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RETENTION: Retain in office while active or until superseded, then destroy by recycling.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

This series contains photocopies of Facility Services work

schedules.

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

 

PERSONNEL SERVICES/FACILITY SERVICES

 

ACCIDENT REPORTS

This series contains photocopies of vehicular accident reports sent to Public Safety and photocopies of personal accident reports.

RETENTION: Retain in office 30 years after settlement, then destroy by shredding then recycling.

 

ACTIVITY FILES

This series contains assignments sent off campus and file notes.

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

 

ADMINISTRATIVE DATABASES

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

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

 

ADMINISTRATIVE FILES

This series contains annual reports sent to Office of the

Director and campus and off-campus correspondence.

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

then landfill.

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

 

CONTINUING EDUCATION CERTIFICATES

This series contains photocopies of certificates.

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

 

CORRESPONDENCE FILES

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

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

 

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

 

EMPLOYEE INSURANCE FILES

This series contains campus correspondence, photocopies of insurance forms sent to Human Resource Management, and photocopies of Statements of Health sent to Human Resource Management.

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

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

 

EMPLOYEE RELATIONS FILES

This series contains correspondence, photocopies of investigative reports sent off campus, photocopies of police reports received from LSU Campus Police and off campus, and photocopies of court records received from off campus.

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

 

GENERAL FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of policy statements received from Office of the Chancellor, and photocopies of procedural guidelines.

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.

 

GRIEVANCE FILES

This series contains photocopies of grievances sent to Human

Resource Management and photocopies of reports received from

Human Resource Management.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

HUMAN RESOURCE DEVELOPMENT SPECIALIST WORKING FILES

This series contains campus correspondence and photocopies of applications.

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

 

INFORMATION FILES, 1988-1991 (OBSOLETE)

This series contains correspondence, campus and off-campus near-print informational material, class rosters, and log sheets with name, date of class, etc.

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

 

LEAVE FILES

This series contains NCR copies of leave slips and computer-generated leave reports.

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

 

LEAVE SLIPS

This series contains leave slips received from Facility Services.

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

 

LEAVE TRACKING REPORTS

This series contains computer-generated Leave Tracking Reports received from Automated Systems.

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

 

LEAVE WITHOUT PAY OCCURRENCE REPORTS

This series contains computer-generated Leave Without Pay

Occurrence Reports received from Human Resource Management.

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

 

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus near-print informational material.

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

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of policy statements, photocopies of procedural guidelines received from campus offices, and Civil Service Regulations received from off campus.

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

 

SEXUAL HARASSMENT FILES

This series contains original copies or photocopies of complaints sent to Human Resource Management, original copies or photocopies of investigative reports sent to Human Resource Management, and campus correspondence received from Human Resource Management.

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

 

STAFF PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource Management: Position Descriptions, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, PER-2 Personnel Appointments, PER- 3 Personnel Status Changes, resignations, and retirement forms.

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

 

STEP INCREASE REPORTS

This series contains NCR copies of computer-generated Step

Increase Reports sent to Human Resource Management.

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

then landfill.

 

STUDENT PERSONNEL FILES

This series contains campus correspondence, NCR copies of Employment Processing Forms sent to Student Aid and Scholarships, photocopies of 1-9 Employee Eligibility Verifications sent to Student Aid and Scholarships or Payroll, photocopies of W-4s sent to Student Aid and Scholarships or Payroll, photocopies of driver's license received from students, photocopies of social security cards, and photocopies of Loyalty Oaths sent to Student Aid and Scholarships or Payroll.

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

 

TIME CARDS

This series contains time cards.

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

then landfill.

 

TIME SUMMARIES FILES

This series contains timecards and computer-generated Weekly Time

Summaries.

RETENTION: Retain 7 years in office, 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.

 

WORKER COMPENSATION FILES

This series contains campus correspondence, computer-generated leave balances, and photocopies of the following sent to Human Resource Management: accident reports, doctor excuses, doctor bills, requests for refund of mileage, worker compensation checks, and worksheets.

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

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

 

PLANNING DIVISION, FACILITIES DEVELOPMENT/FACILITY SERVICES

 

APPOINTMENT CALENDARS

This series contains appointment calendars with names, dates, times, and notes.

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

 

CONFERENCE MATERIALS FILES

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

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

 

LANDSCAPE ARCHITECT WORKING FILES

This series contains photocopies of computer use guidelines.

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

 

LSU CAMPUS AERIAL PHOTOGRAPHS

This series contains photographs received from off campus.

RETENTION: Retain permanently in office.

 

PROJECT DRAWINGS FILE

This series contains construction plans, planning plan drawings,

and annotated survey maps received from Facility Services.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

PROJECT FILES

This series contains project reports, excerpts from publications, sketches, drawings, plans, field surveys, campus and off-campus correspondence, bids, worksheets, file notes, and annotated report drafts.

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

 

SAMPLES FILE

This series contains size graded limestone chips and sample bricks.

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

 

VENDOR CATALOGS

This series contains catalogs received from off campus.

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

 

RESOURCE SERVICES/FACILITY SERVICES

 

ACCOUNTANT WORKING FILES

This series contains campus correspondence1 campus and off-campus near-print informational material, procedural guidelines, computer-generated Chart of Accounts received from Accounting Services, file lists, Records of Concern, organizational charts, computer-generated Sewer Charges, file notes, computer-generated Telephone Equipment Inventories received from Telecommunications, Time Summary sheets, graphs, computer-generated Profit and Loss Statements, and computer-generated Expenditure Reports.

RETENTION: Organizational charts: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. Accounting 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.

 

ACCOUNTING FILES

This series contains NCR copies of Internal Transactions sent to Facility Services Accounting, computer-generated monthly ledger sheets received from Facility Services Accounting, NCR copies of Purchase Orders sent to Purchasing, NCR copies of requisitions sent to Purchasing, photocopies of Travel Expense Vouchers, computer-generated Telephone Charges lists received from Telecommunications, NCR copies of Petty Cash Vouchers sent to Facility Services Accounting, Transmittals sent to Facility Services Accounting, Daily Time Slips, computer-generated receipts received from campus offices, adding machine tapes, and computer-generated Utilities Cost Reports received from Facility Services Accounting.

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

 

ACCOUNTING LEDGERS

This series contains monthly ledger sheets received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

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.

 

ALTERATIONS TO DAILY TIMESHEETS NOTEBOOK

This series contains Alterations to Daily Timesheets.

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

 

ANALYST WORKING FILES

This series contains NCR copies of Purchase Orders sent to Facility Services Accounting, NCR copies of requisitions sent to Facility Services Accounting, and file notes.

RETENTION: Purchase orders and requisitions: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

 

APPOINTMENT BOOKS

This series contains appointment books.

RETENTION: Retain in office for 1 year after end of calendar

year, then destroy by landfill.

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, meeting minutes received from campus offices, contracts received from off campus, agendas received from campus offices, and file notes.

RETENTION: Contracts: Retain in office 3 years after termination of contract, 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.

 

BLUEPRINTS

This series contains original copies and photocopies of

blueprints received from off campus.

RETENTION: Transfer to University Archives.

 

BLUEPRINTS AND BUILDING SPECIFICATIONS

This series contains blueprints received from off campus and

building specifications received from off campus.

RETENTION: Transfer to University Archives.

 

BUILDING SPECIFICATIONS

This series contains building specifications received from off

campus.

RETENTION: Retain permanently in office.

 

BUILDING SPECIFICATIONS AND PROJECT MANUALS

This series contains building specifications received from off

campus and project manuals.

RETENTION: Transfer to University Archives.

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then landfill.

 

CHART OF ACCOUNTS

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

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

 

CLERK WORKING FILES

This series contains campus and off-campus near-print informational material, file lists, file notes, computer-generated lists, and logsheets with person sent (radio number), building, and problem.

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

 

CODES BOOKS AND BUILDING SPECIFICATIONS

This series contains codes books received from off campus and building specifications received from off campus.

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

 

COMPLETED WORK ORDER FILES

This series contains NCR copies of Purchase Orders received from

Purchasing, Work Requests, Shop Material Reports, and computer-

generated Warehouse Receipts received from University Stores.

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

Center, then destroy by landfill.

 

COMPUTER PUNCH CARDS (OBSOLETE)

This series contains computer punch cards of unknown date.

RETENTION: Destroy by landfill.

 

CUMULATIVE REPORTS

This series contains computer-generated Cumulative Reports.

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

 

DAILY AND MONTHLY TIME SUMMARIES

This series contains Daily and Monthly Time Summaries.

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

 

DAILY RECEIPTS

This series contains computer-generated Daily Receipts with

Filling Station Receipts received from Service Station.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

DAILY TIME REPORTS

This series contains NCR copies of Daily Time Reports sent to

Facility Services Accounting.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

 

DAILY TIMESHEETS

This series contains NCR copies of Daily Timesheets.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

 

DEPARTMENTAL FILES

This series contains annual reports sent to Office of the Vice-

Chancellor, campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines received from campus offices, and surveys.

RETENTION: Surveys: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by shredding then landfill. Correspondence: Retain S years in office, then destroy by shredding then landfill. All other contents: Retain in office 5 years, then destroy by recycling.

 

DESIGN SPECIALIST WORKING FILES

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

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

 

DESIGN STANDARDS, 1989-1989 (OBSOLETE)

This series contains photocopies and original copies of Design

Standards.

RETENTION: Retain 20 years in office, then destroy by landfill.

 

DETAILED ESTIMATES FILES

This series contains file lists, Tasks/Materials, Preliminary

Estimate Approvals, NCR copies of Requests for Estimates,

worksheets, and computer-generated Preliminary Estimates.

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

Center, then destroy by l~dfill.

 

DRAFTSMAN REFERENCE NOTEBOOKS

This series contains property maps and lists of plans in Hill

Memorial Library.

RETENTION: Retain permanently in office.

 

DRAWINGS

This series contains original copies and matt film copies of

drawings generated here and received from off campus.

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.

 

EMPLOYEE FILES

This series contains campus correspondence, employee performance evaluations, description actions, 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.

 

EMPLOYEE LISTS

This series contains computer-generated Employee Lists received from SNCC.

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

 

EQUIPMENT INVENTORIES

This series contains computer-generated Equipment Inventories

received from Property Control.

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

 

ESTIMATES

This series contains NCR copies of Estimates.

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

Center, then destroy by landfill.

 

ESTIMATES FILES

This series contains campus correspondence, NCR copies Requests

for Estimates sent to campus offices, computer-generated

Preliminary Estimates, and worksheets.

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

Center, then destroy by landfill.

 

ESTIMATING NOTEBOOKS

This series contains Estimating Notebooks received from off campus.

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

 

FACILITY SERVICES BUILDING APERTURE CARDS

This series contains aperture cards with negatives.

RETENTION: Retain permanently in office.

 

FACILITY SERVICES RECORDAK CARDS

This series contains recordak cards with attached negatives of

plans.

RETENTION: Retain permanently in office.

 

FILE NOTES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

FLOOR PLANS AND BUILDING SPECIFICATIONS

This series contains floor plans received from off campus and

building specifications received from off campus.

RETENTION: Transfer to University Archives.

 

GARBAGE REPORTS

This series contains computer-generated Garbage Reports.

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

 

GENERAL CORRESPONDENCE

This series contains correspondence.

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

then landfill.

 

GENERAL DETAILED ESTIMATES FILES, 1989-1989 (OBSOLETE)

This series contains blueprints received from off campus, computer-generated Detailed Estimates, and computer-generated Listing of Facilities by Building and Account Number.

RETENTION: Blueprints: Retain permanently in office. All other contents: Retain in office until superseded, then destroy by landfill.

 

GENERAL WORK REQUESTS FILES

This series contains campus correspondence, NCR copies of estimates, and NCR copies of Work Requests.

Estimates: 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. Work requests: Retain 3 years in office, then destroy by landfill.

 

GAS LOCATION GRID MAPS

This series contains grid maps of gas locations received from off

campus.

RETENTION: Retain permanently in office.

 

HAZARDOUS DUTY PAY FORMS

This series contains Hazardous Duty Pay forms.

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

 

INJURY REPORTS

This series contains photocopies of Injury Reports sent to Risk Managements.

RETENTION: Record (master) copy: Retain in office 30 years after settlement, then destroy by shredding then recycling.

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

 

INSURANCE CLAIMS

This series contains photocopies of Insurance Claims sent to

Public Safety.

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

Duplicates: Retain in office while active, then destroy by

shredding then landfill.

 

INTERNAL TRANSACTIONS

This series contains NCR copies of Internal Transactions sent to

Facility Services Accounting.

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

 

INTERNAL TRANSACTIONS AND WAREHOUSE RECEIPTS

This series contains NCR copies of Internal Transactions and

Warehouse Receipts sent to Facility Services Accounting.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

INVOICES PAID DURING THE PERIOD REPORTS

This series contains computer-generated Invoices Paid During the

Period Reports received from Facility Services Accounting.

RETENTION: Retain in office while summarized, then destroy by

landfill.

 

JOB COMPLETED WORK ORDERS FILES

This series contains campus correspondence, file notes, Project Actions, NCR copies of Requests for Estimates sent to campus offices, Estimate Approval Sheets, Material Cost Estimates, NCR copies of Material Orders sent to Purchasing, computer-generated New Order Proof Lists, and Project Execution Schedules.

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

 

JOB COST LABOR REPORTS

This series contains computer-generated Job Cost Labor reports received from SNCC.

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

 

JOB REQUEST CARDS, 1984 (OBSOLETE)

This series contains job request cards.

RETENTION: Destroy by landfill.

 

JOURNAL VOUCHERS

This series contains photocopies of Journal Vouchers sent to Facility Services Accounting.

RETENTION: Record (master) copy: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill.

 

KEY ORDERS LOG

This series contains logsheets noting Work Request number, department requesting, room number, signature, date, and number of keys requested.

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

 

LEAVE BALANCE REPORTS

This series contains computer-generated Leave Balance reports received from Facility Services Personnel.

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

 

LEAVE SLIPS

This series contains 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 landfill.

 

LEDGERS

This series contains computer-generated ledgers received from

Facility Services Accounting.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

LISTS OF EQUIPMENT

This series contains computer-generated Lists of Equipment.

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

 

MAINTENANCE SUPERINTENDENT ADMINISTRATIVE FILES

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

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

 

MAINTENANCE SUPERINTENDENT REFERENCE NOTEBOOKS

This series contains campus and off-campus near-print informational material, procedural guidelines, Fire Alarm Locations, Ladder Logs noting name and date, On-Call Logs noting names, positions, and telephone numbers, Building Names and Key number logs noting name, date, and key number, and Material Safety Data Sheets received from Campus Safety.

RETENTION: 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.

 

MANAGER WORKING FILES

This series contains off-campus near-print informational material, computer-generated monthly ledger sheets received from Facility Services Accounting, Work Schedules, Work Requests received from campus offices, and graphs.

RETENTION: Ledges: Retain 5 years in office, then destroy by landfill. Work requests: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by landfill.

 

MANAGER ADMINISTRATIVE FILES

This series contains file lists and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MANAGER REFERENCE FILES

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

RETENTION: Timesheets: Retain in office until summarized, then destroy by shredding then landfill. Organizational charts: Retain permanently in office. All other contents: Retain in office while active, then destroy by recycling.

 

MANUALS

This series contains manuals received from off campus.

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

 

MATERIAL ORDER FILES

This series contains photocopies of Purchase Orders sent to

Purchasing and requisitions sent to Purchasing.

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

 

MATERIAL ORDER NUMBERS LIST

This series contains photocopies of Material Orders Numbers Lists received from University Stores.

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

 

MATERIAL ORDERS

This series contains Material Orders.

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

 

MONTGOMERY ELEVATOR FILES, 1987-1988 (OBSOLETE)

This series contains correspondence and photocopies of Mechanics

Time Tickets received from off campus.

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

then landfill.

 

MONTHLY LABOR DOCUMENTATION

This series contains computer-generated Monthly Labor Documentations received from SNCC.

RETENTION: Record (master) copy: Retain in office until summarized, then destroy by landfill. Duplicates: Retain in office while active, then destroy by landfill.

 

MOVABLE EQUIPMENT REPORTS

This series contains computer-generated Movable Equipment

reports.

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

 

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

 

NIGHT LOG

This series contains night logsheets with the following information: time of call, location, request, person called, and action taken.

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

 

OFFICE MANAGER ADMINISTRATIVE FILES

This series contains campus correspondence, campus near-print informational material, computer-generated monthly ledger sheets received from Facility Services Accounting, Project Approval forms received from Budget and Planning, computer-generated Backlog Statistics reports with graphs, computer-generated Leave Tracking Reports received from Facility Services Personnel, employee leave slips, and computer-generated Reports of Leave Transactions received from Facility Services Accounting.

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 landfill.

 

ON-CALL LOG

This series contains logsheets noting area, name, and date.

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

 

OPERATION AND MAINTENANCE MANUALS AND DIRECTORIES

This series contains manuals received from off campus and directories received from off campus.

RETENTION: Manuals generated here: Record (master) copy:

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

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

 

OVERTIME WAGE PAYROLL FILES

This series contains overtime reports and photocopies of

Supplemental Vouchers sent to Payroll.

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

Center, then destroy by shredding then landfill.

 

PAYROLL LEAVE FILES

This series contains photocopies of vouchers sent to Payroll,

computer-generated leave reports, Alterations to Daily

Timesheets, and computer-generated leave adjustments.

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

 

PAYROLL VOUCHERS

This series contains photocopies of Payroll Vouchers sent to Payroll.

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

Record (master) copy: Retain 2 years in office, then Records Center, then destroy by shredding Duplicates: Retain in office while active, then landfill.

 

PLANNER-ESTIMATOR REFERENCE FILES

This series contains campus and off-campus correspondence, 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.

 

PLANNER-ESTIMATOR WORKING FILES

This series contains campus correspondence, photocopies of requisitions sent to Purchasing, Position Descriptions, file lists, NCR copies of Requests for Estimates received from campus offices, photocopies of Project Actions, NCR copies of Material Orders, file notes, building diagrams, photocopies of police reports received from Campus Police, photocopies of bids sent to Purchasing, and cover sheets.

RETENTION: Project records: Retain in office 7 years after term of contract, then destroy by landfill. All other contents:

Retain in office while active, then destroy by recycling.

 

PLANS BOOK

This series contains photocopies of plans.

RETENTION: Retain permanently in office.

 

POLICY STATEMENTS NOTEBOOK

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

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

 

PREVENTIVE MAINTENANCE EQUIPMENT INVENTORY NOTEBOOKS

This series contains Preventive Maintenance Equipment

Inventories.

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

 

PREVENTIVE MAINTENANCE REPORTS

This series contains computer-generated Preventive Maintenance

Reports received from SNCC.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

PREVENTIVE MAINTENANCE WORKSHEETS NOTEBOOKS

This series contains Preventive Maintenance Worksheets.

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

 

PROCEDURAL GUIDELINES NOTEBOOKS

This series contains procedural guidelines received from campus offices.

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

 

PROJECTS FILES

This series contains campus correspondence, worksheets, and computer-generated reports.

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

 

PURCHASE ORDERS

This series contains NCR copies or photocopies of Purchase Orders sent to Purchasing.

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

 

PURCHASING FILES

This series contains photocopies of Purchase Orders sent to

University Stores, photocopies of Requisitions sent to

Purchasing, photocopies of quotes received from off campus,

Facility Services Purchase Order Releases, computer-generated

University Purchasing Bid Summaries received from Purchasing,

computer-generated Item Specifications, and Material Orders.

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

 

RECEIPTS

This series contains computer-generated receipts with tapes

received from University Stores.

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

Center, then destroy by shredding then landfill.

 

RECEIVING REPORTS

This series contains Receiving Reports sent to Accounting

Services.

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

 

RECORD DRAWINGS

This series contains record drawings received from off campus.

RETENTION: Transfer to University Archives.

 

REFERENCE FILES

This series contains photocopies of campus correspondence, campus near-print informational material, procedural guidelines, file lists, file notes, computer-generated lists, and computer-generated Rosters of Employees.

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

 

REFERENCE NOTEBOOKS

This series contains campus correspondence, policy statements received from Office of the Chancellor, campus and off-campus near-print informational material, procedural guidelines, file notes, reports generated here and received from off campus, file lists, photocopies of articles received from campus offices, worksheets, charts, graphs, Master On-Call Schedules, ledger sheets, photocopies of Internal Transactions sent to Facility Services Accounting, Charge-Out Rates, and Meter Reading Entry forms.

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

 

REPORTS

This series contains computer-generated reports.

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

then recycling.

 

REQUISITIONS

This series contains NCR copies of Requisitions sent to

Purchasing.

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

 

REQUISITIONS LOG

This series contains logsheets listing requisitions by date.

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

 

SCHEDULE OF ANNUAL AND SICK LEAVE TAKEN

This series contains a computer-generated Schedule of Annual and

Sick Leave Taken received from Administrative Information

Systems.

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

 

SHOP MATERIAL REPORTS

This series contains NCR copies of Shop Material Reports.

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

 

SPECIALLY FUNDED PROJECTS LOG

This series contains a projects log noting Work Request numbers, descriptions, building, amount, and account number.

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

 

STAFF LEAVE FILES

This series contains LSU-5 Attendance and Leave Records.

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

 

STAFF PERSONNEL FILES

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

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

 

STANDING ORDERS

This series contains photocopies of Standing Orders sent to

Purchasing.

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

 

STORM DRAIN LOCATION NOTEBOOK

This series contains file lists and photocopies of aerial views of campus.

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

 

STUDENT PAYROLL CHECK DISTRIBUTION FILES

This series contains photocopies of Payroll Vouchers sent to Payroll, computer-generated Payroll Check Distribution Reports received from Payroll, and computer-generated Time Summaries received from Accounting Services.

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

 

STUDENT PAYROLL TIMESHEET FILES

This series contains student timesheets and photocopies of

vouchers sent to Payroll.

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

 

SUBSIDIARY EXPENDITURE LEDGERS

This series contains computer-generated Subsidiary Expenditure

Ledgers received from SNCC.

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

 

TIMESHEETS

This series contains photocopies of timesheets sent to Payroll.

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

 

TOOL CHECKOUT FILES

This series contains computer-generated Lists of Tools Checked

Out.

RETENTION: Retain in office while active, then destroy by

landfill.

 

TOOL ORDER FILES

This series contains Tool Requests and NCR copies of Material

Orders.

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

 

TRAINING FILES

This series contains campus and off-campus correspondence, 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.

 

UNAPPROVED ESTIMATES FILES

This series contains correspondence, drawings received from off campus, Material Lists, and estimates received from campus and off campus offices.

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

 

UNIVERSITY STORES CATALOG

This series contains a University Stores Catalog.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

UNIVERSITY STORES SUMMARIES OF PURCHASES

This series contains computer-generated University Stores

Summaries of Purchases received from University Stores.

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

 

UPDATE JOB MASTER REPORTS

This series contains computer-generated Update Job Master reports received from SNCC.

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

 

UTILITIES COST SHEETS

This series contains Utilities Cost Sheets.

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

 

UTILITIES FILES

This series contains NCR copies of Internal Transactions sent to Facility Services Accounting, NCR copies of Work Requests, computer-generated receipts received from Service Station, and computer-generated Utilities Worksheets.

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

 

UTILITIES READINGS LOG

This series contains a log noting month and reading.

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

 

UTILITIES REPORTS NOTEBOOKS

This series contains photocopies of utilities reports.

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.

 

VERIFICATIONS OF TIME WORKED

This series contains computer-generated Verifications of Time

Worked.

RETENTION: Retain in office while active, then destroy by

landfill.

 

WAGE PAYROLL FILES

This series contains photocopies of Payroll Vouchers sent to

Facility Services Accounting, NCR copies of classified

timesheets, and Time Summaries.

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

Center, then destroy by shredding then landfill.

 

WAREHOUSE RECEIPTS

This series contains computer-generated Warehouse Receipts.

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

Center, then destroy by shredding then landfill.

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

Center, then destroy by shredding then landfill.

 

WEEKLY ATTENDANCE RECORDS (OBSOLETE)

This series contains Weekly Attendance Records.

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

then landfill.

 

WEEKLY WORK SCHEDULES

This series contains weekly work schedules.

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 CONTROL ACCOUNTING FILES

This series contains computer-generated Budget Proposed Allocations/A,B,& C received from Budget and Planning, NCR copies of Purchase Orders sent td LSU Union Bookstore and Purchasing, computer-generated Payroll Check Distribution Reports received from Payroll, computer-generated Telephone Charges received from Telecommunications, computer-generated Copier Charges, and computer-generated Work Control Spreadsheets.

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

 

WORK REQUESTS

This series contains NCR copies or original copies of Work

Requests.

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

 

SPACE AND INVENTORY 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.

 

ADMINISTRATIVE PROCEDURES FOR PROJECT DESIGN AND CONSTRUCTION FILES

This series contains manuals received from Facility Services and photocopies of campus correspondence received from Facility Services.

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

 

ARCHIVED DOCUMENTS NOTEBOOK, 1986-1987 (OBSOLETE)

This series includes but may not be limited to document library status lists and diskette status log sheets.

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

 

BOARD OF REGENTS FACILITY INVENTORY AND UTILIZATION SYSTEM

REPORTS AND TABLES, 1984-1986 (OBSOLETE)

This series contains reports received from Board of Regents and

tables received from Board of Regents.

RETENTION: Transfer to University Archives.

 

BOARD OF REGENTS FACILITY INVENTORY MANUALS

This series contains manuals received from Board of Regents.

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

 

BOARD OF REGENTS FACILITY SUMMARY REPORTS, 1983 (OBSOLETE)

This series contains the following reports sent to the Board of

Regents: Land Holding Summary, Building Ownership Summary, Net

Assignable Square Feet, and Capacity of Teaching Laboratories.

RETENTION: Transfer to University Archives.

 

BUDGET AND PLANNING PROCEDURAL GUIDELINES FILE

This series includes but may not be limited to photocopies of excerpts from campus near-print informational material, photocopies of campus correspondence received from Student Aid and Scholarships and Office of the Chancellor, photocopies of reports received from Budget and Planning, and photocopies of Topic Index of University Policies received from Systems Office.

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

 

BUILDING APPRAISAL REPORTS

This series contains photocopies of appraisal reports received from Office of Risk Management.

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

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

 

BUILDING FILES, 1979-1982 (OBSOLETE)

This series contains campus correspondence, Policy Statement 16 forms received from departments, and specifications for renovation.

RETENTION: Transfer to University Archives.

 

BUILDING FLOOR PLAN FILES

This series includes but may not be limited to photocopies of floor plan drawings, photocopies of campus correspondence, and photocopies of tables.

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

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

 

CAMPUS MASTER PLAN FILES

This series contains near-print informational material received from other universities.

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

 

CAPITAL OUTLAY FIVE YEAR PLANS

This series contains photocopies of Capital Outlay Five Year

Plans sent to Board of Regents.

RETENTION: Transfer to University Archives.

 

CAPITAL OUTLAY REQUESTS

This series contains Capital Outlay Requests sent to Board of

Regents.

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

 

CAPITAL OUTLAY REQUESTS CORRESPONDENCE FILES

This series includes but may not be limited to photocopies of campus correspondence, photocopies of computer-generated reports generated here and received from Budget and Planning, file notes, photocopies of reports generated here and received from campus offices, photocopies of letters received from off campus, and blueprints.

RETENTION: Blueprints: Retain permanently in office.

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

 

CAPITAL OUTLAY REQUESTS PREPARATION FILES

This series includes but may not be limited to file notes, campus correspondence, Facility Inventory and Utilization reports received from the Board of Regents, Facilities Inventory and Utilization Summaries received from Board of Regents, photocopies of letters received, computer-generated reports, off-campus brochures, computer-generated reports, and photocopies of reports received from off campus.

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.

 

CAPITAL OUTLAY REQUESTS REPORTING FILES

This series includes but may not be limited to photocopies of project descriptions, photocopies of maps, photocopies of floor plans, photocopies of designs, photocopies of project justifications, and photocopies of budget projections.

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

 

CAPITAL OUTLAY REQUESTS RESOURCE FILES

This series includes but may not be limited to master copies of campus near-print informational material, file notes, campus correspondence, photocopies and original copies of off-campus correspondence, and photocopies of reports.

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

 

CODING FILES, 1980-1983 (OBSOLETE)

This series contains coding sheets, campus and off-campus

correspondence, utilization reports, and facility reports.

RETENTION: Destroy by shredding then landfill.

 

COMPUTERIZED MANAGEMENT INFORMATION SYSTEM REQUESTS FILES

This series includes but may not be limited to original copies and photocopies of campus and off-campus correspondence, file notes, statistical reports, photocopies of computer-generated reports, and record drawings.

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.

 

CORRESPONDENCE FILES

This series includes but may not be limited to correspondence logsheets, photocopies of campus and off-campus correspondence, and file notes.

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

 

DEPARTMENTAL ACTIVITY PROFILES

This series contains photocopies of reports received from Budget

and Planning.

RETENTION: Retain 3 years in office1 then destroy by landfill.

 

DEPARTMENTAL SELF-STUDY AND PROJECTION FILES, 1981-1982

(OBSOLETE)

This series contains photocopies of reports received from

academic departments and photocopies of campus correspondence.

RETENTION: 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 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.

 

FACILITIES STUDIES FILES, 1985-1987 (OBSOLETE)

This series contains sketches, reports sent to departments, and

Building Questionnaires received from departments.

RETENTION: Retain in office while active, then destroy by

recycling.

 

FACILITY DEVELOPMENT INVENTORY MANUAL

This series contains photocopies of manuals received from

Administrative Information Services.

RETENTION: Retain in office while active or until superseded,

then destroy by recycling.

 

FACILITY DEVELOPMENT SAMPLE REPORT NOTEBOOK

This series contains photocopies of excerpts from computer-generated reports.

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

 

FACILITY INVENTORY EDIT FILES

This series contains photocopies of computer-generated reports

and campus correspondence.

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

Archives.

 

FACILITY SERVICES LABOR RATE ESTIMATION FILES

This series includes but may not be limited to photocopies of campus correspondence received from Facility Services and file notes.

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

 

FACILITY SERVICES PLANS AND SPECIFICATIONS

This series contains photocopies of the following received from off campus: architectural plans and specifications.

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

 

FACILITY SERVICES PROJECT SPECIFICATIONS, 1982 (OBSOLETE)

This series contains renovations specifications.

RETENTION: Transfer to University Archives.

 

FACILITY SURVEY MANUAL

This series contains the master copy of a procedural manual.

RETENTION: Retain permanently in office.

 

FLOOR PLAN DRAWINGS, 1924-1985 (OBSOLETE)

This series contains floor plan drawings.

RETENTION: Transfer to University Archives.

 

GENERAL CORRESPONDENCE

This series contains correspondence.

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

then landfill.

 

GENERAL CORRESPONDENCE FILES

This series includes but may not be limited to photocopies of campus correspondence received, photocopies and original copies of correspondence, file notes, campus brochures, and newsletters received from Public Relations.

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.

 

INFORMATION SYSTEMS MINI-COMPUTER PROGRAMMER DEPARTMENT FILES

This series includes but may not be limited to campus correspondence, floor plan drawings, computer-generated reports, and file notes.

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

 

INFORMATION SYSTEMS MINI-COMPUTER PROGRAMMER PROJECTS FILES

This series includes but may not be limited to floor plans, photocopies of campus correspondence, photocopies of Policy Statement 16 forms received from departments, drawings, and file notes.

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

 

INFORMATION SYSTEMS MINI-COMPUTER PROGRAMMER WORKING FILES

This series includes but may not be limited to computer-generated reports, photocopies of reports, file notes, photocopies of campus and off-campus correspondence, computer coding sheets, off-campus brochures, Capital Outlay Budget Requests, inventory code sheets, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of travel advance requests sent to Accounting Services, building profiles, space profiles, floor plans, room assignment changes, and photocopies of codes manuals.

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

 

INSURANCE FILES, 1982-1984 (OBSOLETE)

This series contains photocopies of computer-generated reports

and photocopies of campus correspondence.

RETENTION: Destroy by shredding then recycling.

 

INVENTORY BACKUP FILES

This series contains room measurement survey reports, annotated file lists, and sketches.

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

 

INVENTORY SYSTEM MINI-COMPUTER PROGRAMMER RESOURCE FILES

This series includes but may not be limited to building testing sheets, account number lists, building lists, USOE use code lists, program classification structure code lists, photocopies of PCS code definitions, photocopies of campus correspondence, word processing log sheets, photocopies of 5520 user directory, photocopies of documentary library status lists, photocopies of manuals, file notes, photocopies of Data Processing job documentations received from Administrative Information Systems, and computer-generated Capital Outlay Budget Requests sent to the Board of Regents.

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

 

LANDHOLDING INVENTORY FILES, 1980-1985 (OBSOLETE)

This series includes but may not be limited to photocopies of computer-generated reports, photocopies of campus correspondence, and file notes.

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

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

 

LSU PROPERTY FILES

This series contains original copies and photocopies of the

following: map tracings and property descriptions.

RETENTION: Transfer to University Archives.

 

MANAGER ADMINISTRATIVE FILES

This series includes but may not be limited to off-campus brochures, photocopies of Enrollment Summaries received from Institutional Research, Data Processing job logsheets, photocopies of campus and off-campus correspondence, photocopies of computer-generated reports, photocopies of facilities code list, file notes, photocopies of Guidelines for Facility Planning received from Institutional Research, photocopies of drafts of Departmental Strategic Plan, photocopies of procedural guidelines received from off campus, photocopies of Board of Regents Inventory Utilization data sheets, and a computer-generated Facilities Management System Manual received from Administrative Information Systems.

RETENTION: Job logsheets: Retain 3 years in office, then destroy by recycling. Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill.

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

 

MANAGER CORRESPONDENCE FILES

This series includes but may not be limited to letters received, campus correspondence received, file notes, and computer-generated reports.

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

 

MANAGER RESOURCE FILES

This series includes but may not be limited to photocopies of manuals, photocopies of campus correspondence, file notes, photocopies of Capital Outlay Requests received from Budget and Planning, photocopies of enrollment projections received from Budget and Planning, photocopies of reports received from campus and off campus, photocopies of computer-generated reports, photocopies of flow charts, photocopies of journal articles, conference reports, off-campus brochures, Space and Inventory Development computer-generated reports, and computer-generated reports received from Systems Office and Budget Planning.

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

 

PLANNED PROJECTS CORRESPONDENCE

This series contains correspondence.

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

then landfill.

 

PLANNED PROJECTS FILES

This series includes but may not be limited to photocopies of campus and off-campus correspondence, ~ file notes, photocopies of floor plan drawings, photocopies of maps, photocopies of Physical Plant Requests for Estimates, photocopies of Project Funding Approval Requests, requisitions sent to Purchasing, photocopies of Capital Projects Report and approval forms sent to and received from Board of Regents, photocopies of Routing Slips received from Budget and Planning, photocopies of Requests for Budget Adjustment received from Budget and Planning, and photocopies of Requests for Capital Project Approval sent to Board of Regents.

RETENTION: Retain in office 10 years after termination of contract, then destroy by landfill.

 

PLANNED PROJECTS REQUESTS FILES

This series contains campus and off-campus correspondence, file notes, and Requests for Minor/Major Renovations Summaries.

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.

 

POLICIES AND PROCEDURES FILES

This series includes but may not be limited to photocopies of policy statements received from Office of the Chancellor and photocopies of campus correspondence received from Office of the Chancellor and Human Resource Management.

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

 

PROCEDURES AND ACTIVITIES FILES, 1971-1975 (OBSOLETE)

This series contains planning manuals, building sketches, campus and off-campus correspondence, and Capital Outlay Work report sent to the Board of Regents.

RETENTION: Transfer to University Archives.

 

PUBLIC FACILITIES INVENTORY REPORTS

This series contains the following computer-generated reports:

Inventories by P.C.S., Inventories by Building and Room,

Inventories by USOE, Building Descriptions, Inventories by

Departments, and Inventories by USOE within Building.

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

 

QUESTIONNAIRES, STUDIES, AND PROJECTS FILES

This series includes but may not be limited to letters received, campus correspondence received, computer-generated reports, computer-generated studies, and file notes.

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

 

RECORD DRAWINGS

This series contains computer-generated record drawings.

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

Duplicates: Retain in office while active, then destroy by

landfill.

 

REDUCED FLOOR PLANS FILE

This series contains photocopies of floor plans and reduced drawings of floor plans.

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

 

REPORT FILES

This series contains the following reports: List of Employees for

Space Study on Baton Rouge Campus, Classroom and Laboratory

Utilization Edit Reports sent to the Board of Regents, Unused

Classrooms sent to the Board of Regents, and Classroom and

Laboratory Summaries sent to the Board of Regents.

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

 

SPACE AND INVENTORY DESIGN COMPUTER REPORTS

This series includes but may not be limited to the following

computer-generated reports: Room Utilizations, Contact Hours,

Utilization Edits, Building Analyses, Room Utilizations/Time

Increments, Building Numbers and Abbreviation, and Inventory by

Department.

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

 

SPACE AND INVENTORY DESIGN PROJECT SUPPORT FILES, 1939-1986 (OBSOLETE)

This series includes but may not be limited to campus and off-campus correspondence, project status reports, file notes, transparencies, photographic negatives received from off campus photographic prints received from off campus, reports received from off campus, and photocopies of publication excerpts.

RETENTION: Transfer to University Archives.

 

SPACE REQUESTS FILES

This series contains campus correspondence received from departments.

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

 

SPACE UTILIZATION REPORTS FILES

This series contains computer-generated space Inventories, computer-generated Space Utilization Reports, and photocopies of computer-generated reports received from the Board of Regents.

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

 

SPACE UTILIZATION CAMPUS CORRESPONDENCE, 1957-1961 (OBSOLETE)

This series contains campus correspondence.

RETENTION: Transfer to University Archives.

 

SPACE INVENTORY CHANGES FILES

This series includes but may not be limited to photocopies of campus correspondence, Policy Statement 16 forms, building profiles, space inventory worksheets, and reduced photocopies of floor plans.

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

 

SPACE UTILIZATION AND INVENTORY FILES, 1977-1989 (OBSOLETE)

This series includes but may not be limited to surveys, photocopies of campus and off-campus correspondence, space studies, file notes, photocopies of Capital Outlay Budget Requests sent to the Vice-Chancellor for Business Affairs, space employment profiles, project specifications, photocopies of publication excerpts, enrollment records received from off campus, campus map drawings, space inventories, plot drawings, photocopies of facility inventory reports, and space utilization data sheets.

RETENTION: Transfer to University Archives.

 

UTILIZATION STUDIES FILES, 1977-1982 (OBSOLETE)

This series contains Space Planning and Utilization Studies and

campus correspondence.

RETENTION: Transfer to University Archives.

 

VICINITY MAPS

This series contains photocopies of computer-generated vicinity maps.

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

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