy by landfill. 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.

ASSISTANT DIRECTOR DEFERRED REQUESTS FILES

This series contains campus correspondence.

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

then recycling.

ASSISTANT DIRECTOR INCIDENTS FILES

This series contains campus and off-campus correspondence, policy statements received from Office of the Director, procedural guidelines, incident reports received from Building Services, police reports received from LSU Police, photocopies of letters sent to employees, and Facility Services manual.

RETENTION: Photocopies of letters sent to employees: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Incident and police reports: Retain in office 10 years after settlement, then destroy by shredding then landfill.

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

ASSISTANT DIRECTOR ONGOING PROJECTS FILES

This series contains campus correspondence, letters sent, newspaper clippings, excerpts from publications, vacant positions worksheets, and photocopies of faxes sent off campus.

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.

ASSISTANT DIRECTOR OPERATIONS FILES

This series contains photocopies of crew schedules sheets and

original contract crew daily reports.

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

ASSISTANT DIRECTOR PERSONNEL PROBLEM FILES

This series contains campus correspondence, photocopies of attorney letters sent to Human Resource Management or Business Affairs, and grievance letters received from employees.

RETENTION: Retain in office 10 years after settlement, then destroy by shredding then landfill.

ASSISTANT DIRECTOR STAFF MEETING INFORMAL NOTES

This series contains notes.

RETENTION: Retain in office while active, then destroy by

recycling.

ASSISTANT DIRECTOR TELEPHONE AND OTHER CONTACTS DAILY LOG

This series contains a log sheets listing contacts.

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

ASSISTANT DIRECTOR TRANSACTION REGISTERS

This series contains transaction registers.

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

ATTENDANCE REPORT

This series contains attendance reports.

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

then landfill.

BUILDING SERVICES GENERAL FILES

This series contains campus and off-campus correspondence, master forms, photocopies of Purchase Orders sent to Facility Services Accounting, photocopies of requisitions sent to Facility Services Accounting, file lists, photocopies of Employee Overtime Worked forms sent to Payroll, photocopies of Compensation Time Earned sent to Payroll, Repair Reports received from Building Supervisors, Tardy Reports, computer-generated Leave Tracking Reports received from Payroll, computer-generated Leave Summaries received from Payroll, computer-generated Daily Time Reports received from Payroll, and key log sheets with the following information: name, date out, and date in.

RETENTION: Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by shredding then 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.

BUILDING SERVICES LOG NOTEBOOK

This series contains photocopies of Building Services Log sheets.

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

BUILDING SURVEYS

This series contains photocopies of survey sheets sent to manager noting the number of water fountains, number of rooms, number of bathrooms, etc., in each building.

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

BUILDING TIME CHECK LOG

This series contains sheets noting the building name, time

checked, etc.

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

CALL-IN LOG

This series contains call-in log sheets with the following

information: time of call, date, reason for call, and name.

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

CAMPUS AND OFF-CAMPUS CORRESPONDENCE NOTEBOOK

This series contains campus and off-campus correspondence.

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

CAMPUS CORRESPONDENCE

This series contains campus correspondence received.

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

CEBA CUSTODIAL DAY SHIFT REORGANIZATION PERSONNEL BUILDING

ASSIGNMENT BINDER

This series contains file notes and photocopies of Facility

Services organizational charts.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

CEBA CUSTODIAL SUPERVISOR ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence, Facility Services near-print informational material, Facility Services procedural guidelines, file lists, file notes, job assignment lists, photocopies of building maps, building survey lists, building survey sheets, building inventory sheets, photocopies of equipment reports, and photocopies of supply reports.

RETENTION: Building inventory sheets: Retain 2 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

CEBA CUSTODIAL SUPERVISOR~CLASSROOM INSPECTION REPORTS

This series contains photocopies of Classroom Inspection Reports.

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

CEBA CUSTODIAL SUPERVISOR KEY CONTROL USAGE LOG

This series contains photocopies of log sheets with date, key

number, time, and borrower's initials.

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

CEBA CUSTODIAL SUPERVISOR PERSONNEL FILES

This series contains photocopies of employee reports, campus correspondence, photocopies of employee instruction lists, photocopies of employee certificates of awards received from departments, and photocopies of letters of appreciation received from departments.

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

CEBA CUSTODIAL SUPERVISOR WORKERS SUPPLY LIST NOTEBOOK

This series contains sheets with name, building, item, and date.

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

CLERK WORKING FILES

This series contains campus correspondence, computer-generated

Leave Balances received from Payroll, photocopies of Step

Increases received from off campus, file notes, computer-generated Review of Weekly Transactions received from Human

Resource Management, file lists, and handwritten work requests.

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.

COLISEUM CUSTODIAL SUPERVISOR ADMINISTRATIVE FILES

This series contains campus correspondence, photocopies of leave slips sent to Facility Services Personnel, campus near-print informational material, Attendance Log sheets noting name and hours worked, Telephone Call-in log sheets noting name, date, and reason, photocopies of Energy Conservation Lighting Reports, photocopies of doctor excuses received from off campus, photocopies of Work Requests, computer-generated Review of Daily Transactions, NCR copies of Daily Timesheets, computer-generated Leave Balances received from Facility Services Personnel, Time Summaries, and a dust mop log noting the following information:

name, number, size, and when turned in.

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

COLISEUM STATION CUSTODIAL SUPERVISOR DAILY TIME REPORTS

This series contains computer-generated Daily Time Reports.

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

COMPLAINTS AND COMPLIMENTS FILE

This series contains campus and off-campus correspondence.

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

then landfill.

CONTACT SHEETS

This series contains photocopies of contact sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

CUSTODIAL SUPERINTENDENT ADMINISTRATIVE FILES

This series contains campus correspondence, campus and off-campus near-print informational material, file notes, NCR copies of Daily Timesheets, file lists, photocopies of leave slips sent to Facility Services Personnel, photocopies of floor plans, photocopies of Work Requests received from campus offices, and photocopies of Equipment Inventories.

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

CUSTODIAL SUPERVISOR CEBA STATION DAILY LOG NOTEBOOK

This series contains daily log sheets with date, description of

work, etc.

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

DAILY INCIDENT REPORTS

This series contains photocopies of daily incident reports

received from supervisor.

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

DAILY INCIDENTS REPORTS

This series contains photocopies of Daily Incident Reports.

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

DAILY REPORT LOG

This series contains a Daily Report Log with the following

information: name, hours worked, and date.

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

DAILY SUMMARY LOG

This series contains a daily summary log with name and hours

worked.

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

DAILY TIME REPORTS

This series contains computer-generated Daily Time Reports.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

DAY SUPERVISOR ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence, file notes, and the following sent to the Building Services Office:

photocopies of Energy Conservation Lighting Reports, station I building reports, and NCR copies of Daily Time Reports.

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

DEPARTMENT UNITED WAY COORDINATOR FILE

This series contains campus correspondence, off-campus near-print informational material received from United Way, annotated computer-generated staff lists received from Business Affairs, file notes, and worksheets.

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

DEPARTMENTAL SAFETY TRAINING MEETING HANDOUTS NOTEBOOK

This series contains weekly safety training near-print informational material.

RETENTION: 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 retentention 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 -EMPLOYEE PROCEDURES HANDBOOK

NOTEBOOK

This series contains Facility Services Employee Procedures

Handbook.

RETENTION: Retain in office until superseded, then destroy by

landfill.

ENERGY CONSERVATION WEEKLY LIGHTING REPORTS

This series contains Energy Conservation Weekly Lighting Reports.

RETENTION: Retain in office until summarized, then destroy by

landfill.

EVENT FILES

This series contains campus correspondence, schedules, and file lists.

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

FACILITIES BUILDING NUMBERS AND ABBREVIATIONS MANUAL

This series contains a Facilities Building and Abbreviations

Manual with building diagrams, etc.

RETENTION: Retain in office until superseded, then destroy by

recycling.

FACILITIES BUILDING NUMBERS AND ABBREVIATIONS REPORTS

This series contains Facilities Building Numbers Lists and

Abbreviations reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

FACILITY SERVICES OPERATING INSTRUCTIONS NOTEBOOK

This series contains Facility Services Operating Instructions.

RETENTION: Retain in office until superseded, then destroy by

recycling.

FACILITY SERVICES OPERATING INSTRUCTIONS NOTEBOOK

This series contains policy statements and procedural guidelines received from Office of the Director.

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

FACILITY SERVICES OPERATING INSTRUCTIONS SHEETS

This series contains photocopies of Facility Services Operating

Instructions sheets.

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

FLOOR MAINTENANCE LOG

This series contains log sheets with the following information:

building, room, date, repair, and time to be done.

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

FUND FILES, 1976-1977 (OBSOLETE)

This series contains bank statements received from off campus, lists of contributors, and receipts received from off campus.

RETENTION: Destroy by landfill.

HOLIDAY AND VACATION SCHEDULES

This series contains holiday and vacation schedules.

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

INCIDENT FILES

This series contains campus and off-campus correspondence and photocopies of police reports received from LSU Police Department.

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

KEY LOG

This series contains sheets with date, time, name, and key

number.

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

LEAVE SLIPS

This series contains photocopies of employee leave slips.

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

LONG FIELDHOUSE CUSTODIAL SUPERVISOR ADMINISTRATIVE FILES

This series contains campus correspondence received; campus near-print informational material received from Campus Safety; photocopies of procedural guidelines received from campus; photocopies of employee performance evaluations; overtime compensation forms; photocopies of safety meeting forms with name, number, and discussion topics sent to manager; pager log sheets with number, time, name, etc.; daily repair reports; photocopies of classroom inventories sent to manager; file lists; and photocopies of incident reports sent to manager.

RETENTION: Employee performance evaluations: 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 recycling. Procedural guidelines: Retain in office until superseded, then destroy by recycling. Near-print informational material: Retain in office while active or until superseded, then destroy by landfill. All other contents:

Retain 3 years in office, then destroy by recycling.

LSU AND FACILITY SERVICES REPORTS AND HANDBOOKS

This series contains LSU and Facility Services reports and handbooks generated here and received from campus offices.

RETENTION: Facility Services reports: Retain in office until summarized, then destroy by landfill. Facility Services handbooks: 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, then destroy by landfill.

LSU CATALOGS

This series contains LSU Catalogs received from Student Records and Registration.

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

LSU POLICY STATEMENTS NOTEBOOKS

This series contains policy statements received from Office of the Chancellor.

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

MACHINE INVENTORY CARDS

This series contains machine inventory cards.

RETENTION: Retain in office while active, then destroy by

landfill.

MANAGER ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence, computer-generated Equipment Inventories received from Property Control, photocopies of meeting minutes, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, photocopies of Employment Processing Forms sent to Facility Services Personnel, position descriptions received from off campus, diagrams, key log sheets noting key number and building, call-out sheets, file lists, Daily Incident Reports, needed repairs reports, surveys, photocopies of schedules received from campus offices, photocopies of Loss Prevention Reports received from Safety, computer-generated Leave Tracking Reports received from Facility Services Personnel, and Vehicle Assignment Log sheets with the following information: number, vehicle, and name.

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. Near-print: Retain in office while active or until superseded, then destroy by landfill. Policies and procedures: Retain in office until superseded, then destroy by recycling. All other contents:

Retain 3 years in office, then destroy by recycling.

MANAGER ADMINISTRATIVE FILES

This series contains photocopies of Position Descriptions received from Human Resource Management, NCR copies of Work Requests received from Work Control, and photocopies of the following received from Facility Services Personnel: employee performance evaluations, LSU-5 Attendance and Leave Records, and PER-3 Personnel Status Changes.

RETENTION: Employee records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Work requests: Retain 3 years in office, then destroy by landfill.

MATERIAL SAFETY DATA SHEETS

This series contains Material Safety Data Sheets.

RETENTION: Retain in office while active, then destroy by

landfill.

MISCELLANEOUS FILES, 1987-1990 (OBSOLETE)

This series contains campus correspondence, off-campus near-print informational material, photocopies of contracts sent to Facility Services Accounting, photocopies of Purchase Orders sent to Facility Services Accounting, photocopies of student assistant timesheets sent to Payroll, file lists, file notes, photocopies of schedules, computer-generated Report of Leave Balances received from Payroll, computer-generated Plant Store Catalog received from University Stores.

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

MONTHLY BUDGET REPORTS PRESENTATION TRANSPARENCIES

This series contains monthly budget report presentation transparencies.

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

MOVING/SPECIAL EVENTS GENERAL FILES

This series contains campus correspondence, off-campus near-print informational material, procedural guidelines, photocopies of invoices, photocopies of Material Work Orders, and file notes.

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 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.

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

NIGHT SHIFT AND DAY SHIFT REORGANIZATION NOTEBOOKS

This series contains Night Shift and Day Shift Reorganization reports.

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

OLD CARPENTRY BUILDING CUSTODIAL SUPERVISOR ADMINISTRATIVE FILES

This series contains campus correspondence, campus near-print informational material, Attendance Log sheets noting name and hours worked, photocopies of leave slips sent to Facility Services Personnel, computer-generated Reviews of Daily Transactions, NCR copies of Daily Timesheets, computer-generated Reports of Leave Balances received from Facility Services Personnel, photocopies of Time Summaries, and Telephone Call-In Log sheets with the following information: name, date, and reason for missing work.

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. Correspondence:

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

OPERATIONS MANUAL

This series contains an Operations Manual.

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

PAYROLL SUMMARY NOTEBOOK

This series contains Payroll Summaries.

RETENTION: Retain in office until superseded, then destroy by

recycling.

POLICIES AND PROCEDURES FILES

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

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOK

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.

PROCEDURES NOTEBOOKS

This series contains Facility Services Employee Handbook, Civil Service manual, and LSU procedural guidelines received from campus offices.

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

PROJECTS AND ACTIVITIES FILES

This series contains campus correspondence.

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

then recycling.

PROJECTS AND ACTIVITIES FILES

This series contains photocopies of campus correspondence, computer-generated work orders, and file notes.

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

PROJECTS AND STUDIES FILES

This series contains photocopies of Facility Services campus correspondence, letters received, meeting minutes, photocopies of newspaper clippings, photocopies of publication excerpts, and draft news releases.

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

PROMOTION FILES

This series includes but may not be limited to faculty meeting minutes, letters of endorsement, score sheets, and photocopies of applications.

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

PURCHASING FILES

This series contains correspondence, off-campus near-print informational material, photocopies of contracts received from Purchasing, photocopies of requisitions received from Resources, product testing reports, and furniture surveys.

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

QUALITY CONTROL INSPECTOR REPAIR REPORTS

This series contains photocopies of repair reports.

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

RECEIPTS

This series contains photocopies of receipts received from off

campus.

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

Center, then destroy by shredding then landfill.

RECYCLING FILES

This series contains campus correspondence, meeting minutes, campus and off-campus near-print informational material, procedural guidelines sent to campus offices, photocopies of contracts received from Purchasing, photocopies of invoices sent to Purchasing, photocopies of receiving reports received from Facility Services Resources, NCR copies of requisitions received from Purchasing, file notes, and photocopies of campus maps.

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

REFERENCE FILES

This series contains campus correspondence, master forms, campus

near-print informational material, procedural guidelines, Day and

Night Reorganization Manual, computer-generated Employee Work

Hours received from Payroll, and key log sheets noting key number and use.

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

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

REPAIR SHOP MANAGER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, computer-generated Equipment Inventories received from Property Control, campus and off-campus near-print informational material, file notes, Pick Up Orders, NCR copies of Material Orders sent to University Stores, and file lists.

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

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

REPORTS OF DAILY TRANSACTIONS

This series contains computer-generated Reports of Daily

Transactions.

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

REPORTS OF LEAVE BALANCES

This series contains computer-generated Reports of Leave

Balances.

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

REPORTS OF REPAIRS NEEDED

This series contains photocopies of Reports of Repairs Needed.

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

REVIEWS OF DAILY TRANSACTIONS

This series contains computer-generated weekly Reviews of Daily

Transactions received from Payroll.

RETENTION: Retain in office until summarized, then destroy by

landfill.

ROSTER OF EMPLOYEES

This series contains computer-generated Roster of Employees received from Human Resource Management.

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

SAFETY AND TRAINING INFORMATION FILES

This series contains campus correspondence, newspaper clippings, excerpts from publications, LSU Today, Facility Services Newsletters, 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.

SAFETY FILE

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

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

SAFETY MEETING REPORTS

This series contains photocopies of Safety Meeting Reports.

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

SCHEDULES

This series contains work schedules.

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

SELECTION COMMITTEE MEETING FILES

This series contains job applicant letters of reference, job applicant resumes, photocopies of Positions Descriptions received from Human Resource Management, and file notes.

RETENTION: Records for those not hired: Retain 1 year in office, then destroy by shredding then landfill. Records for those hired: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

SIGN-OUT SHEETS

This series contains gate card and camera sign-out sheets with

date, name of person, etc.

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

STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of PER-26 Referrals received from Human Resource Management, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, photocopies of evaluations, photocopies of step increases received from Human Resource Management, photocopies of leave slips, photocopies of job descriptions sent to Human Resource Management, file notes, and campus and off-campus correspondence.

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

STOCK ROOM INVENTORY

This series contains stock room inventory lists.

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

STOCK CLERK WORKING FILES

This series contains photocopies of campus correspondence, NCR copies of Internal Transactions received from LSU Union Bookstore, NCR copies of Material Orders sent to Facility Services Work Control, photocopies of dust mop receipts sent to Facility Services Accounting, photocopies of stripping pad invoices sent to Facility Services Accounting, and Material Safety Data Sheets received from off campus.

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

SUPERVISOR ADMINISTRATIVE FILES

This series contains campus correspondence, Certificates to Return to Work, photocopies of Service Rating reports received from Civil Service, photocopies of Applications for Leave sent to Facility Services Personnel, Daily Incident Reports, and photocopies of diplomas received from off campus.

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

SUPERVISOR II ADMINISTRATIVE FILES

This series contains Building Services campus correspondence, safety training near-print informational material, 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 recycling.

SUPERVISOR BUILDING FILES

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

SUPERVISOR STAFF PERSONNEL FILES

This series contains photocopies of Position Descriptions received from Human Resource Management, photocopies of letters of counseling sent to employees, and photocopies of leave slips sent to Facility Services Personnel.

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

SUPPLY INVENTORY REPORTS

This series contains photocopies of Monthly Supply Inventory

Reports.

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

SUPPLY LISTS

This series contains photocopies of supply lists.

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

SUPPLY ORDER LISTS

This series contains monthly Supply Order Lists received from

Facility Services departments.

RETENTION: Retain in office while active, then destroy by

recycling.

TELEPHONE MESSAGE LOG

This series contains telephone Message log sheets with the

following information: absentees, attendance, and excuses.

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

TIME SUMMARIES

This series contains sheets with name and hours worked.

RETENTION: Retain in office while active, then destroy by

recycling.

TIMESHEET SUMMARIES

This series contains original timesheet summaries.

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

TIMESHEETS

This series contains photocopies of timesheets.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

TIMESHEETS RECEIVED

This series contains computer-generated timesheets received from

Payroll.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

TIMESHEETS SENT

This series contains NCR copies of timesheets sent to Payroll.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

TRAINING MANUAL

This series contains training manuals received from off campus.

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

TRAINING SEMINAR CAMPUS CORRESPONDENCE

This series contains photocopies of Facility Services campus correspondence.

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

TRAINING/SAFETY MEETING NOTEBOOKS

This series contains photocopies of Training/Safety Meeting Reports, attendance sheets, and photocopies of meeting handouts.

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

TRUCK MILEAGE LOG

This series contains mileage log sheets with beginning mileage, end mileage, and location.

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

UNIVERSITY RECYCLING PROGRAM FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from Recycling Committee, photocopies of news releases received from off campus, photocopies of awards of bids sent to Purchasing, campus maps, and file notes.

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

UNIVERSITY SAFETY MANUAL

This series contains University Safety Manuals received from

Safety Office.

RETENTION: Retain in office until superseded1 then destroy by

recycling.

UNIVERSITY SPACE ALLOCATION REPORTS

This series contains computer-generated University Space

Allocation Reports received from Facility Planning.

RETENTION: Retain in office until superseded, then destroy by

landfill.

UNIVERSITY STORES CATALOG

This series contains University Stores catalogs received from

University Stores.

RETENTION: Retain in office until superseded, then destroy by

landfill.

VENDOR INFORMATION FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, photocopies of contracts sent to Purchasing, file notes, and classroom furniture forms.

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.

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

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

WEEKLY KEY LOG

This series contains photocopies of sheets with key number, date/time issued, name issued to, etc.

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

WEEKLY PAGER LOG

This series contains photocopies of sheets with pager number, date/time issued, name issued to, etc.

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

WEEKLY, MONTHLY, AND ANNUAL BUDGET REPORTS

This series contains weekly, monthly, and annual budget reports

received from Facility Services.

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

WEEKLY WORK SCHEDULES

This series contains annotated weekly work schedules received

from Facility Services Resources.

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

WILLIAMS CUSTODIAL SUPERVISOR ADMINISTRATIVE FILES

This series contains campus correspondence, campus near-print informational material, Employee Log sheets noting name and hours, photocopies of Incident Sheets, photocopies of Time Summaries, photocopies of Occupational Accident or Illness Reports sent to Group Benefits, photocopies of meeting sheets, computer-generated Review of Daily Transactions, computer-generated Report of Leave Balances received from Facility Services Personnel, NCR copies of Daily Timesheets, and Trash Bag log sheets noting name, number of bags taken, and date.

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.

WILLIAMS CUSTODIAL SUPERVISOR EMPLOYEE FILES

This series contains campus correspondence, photocopies of employee performance evaluations sent to Facility Services Personnel, file notes, and photocopies of Step Increases sent to Facility Services Personnel.

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

WILLIAMS CUSTODIAL SUPERVISOR REFERENCE FILES

This series contains campus correspondence, 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 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.

WORK ORDER LOG SHEETS

This series contains sheets with time work order received, time

work completed, etc.

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

WORK REQUESTS

This series contains photocopies or NCR copies of Work Requests

received from campus offices.

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

WORK REQUESTS (HANDWRITTEN)

This series contains handwritten work requests.

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

WORK REQUESTS (NCR)

This series contains NCR copies of Work Requests received from

campus offices.

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

CONSTRUCTION DIVISION/FACILITY SERVICES

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.

CATALOGS

This series contains manufacturer catalogs received from off

campus.

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

CONSTRUCTION COORDINATOR ADMINISTRATIVE FILES

This series includes but may not be limited to staff meeting minutes, photocopies of campus and off-campus correspondence, photocopies of construction schedules, file notes, campus near-print informational material, and field reports.

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

DATEBOOKS

This series contains daily calendars.

RETENTION: Retain for 1 year after end of calendar year, 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.

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.

ENERGY SERVICES/FACILITY SERVICES

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

ASSOCIATE DIRECTOR WORKING FILES

This series contains campus and off-campus correspondence, policy statements received from Office of the Chancellor, procedural guidelines, computer-generated budget reports, Purchase Orders received from campus offices, Position Descriptions received from off campus, computer-generated Leave Status Reports received from Facility Services Personnel, schedules, file notes, organizational charts, and computer-generated Overtime Reports.

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

Retain 3 years in office, then destroy by landfill.

ATTENDANCE REPORTS

This series contains Attendance Reports.

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

then landfill.

BLUEPRINTS

This series contains blueprints received from off campus.

RETENTION: Transfer to University Archives.

BOILER CHARTS

This series contains boiler charts.

RETENTION: Retain in office while active, then destroy by

landfill.

BOILER INFORMATION FILES

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

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.

BUILDING PERIMETERS FILES

This series contains building perimeter reports.

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

CHEMICAL PURCHASE FILES

This series contains Monthly Reports on Water Treatment Chemicals, original and computer-generated Material Safety Data Sheets received from off campus, campus correspondence, photocopies of invoices sent off campus, photocopies of Purchase Orders sent Purchasing, packing lists received from off campus, and NCR copies of Material Orders.

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

CHILLED WATER PROJECT FILES

This series contains meeting minutes received from campus offices, photocopies of Test Reports received from off campus, and file notes.

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

CORRESPONDENCE AND REPORTS FILES

This series contains campus correspondence and computer-generated

Classrooms Assigned After Hours reports.

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

then landfill.

DAILY MACHINERY INFORMATION CHARTS

This series contains Daily Machinery Information Charts.

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

DAILY MAINTENANCE CARDS

This series contains Daily Maintenance Cards.

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

DAILY POWER HOUSE LOG

This series contains log sheets noting hour readings, total steam

flow, return, and temperature.

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

DAILY TIMESHEETS

This series contains NCR copies of Daily Timesheets.

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

then landfill.

DAILY TIMESHEETS AND OVERTIME SUMMARIES

This series contains NCR copies of Daily Timesheets and computer-generated Overtime Summaries.

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

ELECTRICAL DAILY USAGE LOG

This series contains Electrical Daily Usage Log Sheets.

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

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.

ENERGY AUDITS

This series contains energy audits received from off campus.

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

EQUIPMENT INFORMATION FILES

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

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

FACILITY SERVICES AIR HANDLER SCHEDULE

This series contains computer-generated Facility Services Air

Handler Schedules.

RETENTION: Retain in office until summarized, then destroy by

landfill.

FEDERAL AND STATE PIPELINE SAFETY CODES NOTEBOOKS

This series contains Federal and State Safety Codes received from off campus.

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

GAS PROJECT FILES

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

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

GENERAL INFORMATION FILES

This series contains campus correspondence, procedural guidelines, and photocopies of Work Requests.

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.

GENERAL INFORMATION FILES

This series contains correspondence, off-campus near-print informational material, and photocopies of specifications received from off campus.

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.

GENERAL JOB FILES

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

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.

GENERAL TECHNICAL PUMP INFORMATION FILES

This series contains off-campus near-print informational material and specifications received from off campus.

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

HOURLY LOG READINGS

This series contains hourly log readings reports.

RETENTION: Retain in office until summarized, then destroy by

landfill.

INVOICES

This series contains photocopies of invoices sent to Facility

Services Accounting.

RETENTION: Retain in office while active, then destroy by

shredding then recycling.

LEAVE SLIPS

This series contains photocopies of leave slips.

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

MAIN SEWER LIFT STATION REPORT FILES

This series contains computer-generated Main Sewer Lift Station

Reports sent off campus and Chain of Custody Reports sent off

campus.

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

MAJOR UTILITIES NOTEBOOKS

This series contains major utilities information received from off campus.

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

MANAGER WORKING FILES

This series contains campus correspondence, off-campus near-print informational material, computer-generated Test Analysis sent off campus, Test Results sent off campus, and Test Requirements received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Computer-generated reports:

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

MATERIAL ORDERS

This series contains NCR copies of Material Orders.

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

MATERIAL ORDERS

This series contains NCR copies of Material Orders.

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

MISCELLANEOUS FILES, 1970-1990 (OBSOLETE)

This series contains campus correspondence, off-campus near-print informational material, survey sheets, and data sheets.

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

NEAR-PRINT INFORMATION 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.

OPERATION ENGINEER FOREMAN WORKING FILES

This series contains campus correspondence, Inspection Reports received from off campus, 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 landfill.

PERSONNEL INFORMATION FILES

This series contains correspondence, procedural guidelines, and position descriptions received from off campus.

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.

PERSONNEL PERFORMANCE FILES

This series contains campus and off-campus correspondence, employee performance evaluations, job applicant letters of reference, job applicant resumes, Position Descriptions, 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.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOKS

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

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

POSITION DESCRIPTIONS NOTEBOOK

This series contains position descriptions generated here and

received from off campus.

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

PREBOILER AND BOILER WATER ANALYSIS

This series contains photocopies of Preboiler and Boiler Water

Analysis.

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

PROJECT INFORMATION FILES

This series contains campus and off-campus correspondence, photocopies of reports sent off campus, and file notes.

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

PROJECTS FILES

This series contains campus and off-campus correspondence, photocopies of bids sent to Purchasing, photocopies of specifications received from off campus, file notes, data sheets, and reports.

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

PUMP DATA CARDS

This series contains pump data cards.

RETENTION: Retain in office until superseded, then destroy by

landfill.

PURCHASE NOTEBOOKS

This series contains campus correspondence, photocopies of invoices sent off campus, photocopies of Purchase Orders sent to Purchasing, file notes, packing lists received from off campus, and NCR copies of Material Orders.

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

PURCHASING FILES

This series contains invoices received from campus offices, NCR

copies of Purchase Orders sent to Purchasing, NCR copies of

Requisitions sent to Purchasing, and file lists.

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

Center, then destroy by landfill.

REDUCED RECORD DRAWINGS

This series contains reduced photocopies of Record Drawings.

RETENTION: Retain in office while active, then destroy by

recycling.

REFERENCE NOTEBOOKS

This series contains campus and off-campus near-print informational material, survey sheets, and data sheets.

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

REQUISITIONS

This series contains photocopies of Requisitions sent to

Purchasing.

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

RESOURCE INFORMATION FILES

This series contains off-campus near-print informational material and photocopies of articles received from campus offices.

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

SUPERINTENDENT WORKING FILES

This series contains campus correspondence, photocopies of Purchase Orders received from Purchasing; file notes, and NCR copies of Excavation Permits generated here or received from contractors

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

TECHNICAL ASSISTANCE REPORTS

This series contains Technical Assistance Reports received from

off campus.

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

TELEPHONE, LEAK, AND RECTIFIER INSPECTION REPORTS

This series contains Telephone, Leak, and Rectifier Inspection

Reports.

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

TONNAGE OF AIR CONDITIONING USED LOG

This series contains sheets noting date, amount used, etc.

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

UNIVERSITY STORES MONTHLY STATEMENTS NOTEBOOK

This series contains computer-generated University Stores Monthly

Statements received from University Stores.

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

USAGE REPORTS

This series contains computer-generated Usage Reports.

RETENTION: Retain in office until summarized, then destroy by

recycling.

UTILITIES FILES

This series contains campus and off-campus correspondence, computer-generated Sewer Billing reports, and utilities bills received from off campus.

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

VENDOR CATALOGS

This series contains vendor catalogs.

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 and file notes.

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

VETERINARY MEDICINE BOILER ROOM DAILY LOG

This series contains daily log sheets noting consumption per hour

and output per hour.

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

WATER AND GAS METER CARDS

This series contains Water and Gas Meter Cards.

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

WATER SYSTEM ANALYSIS FILES

This series contains photocopies and originals of Preboiler and

Boiler Water Analysis and Cooling Water System Analysis.

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

WEEKLY WATER TREATMENT REPORTS

This series contains photocopies of Weekly Water Treatment

Reports

RETENTION: Retain in office until summarized, 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.

WORK LOG

This series contains log sheets noting date and activity.

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

WORK REQUESTS

This series contains NCR copies of Work Requests.

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

WORKING FILES

This series contains procedural guidelines, budget reports, file notes, and surveys.

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

WORKING FILES

This series contains campus correspondence, photocopies of meeting minutes received from campus offices, campus and off-campus near-print informational material. specifications received from off campus, file lists.

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

INTERIOR DESIGN DIVISION, FACILITY DEVELOPMENT/FACILITY SERVICES

CARPET CLOSET FILE

This series contains catalogs received from vendors.

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

INTERIOR DESIGN LIBRARY CATALOGS

This series contains catalogs received from off campus.

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

PROJECT DRAWINGS FILE

This series contains floor plans.

RETENTION: Retain permanently in office.

PROJECT FILES

This series includes but may not be limited to campus and off-campus correspondence, off-campus near-print informational material, worksheets, file notes, photocopies of requisitions sent to Purchasing, and photocopies of bids received from Purchasing.

RETENTION: Retain in office 7 years after termination of contract, then destroy by landfill.

PROJECT SAMPLE FILE

This series contains samples received from vendors.

RETENTION: Retain in office while active, then destroy by

landfill.

SAMPLE LIBRARY

This series contains samples received from vendors.

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

STUDENT ASSISTANTS WORKING FILES

This series contains file notes and procedural guidelines.

RETENTION: Retain in office while active, 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.

LANDSCAPE SERVICES/FACILITY SERVICES

ANNUAL REPORTS, 1984-1987 (OBSOLETE)

This series contains photocopies of annual reports sent to Office

of the Director.

RETENTION: Destroy by shredding then landfill.

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains campus correspondence, off-campus near-print informational material, photocopies of invoices received from off campus, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Requests for Authorization to Travel sent to Accounting Services, purchasing specifications, file notes, and photocopies of applications received from Facility Services Personnel.

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.

ASSISTANT DIRECTOR REPORTS FILES

This series contains campus correspondence, computer-generated Operating Budgets for Fiscal Years, budget reports, computer-generated monthly ledger sheets received from Accounting Services, photocopies of accident reports received from LSU Campus Police, training/safety meeting reports, computer-generated Annual Leave Summaries received from Human Resource Management, and file notes.

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

ASSISTANT MANAGER ADMINISTRATIVE FILES

This series contains photocopies of letters sent, computergenerated Equipment Inventories received from Property Control, NCR copies of Work Requests received from Work Control, photocopies of Position Descriptions received from Human Resource Management, file lists, safety meeting attendance lists, and repair transactions log sheets noting equipment, type of job, etc.

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.

BUDGET REPORTS, 1983-1989 (OBSOLETE)

This series contains budget reports.

RETENTION: 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.

GROUNDS MANAGER AND FACILITY MAINTENANCE MANAGER ADMINISTRATIVE FILES

This series contains employee performance evaluations, computer-generated timesheets, Payroll Summaries, NCR copies of Work Requests received from Work Control, file notes, photocopies of safety reports sent to the Safety Officer, photocopies of monthly safety self inspections sent to the Safety Officer1 and log sheets noting problem, date, etc.

RETENTION: Performance evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. 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. All other contents: Retain 3 years in office, then destroy by recycling.

PARTS MANUALS

This series contains parts manuals received from off campus.

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

PERSONNEL FILES

This series contains campus correspondence and photocopies of the following received from Facility Services Personnel: employee performance evaluations, LSU-l Personnel Actions, 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.

POLICIES AND PROCEDURES FILES

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

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

POLICY STATEMENTS

This series contains photocopies of policy statements received from Office of the Chancellor.

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

PURCHASE ORDERS

This series contains NCR copies of Purchase Orders sent to

Purchasing.

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

SUPERVISOR ADMINISTRATIVE FILES

This series contains correspondence, photocopies of Facility Services procedural guidelines, employee performance evaluations, computer-generated timesheets, file notes, weekly work schedules, NCR copies of Work Requests received from Work Control, safety topics, key log sheets, vehicle log sheets noting mileage and gas usage, photocopies of monthly safety self inspections, LSU-5 Attendance and Leave Reports, NCR copies of Purchase Orders sent to Purchasing, and photocopies of daily reports.

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. All other contents:

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

TECHNICAL MANUALS

This series contains technical manuals received from off campus.

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

TIMESHEETS

This series contains computer-generated timesheets 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