OFFICE OF THE DIRECTOR/GRAPHIC SERVICES

 

ACCOUNTING SPECIALIST WORKING FILES

This series contains photocopies of annual reports sent to Accounting Services, photocopies of campus correspondence, photocopies of letters sent, and Monthly Accounts Payable Reports.

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.

 

ACCOUNTS RECEIVABLE CARD FILE

This series contains file notes and ledger cards noting date, invoices number, purchases, current balance, etc.

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

 

ADMINISTRATIVE DATABASES

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

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

 

ANNUAL BUDGET PROPOSALS

This series contains Annual Budget Proposals received from Board

of Regents.

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

 

ANNUAL SYSTEM FINANCIAL REPORTS

This series contains Annual System Financial Reports received

from Accounting Services.

RETENTION: Retain permanently in office.

 

ASSISTANT TO THE DIRECTOR BILLING PROCEDURES FILES

This series contains procedural guidelines.

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

Duplicates: Retain in office while active, then destroy by

recycling.

 

ASSISTANT TO THE DIRECTOR CONTRACT PRICING AND ORDER INFORMATION NOTEBOOKS

This series contains letters received and price lists received from off campus.

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

 

ASSISTANT TO THE DIRECTOR PROJECTS FILES

This series contains art work received from departments and negatives.

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

 

ASSISTANT TO THE DIRECTOR VENDOR PRICING INFORMATION

This series contains vendor pricing information received from off campus.

RETENTION: Retain in office while active or superseded, then destroy by landfill.

 

ASSOCIATE DIRECTOR CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then landfill.

 

ASSOCIATE DIRECTOR EQUIPMENT FILES

This series contains campus and off-campus near-print informational material, technical reports received from off campus, and photocopies and originals of price quotes sent to departments.

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

 

ASSOCIATE DIRECTOR FINANCIAL INFORMATION FILES

This series contains photocopies of annual and monthly budget

reports sent to Business Affairs and budget worksheets.

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

 

ASSOCIATE DIRECTOR LSU CATALOGS PUBLICATION FILES

This series contains campus correspondence with Academic Affairs and Public Relations.

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

 

ASSOCIATE DIRECTOR 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.

 

ASSOCIATE DIRECTOR 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.

 

ASSOCIATE DIRECTOR STATE CONTRACTS

 

This series contains photocopies of state contracts received from off campus.

RETENTION: Retain in office 20 years after termination of contract, then destroy by shredding then landfill.

 

ASSOCIATE DIRECTOR VENDOR SAMPLES BOOKS

This series contains vendor samples.

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

 

BIDS AND QUOTES FILES, 1989-1990 (OBSOLETE)

This series contains photocopies of bids received from Purchasing and price lists received from off campus.

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

 

BUDGET CODES PRINTOUTS

This series contains Budget Codes Printouts received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

BUDGET INFORMATION FILES, 1970-1986 (OBSOLETE)

This series contains computer-generated monthly budget reports, monthly budget reports received from Business Affairs, Operating Budgets for Fiscal Years received from Budget and Planning, budget worksheets, and photocopies of monthly ledgers received from Accounting Services.

RETENTION: Destroy by landfill.

 

BUDGET WORKSHEETS, 1987-1989 (OBSOLETE)

This series contains budget worksheets.

RETENTION: Destroy by landfill.

 

BULK MAIL CHECK REQUESTS

This series contains NCR copies of Bulk Mail Check Requests sent

to Accounting Services.

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

 

BULK MAIL FILES

This series contains photocopies of check requests sent to Accounting Services, computer-generated bulk mail reconciliations received from off campus, memo slips received from departments, and postal statements received from off campus.

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

 

BULK MAIL LOG

This series contains sheets with control number, department, date, etc.

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

 

BULK MAIL MONTHLY STATEMENTS

This series contains NCR copies of Bulk Mail Monthly Statements

received from Post Office.

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

 

BULK MAIL PERMIT FILES

This series contains campus correspondence sent, photocopies of control number campus correspondence received, photocopies of monthly bulk mail reports, Post Office monthly statements received from United States Post Office, and file lists.

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

 

BUSINESS PROCEDURES MANUAL NOTEBOOKS

This series contains Business Procedures Manuals received from

Business Affairs.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

CAMPUS MAIL ACCOUNTING FILES

This series contains NCR copies of Internal Transactions received

from Accounting Services, monthly ledger sheets received from

Accounting Services, and worksheets.

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

Center, then destroy by shredding then landfill.

 

CASH RECEIPTS VOUCHERS

This series contains photocopies of Cash Receipt Vouchers sent to

Office of Bursar Operations.

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

Center, then destroy by shredding then recycling.

 

CASH TICKETS

This series contains Cash Tickets.

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

Center, then destroy by landfill.

 

CASH TRANSACTIONS FILES

This series contains Cash Receipt Vouchers received from departments, photocopies of Check Requests sent to Accounting Services, photocopies of Petty Cash Vouchers sent to Office of Bursar Operations, and photocopies of Cash Receipt Vouchers sent to Office of Bursar Operations.

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

 

CHART OF ACCOUNTS

This series contains Charts of Accounts received from Accounting

Services.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.

 

CHECK LEDGERS

This series contains check ledger sheets with who check is from, who check is to, bank, date deposited, date received, amount, etc.

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

 

CHIEF CLERK PROCEDURAL MANUALS

This series contains procedural manuals received from campus offices.

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

 

CO-OP NEGATIVE LOCATOR CARD INDEX

This series contains a Co-op Negative Locator Card Index.

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

 

COMBINATION LEDGER OF REQUISITIONS

This series contains sheets with requisition number, date issued, budget code number, vendor, description, amount, and purchase number.

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

 

DAY-END REPORTS

This series contains computer-generated Day-End Reports.

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

 

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of Equipment Inventories received from Property Control, photocopies of meeting minutes received from campus offices, news clippings, photocopies of news releases received from Public Relations, policy statements, procedural guidelines, photocopies of bids received from Purchasing, photocopies of contracts received from Purchasing, Operating Budgets for Fiscal Years received from Budget and Planning, Requests for Budget Adjustment received from Budget and Planning, NCR copies of Budget Proposed Allocations/A,B,&C received from Budget and Planning, and photocopies of budget reports sent to Budget and Planning.

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

 

DIRECTOR BUDGET FILES

This series contains computer-generated monthly ledger sheets received from Accounting Services, end-of-year reports received from Accounting Services, and budget projections.

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

 

DIRECTOR EQUIPMENT VENDOR INFORMATION FILES

This series contains off-campus near-print informational material and specification sheets received from vendors.

RETENTION: Specification sheets: Retain in office for the life of equipment, then destroy by landfill. All other contents:

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

 

DIRECTOR PRICING 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.

 

DIRECTOR PERSONNEL FILES

This series contains photocopies of the following: Employee

Processing Forms, job applicant letters of reference, job

applicant resumes, LSU-l Personnel Actions, PER-l Requests for

Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3

Personnel Status Changes, PER-25 Contracts for Academic

Employees, PER-40 Contracts for Unclassified Employees, and Position Descriptions.

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

 

DUPLICATIONS AUDITRON FILES, 1987-1988 (OBSOLETE)

This series contains monthly auditron reports and cash register tapes.

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

Center, then destroy by shredding then landfill.

 

ECHO SHEETS

This series contains computer-generated Echo Sheets.

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.

 

EMPLOYEE DETAIL REPORTS

This series contains computer-generated Employee Detail Reports.

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

 

EMPLOYEE LEAVE RECORDS

This series contains Applications for Leave and leave record sheets.

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

 

END-OF-YEAR REPORTS

This series contains computer-generated End-Of-Year Reports.

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

 

GENERAL LEDGERS NOTEBOOK

This series contains General Ledgers received from Accounting

Services.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.

 

INTERDEPARTMENT PURCHASING FILES

This series contains photocopies of Receiving Reports received

from departments and Work Requests received from Facility

Services.

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

 

INTERNAL TRANSACTIONS

This series contains NCR copies of Internal Transactions sent to

Accounting Services.

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

 

INVOICES

This series contains NCR copies of invoices.

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

Center, then destroy by landfill.

 

INVOICES FILES

This series contains NCR copies of invoices sent to departments

and NCR copies of supplies bought lists sent to departments.

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

Center, then destroy by landfill.

 

INVOICES PAID DURING THE PERIOD REPORTS

This series contains computer-generated Invoices Paid During the

Period Reports received from Accounting Services.

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

 

JOB CLOSE JOURNALS

This series contains computer-generated Job Close Journals.

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

 

JOB HISTORY SUMMARIES

This series contains Job History Summaries.

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

 

JOB NEGATIVES

This series contains job negatives.

RETENTION: Retain in office while active, then destroy by

landfill.

 

JOB SAMPLES

This series contains job samples.

RETENTION: Retain in office while active, then destroy by

landfill.

 

JOB STOCK ALLOCATIONS REPORTS

This series contains computer-generated Job Stock Allocations

Reports.

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

 

JOB TICKETS

This series contains Job Tickets.

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

 

LABOR DETAIL REPORTS

This series contains Labor Detail Reports.

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

 

LABOR UPDATES, 1986 (OBSOLETE)

This series contains computer-generated Labor Updates.

RETENTION: Destroy by landfill.

 

LSU FILES

This series contains campus and off-campus correspondence and NCR copies of Internal Transactions sent to Accounting Services.

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

Retain 3 years in office, then destroy by landfill.

 

MATERIAL DETAIL JOURNALS

This series contains computer-generated Material Detail Journals.

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

 

MATERIALS INVENTORY FILES

This series contains computer-generated materials inventory reports and computer-generated annual end-of~fiscal year materials inventory sent to Business Affairs.

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

 

MONTHLY LEDGER SHEETS

This series contains monthly ledger sheets received from

Accounting Services.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.

 

OFFICE SUPPLY CATALOGS

This series contains catalogs received from campus and off campus.

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

 

PAPER PRICE CATALOGS

This series contains computer-generated Paper Price Catalogs received from off campus.

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

 

PAPER SAMPLE BOOKS

This series contains paper sample books received from off campus.

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

 

PAYROLL CHECK DISTRIBUTION REPORTS, 1986-1987 (OBSOLETE)

This series contains computer-generated of Payroll Check

Distribution Reports received from Accounting Services.

RETENTION: Destroy by shredding then landfill.

 

PAYROLL JOURNALS (OBSOLETE)

This series contains computer-generated Payroll Journals.

RETENTION: Retain 3 years in office, 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.

 

POST OFFICE BAR CODE NEGATIVES

This series contains Post Office Bar Code Negatives received from

Post Office.

RETENTION: Retain in office while active, then destroy by

landfill.

 

PRINTING BUILDING BLUEPRINTS

This series contains Printing Building Blueprints received from

off campus.

RETENTION: Retain permanently in office.

 

PRINTING BUILDING SPECIFICATIONS

This series contains photocopies of building specifications

received from off campus.

RETENTION: Retain permanently in office.

 

PRINTING OFFICE ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of Equipment Inventories sent to Property Control, NCR copies of invoices, NCR copies of Travel Expense Vouchers sent to Accounting Services, photocopies of Petty Cash Vouchers sent to Office of Bursar Operations, analysis of operations, vehicle trip tickets, Accident and Illness Reports sent to Group Benefits and Campus Safety, and photocopies of Vehicle Accident Reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Equipment inventory: Retain 1 year in office, then destroy by recycling. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Accident and Illness Reports and Vehicle 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 recycling. All other contents: Retain 3 years in office, then destroy by landfill.

 

PURCHASE ORDERS FILES

This series contains photocopies of invoices sent to Accounting

Services and NCR copies of Purchase Orders received from

Purchasing.

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

Center, then destroy by shredding then landfill.

 

PURCHASE ORDERS JOURNALS

This series contains computer-generated Purchase Order Journals.

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

 

PURCHASE ORDERS NOTEBOOKS

This series contains photocopies of Purchase Orders sent to

Accounting Services or Purchasing.

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

 

PURCHASING FILES

This series contains photocopies of bids received from Purchasing

and NCR copies of Stock Order/Receiving forms.

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

 

RECEIPTS TO STOCK REPORTS

This series contains computer-generated Receipts to Stock

Reports.

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

 

RECEIVING REPORTS

This series contains photocopies of Receiving Reports received

from Accounting Services.

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

 

REQUISITIONS

This series contains NCR copies of Requisitions sent to

Purchasing.

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

 

REQUISITIONS NOTEBOOKS

This series contains NCR copies of Requisitions sent to

Accounting Services.

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

 

REVEILLE BILLING FILES

This series contains Reveilles and supplies-used lists.

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

 

STUDENT EMPLOYEES PERSONNEL FILES

This series contains photocopies of employee withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Processing Forms sent to Human Resource Management, job applicant letters of reference, and job applicant resumes.

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

 

STUDENT PAYROLL FILES

This series contains student timecards and photocopies of Payroll

Vouchers sent to Payroll.

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

then landfill.

 

TIME CARD JOURNALS

This series contains computer-generated Time Card Journals.

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

 

TYPE FACE NOTEBOOKS

This series contains type face notebooks generated here and received from off campus.

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

 

UNIVERSITY SAFETY MANUAL

This series contains University Safety Manuals received from

Safety Office.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

UPS PICKUP RECORD BOOK, 1987 (OBSOLETE)

This series contains UPS Pickup Records.

RETENTION: Destroy by recycling.

 

VARIANCE REPORTS

This series contains computer-generated reports.

RETENTION: Retain in office 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.

 

VENDOR FILES

This series contains campus and off-campus correspondence, NCR copies of Receiving Reports sent to Purchasing, carbon copies of Requisitions sent to Purchasing, NCR copies of Requests for Purchase Order Alteration Cancellation sent to Purchasing, and vendor price lists received from off campus.

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

 

VOUCHER BATCHES

This series contains computer-generated Voucher Batches received

from Copier Management.

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

 

WAGE EMPLOYEE PERSONNEL FILES

This series contains photocopies of employee performance evaluations, job applicant letters of reference, job applicant resumes, LSU-5 Attendance and Leave Records, and the following sent to Human Resource Management: photocopies of employee withholding tax statements, photocopies of Employment Processing Forms, NCR copies 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, NCR copies of PER-25 Contracts for Academic Employees, NCR copies of PER-40 Contracts for Unclassified Employees, and NCR copies Position Descriptions.

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

 

WAGE PAYROLL FILES

This series contains timecards and photocopies of Payroll

Vouchers sent to Payroll.

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.

 

WORK ORDERS LOG

This series contains sheets with date, department, and

requisition number.

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

 

CAMPUS MAIL/GRAPHIC SERVICES

 

ACCOUNTING AND MISCELLANEOUS FILES

This series contains safety meeting reports, carbon copies and original campus correspondence, off-campus correspondence, computer-generated Equipment Inventories received from Property Control, photocopies of meeting minutes received from Business Affairs, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines generated here and received from campus offices, photocopies of Requisitions sent to Purchasing, photocopies of annual reports sent to Business Affairs, maps of campus by zip + 4 division, computer-generated University Stores catalogs received from University Stores, photocopies of ledgers received from Accounting Services, employee leave slips, route assignments, photocopies of Payroll Summaries received from Payroll, photocopy of self-study reports, file lists, blue line floor plans received from off campus, and photocopies or NCR copies of the following sent to Accounting Services: check requests, Internal Transactions, ledger sheets, and Weekly Postage Charges.

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 recycling. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Annual reports, blueline drawings, and self-study reports: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

ATTENDANCE REPORT NOTEBOOKS

This series contains attendance reports.

RETENTION: Retain 7 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.

 

CAMPUS MAIL ADMINISTRATIVE FILES

This series contains campus correspondence; photocopies of letters sent; photocopies of Equipment Inventories received from Property Control; off-campus near-print informational material; photocopies of Budget Proposed Allocations/A,B,&C received from Budget and Planning; photocopies of check requests sent to Accounting Services; NCR copies of Internal Transactions sent to Office Supply; photocopies of Postage Vouchers received from off campus; photocopies of employee performance evaluations; Position Descriptions; photocopies of student timesheets sent to Payroll; file notes; receipts received from off campus; photocopies of Certificates of Registration received from off campus; photocopies of vehicle accident reports sent to Business Affairs, Safety Office, and Property Control; photocopies of Occupational Accident or Illness Reports sent to Safety Office, Human Resource Management, and Business Affairs; gas receipts received from Service Station; NCR copies of Step Increase received from Human Resource Management; NCR copies of Members Annual Account Statements received from off campus; photocopies of Employee Retirement Members Account Statements received from off campus; photocopies of Payroll Summaries sent to Payroll; NCR copies of Job Reclassifications sent off campus; computer-generated Payroll Check Distribution reports received from Payroll; computer-generated Mailing Lists received from Payroll; photocopies of PER-26 Referrals received from Human Resource Management; applications; NCR copies of Employment Questionnaires sent of f campus; photocopies of Money Orders received from off campus; LSU-5 Attendance and Leave Records; and photocopies of the following sent to Human Resource Management: employee withholding tax statements, 1-9 Employee Processing Forms, and PER-l Requests for Permission to Fill a Vacancy.

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 3 years in office, then destroy by landfill.

 

CAMPUS MAIL FORMER WAGE EMPLOYEE PERSONNEL FILES

This series contains photocopies of employee performance evaluations, job applicant letters of reference, job applicant resumes, photocopies of LSU-5 Attendance and Leave Records, and the following sent to Human Resource Management: photocopies of employee withholding tax statements, Employment Processing Forms,

1-9 Employment Eligibility Verifications, NCR copies of LSU-2 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, NCR copies of PER-25 Contracts for Academic Employees, NCR copies of PER-40 Contracts for Unclassified Employees, and NCR copies of Position Descriptions.

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

 

CHARGE CARDS

This series contains NCR copies of Charge Cards sent to

Accounting Services.

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

Center, then destroy by shredding then landfill.

 

CHART OF ACCOUNTS

This series contains computer-generated Charts of Accounts received from Accounting Services.

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

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

 

INTERNATIONAL PRIORITY AIRMAIL FORMS

This series contains NCR copies of International Priority Airmail

forms sent off campus.

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

 

LEDGERS, 1979-1987 (OBSOLETE)

This series contains photocopies of ledgers sent to Accounting

Services and campus offices.

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

Duplicates: Retain in office while active, then destroy by

shredding then recycling.

 

LISTS OF CAMPUS PERSONNEL

This series contains computer-generated Lists of Campus Personnel received from Accounting Services.

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

 

LSU TODAY NOTEBOOKS

This series contains LSU Todays.

RETENTION: Retain in office while active, then destroy by

recycling.

 

LSYOU STUDENT FILES

This series contains campus correspondence, student timesheets sent to Payroll, and file lists.

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

 

MASTER FORMS NOTEBOOK

This series contains master forms.

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

Duplicates: Retain in office while active, 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.

 

POLICIES AND PROCEDURES NOTEBOOK

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

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

 

POSTAGE CHARGE STATEMENTS

This series contains photocopies of Postage Charge Statements sent to Accounting Services.

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

 

POSTAL CUSTOMER COUNSELING FILES

This series contains correspondence, campus and off-campus near-print informational material, file notes, lists generated here and received from off campus, and programs 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

 

PRE-SORT FORMS

This series contains NCR copies of Pre-sort Forms sent off

campus.

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

 

PRE-SORT RECORD BOOK

This series contains Pre-sort Records.

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

 

QUESTIONNAIRE SHEETS, 1983-1985 (OBSOLETE)

This series contains questionnaire sheets.

RETENTION: Retain permanently in office.

 

STATEMENTS OF MAILING

This series contains photocopies of Statements of Mailing

received from off campus.

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

 

STUDENT TIMESHEETS NOTEBOOK

This series contains student timesheets and campus correspondence.

RETENTION: Timesheets: Retain in office 3 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.

 

COPIER SERVICES/GRAPHIC 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 SERVICES ASSISTANT WORKING FILES

This series contains photocopies of computer-generated monthly item usage reports sent to Purchasing, photocopies of invoices received from off campus, NCR copies of Purchase Orders received from Purchasing, Receiving Report Edits, and photocopies of 5-year contracts received from Business Affairs.

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

 

APPLICATIONS FOR LEAVE

This series contains photocopies of Applications for Leave 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.

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence, master forms, off-campus near-print informational material, procedural guidelines, photocopies of check requests sent to Accounting Services, computer-generated Inventory Reports, computer-generated Sales Reports, computer-generated Summaries by Departments, file notes, photocopies of Specifications sent to Purchasing, check stubs, price lists, and computer-generated Contract Awards received from off campus.

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

 

BILL CHANGER LOG

This series contains a Bill Changer Log.

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

 

BILLING FILES

This series contains NCR copies of Internal Transactions sent to

Accounting Services and computer-generated monthly charge sheets

sent to departments.

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

 

BILLING REPORTS FILES

This series contains photocopies of 12-month service reports received from off campus, computer-generated Journal and Exception Reports, meter reading cards, and computer-generated monthly billing summaries sent to Accounting Services.

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

 

CASH RECEIPT VOUCHER SUMMARIES NOTEBOOKS

This series contains photocopies of Cash Receipt Vouchers.

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

 

CASH RECEIPT VOUCHER VERIFICATION LOG

This series contains logsheets noting number, date, amount, and

who prepared.

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

 

CASH REGISTER TAPES

This series contains cash register tapes.

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

Center, then destroy by shredding then landfill.

 

CASH REQUISITIONS FOR QUICK COPY

This series contains NCR copies of Cash Requisitions for Quick

Copy.

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

 

CEBA DUPLICATION CASH RECEIPT VOUCHERS

This series contains photocopies of Cash Receipt Vouchers sent to

Office of Bursar Operations.

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

Center, then destroy by shredding then landfill.

 

CEBA DUPLICATIONS CASH REGISTER RECEIPTS

This series contains Cash Register Receipts.

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

Center, then destroy by shredding then landfill.

 

CEBA DUPLICATIONS DAILY TRANSMITTAL FORMS

This series contains photocopies of Daily Transmittals sent to

Office of Bursar Operations.

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

 

CEBA DUPLICATIONS TRANSMITTAL FILES

This series contains photocopies of Transmittals sent to Office

of Bursar Operations and machine reports.

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

 

CLASS MATERIALS BOOK

This series contains class materials.

RETENTION: Retain in office while active, then destroy by

recycling.

 

CLASS PACKET MASTER FORMS

This series contains master forms.

 

COIN-OPERATED COPIER CASH RECEIPT VOUCHERS

This series contains photocopies of Cash Receipt Vouchers sent to

Office of Bursar Operations.

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

Center, then destroy by shredding then landfill.

 

COIN-OPERATED-COPIER RECEIPTS

This series contains coin-operated copier receipts.

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

Center, then destroy by shredding then landfill.

 

COIN-OPERATED COPIERS FINANCIAL STATEMENTS

This series contains Coin-Operated Copiers Financial Statements.

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

 

COIN-OPERATED METER READING AND CASH GENERATED SHEETS, 1984-1989

(OBSOLETE)

This series contains Coin-Operated Meter Reading and Cash

Generated Sheets.

RETENTION: Destroy by landfill.

 

COIN-OPERATED MONEY RUN FILES

This series contains Coin-Operated Refund Slips, Copy Credit

Sheets, Coin-Operated Copy Service Money Reports, and Meter

Reading sheets.

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

Center, then destroy by landfill.

 

COIN-OPERATED REFUND SLIPS

This series contains Coin-Operated Refund Slips.

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

Center, then destroy by landfill.

 

COLOR COPIER SURVEY SHEETS, 1990 (OBSOLETE)

This series contains Color Copier Survey Sheets received from

departments.

RETENTION: Retain permanently in office.

 

COPIER AND SUPPLIES STATE CONTRACTS NOTEBOOK

This series contains photocopies of and originals of contracts received from off campus.

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

 

COPIER MANAGEMENT MONTHLY LEDGER RECONCILIATION SHEETS

This series contains ledger reconciliation sheets.

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

 

COPIER MANAGEMENT SECTION BILLING CARDS

This series contains billing cards with machine number, date, serial number of machine, department name, etc.

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

This series contains billing cards with machine number, date, serial number of machine, department name, etc.

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

 

COPIER MANAGEMENT SECTION BILLING REPORTS

This series contains Billing Reports.

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

 

COPIER MANAGEMENT SECTION INTERNAL TRANSACTIONS

This series contains NCR copies of Internal Transactions sent to

Accounting Services.

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

 

COPIER MANAGEMENT SECTION INTERNAL TRANSACTIONS FILES

This series contains NCR copies of Internal Transactions sent to

Accounting Services and invoices.

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

Center, then destroy by shredding then landfill.

 

COPIER MANAGEMENT SECTION MACHINE INVENTORY ADDITIONS

This series contains Machine Inventory Additions.

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

 

COPIER MANAGEMENT SECTION MONTHLY LEDGER SHEETS

This series contains monthly ledger sheets received from

Accounting Services.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.

 

COPIER MANAGEMENT SECTION PURCHASE ORDERS FILES

This series contains photocopies of invoices sent to Accounting

Services and NCR copies of Purchase Orders received from

Purchasing.

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

Center, then destroy by shredding then landfill.

 

COPIER MANAGEMENT SECTION REPORTS FILES

This series contains receiving edit reports, photocopies of service reports sent off campus, monthly ledgers received from Accounting Services, and computer-generated contract item usage reports.

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

 

COPIER MANAGEMENT SECTION REQUISITIONS

This series contains NCR copies of Requisitions sent to

Purchasing.

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

 

COPIER MANAGEMENT SECTION SERVICE REPORTS

This series contains service reports sent to departments.

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

 

COPIER MANAGEMENT SECTION SUPPLIES FILES

This series contains NCR copies of bills sent to departments and

NCR copies of supplies ordered lists sent to departments.

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

Center, then destroy by shredding then landfill.

 

COPIER MANAGEMENT SECTION USAGE FILES

This series contains NCR copies of bills sent to departments and

NCR copies of usage reports sent to departments.

 

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

 

COPIER MANAGEMENT SECTION YEAR-END REPORTS

This series contains NCR copies of Year-End Reports.

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

 

COPIER SUPPLIES ISSUE SLIPS

This series contains NCR copies of Issue Slips sent to

departments.

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

 

COPIER VENDOR METER CARDS

This series contains Meter- Cards sent off campus.

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

 

COPY MACHINE FILES

This series contains campus correspondence, computer-generated Equipment Inventories, contracts received from departments, photocopies of invoices received from off campus, NCR copies of Purchase Orders received from Purchasing, computer-generated cost worksheets, move orders, file notes, photocopies of BF-l1 Inventory Action Requests received from Property Control, and computer-generated maintenance histories.

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. File notes: Retain in office while active, then destroy by recycling. All other contents: Retain 3 years in office, 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.

 

COST NOTEBOOKS

This series contains cost notebooks.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

DAILY SHIFT REPORTS FILES

This series contains Shift Reports and register tape.

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

Center, then destroy by shredding then landfill.

 

DUPLICATION SALES REPORTS FILES

This series contains cash register tapes and Duplication Sales

Reports.

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

Center, then destroy by shredding then landfill.

 

DUPLICATIONS SECTION INTERNAL TRANSACTIONS

This series contains NCR copies of Internal Transactions sent to

Accounting Services.

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

 

DUPLICATIONS SECTION INTERNAL TRANSACTIONS FILES

This series contains NCR copies of Internal Transactions sent to

departments and Copies Made lists sent to departments.

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

 

DUPLICATIONS SECTION PAYROLL CHECK DISTRIBUTION REPORTS

This series contains NCR copies of Payroll Check Distribution

Reports received from Accounting Services.

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

then recycling.

 

DUPLICATIONS SECTION STUDENT PAYROLL FILES

This series contains student timecards and photocopies of Payroll

Vouchers sent to Payroll.

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

then landfill.

 

DUPLICATIONS SECTION WAGE PAYROLL FILES

This series contains timecards and photocopies of Payroll

Vouchers sent to Payroll.

RETENTION: Retain 7 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.

 

GRAPHIC SERVICE WORK ORDERS

This series contains NCR copies of Work Orders.

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

 

GRAPHIC SERVICES RECEIVING REPORTS

This series contains carbon copies of Receiving Reports sent to

Office of the Director.

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

 

INSTRUCTIONAL MANUALS AND PARTS CATALOGS

This series contains manuals and catalogs.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ISSUE SLIPS

This series contains NCR copies of Issue Slips.

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

 

JOB LOG

This series contains logsheets noting date, department, and job

number.

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

 

JOB NUMBER ASSIGNMENT LOG.

This series contains Job Number Assignment Logsheets noting date, department, and job number.

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

 

LEDGER SYSTEM USER GUIDE

This series contains a General Ledger User Guide received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

LIBRARY COPY SERVICES REQUISITIONS

This series contains NCR copies of Copy Service Requisitions.

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

 

LIBRARY DUPLICATION TRANSMITTALS FILES

This series contains photocopies of Transmittals sent to Office

of Bursar Operations and machine reports.

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

 

LIBRARY DUPLICATIONS CASH RECEIPT VOUCHERS

This series contains photocopies of Cash Receipt Vouchers sent to

Office of Bursar Operations.

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

Center, then destroy by shredding then landfill.

 

LIBRARY DUPLICATIONS INTERNAL TRANSACTIONS

This series contains NCR copies of Internal Transactions sent to

Accounting Services.

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

 

LIBRARY DUPLICATIONS INTERNAL TRANSACTIONS FILES

This series contains NCR copies of Internal Transactions sent to

departments and Copies Made lists sent to departments.

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

 

MAINTENANCE CALLS

This series contains NCR copies of Maintenance Calls.

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

 

MAINTENANCE WORKING 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.

 

MANAGER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, master forms, off-campus near-print informational material, procedural guidelines received from campus offices, Position Descriptions generated here and received from Human Resource Management, file notes, lists generated here and received from off campus, samples of bindings received from ~ff campus, paper samples, computer-generated Maintenance Call Histories, inventory sheets, Monthly Cash Receipt Vouchers Summaries, applications received from students, photocopies of Accident Reports sent to Insurance, photocopies of Master Card Registration, and computer-generated Coin-Operated Inventories.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. Position

Descriptions: Retain 2 years in office, then destroy by landfill. Inventory sheets and applications: Retain 1 year in office, then destroy by landfill. 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 recycling. Computer-generated reports and Master Card Registrations: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

MASTER EXAMINATION BOOK (OBSOLETE)

This series contains old examinations.

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

Duplicates: Retain in office while active, then destroy by

landfill.

 

MASTER EXAMS

This series contains master exams.

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

Duplicates: Retain in office while active, then destroy by

landfill.

 

MASTER FORMS

This series contains microfiche copies of traffic tickets, registration forms, personnel forms, student aid forms, and football tickets.

RETENTION: Retain permanently in office.

 

METER READING LOG

This series contains Meter Reading Log Sheets.

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

 

MICROGRAPHICS SECTION INTERNAL TRANSACTIONS

This series contains NCR copies of Internal Transactions sent to

Accounting Services.

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

 

MIDDLETON LIBRARY CASH REGISTER TAPES

This series contains cash register tapes.

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

Center, then destroy by shredding then landfill.

 

MIDDLETON LIBRARY COPIER USAGE READINGS FILES

This series contains Receiving Reports, monthly copier usage

reading reports, and daily inventory listings.

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

 

MONTHLY CASH RECEIPT VOUCHERS SUMMARIES AND TRANSMITTALS

This series contains monthly Cash Receipt Voucher Summaries and

NCR copies of Transmittals sent to Accounting Services.

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

Center, then destroy by shredding then landfill.

 

MONTHLY VENDOR BILLING REPORT FILE NOTEBOOK

This series contains photocopies of correspondence, computergenerated Monthly Vendor Billing Reports sent off campus, warranty worksheets, fax machine cover sheets, and a fax machine journal.

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

 

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

 

OBJECT CODES AND ACCOUNT CODE STRUCTURE NOTEBOOK, 1988-1991

(OBSOLETE)

This series contains object codes list and account codes

structure list received from Accounting Services.

RETENTION: Destroy by recycling.

 

OFFICE MANAGER ADMINISTRATIVE FILES

This series contains file notes and file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOK

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

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

 

PRELIMINARY STATE CONTRACTS, 1990 (OBSOLETE)

This series contains preliminary state contracts.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then landfill.

 

PRICE LISTS NOTEBOOK

This series contains price lists.

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

 

PURCHASE ORDERS

This series contains photocopies of Purchase Orders sent to

Purchasing.

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

 

PURCHASE ORDERS FILES

This series contains correspondence, photocopies of bids sent to Purchasing, Operating Budgets for Fiscal Years received from Budget and Planning, NCR copies of Internal Transactions received from departments, invoices received from off campus, monthly ledger sheets received from Accounting Services, and NCR copies of Purchase Orders received from Purchasing.

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

 

RECEIVING REPORTS

This series contains NCR copies of Receiving Reports sent to

Office of the Director.

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

 

REFERENCE NOTEBOOKS

This series contains off-campus near-print informational

material; computer-generated Supply Item Entry/Exit; monthly Cash

Receipt Vouchers; NCR copies of Work Orders; Coin-Operated Log Sheets noting meter readings, machine, date, and amount; NCR copies of Cash Receipts sent to Office of Bursar Operations; file notes; Returns/Exchanges; photocopies of Material Safety Data Sheets sent to Hazardous Waste; Log of Materials Sent to Hazardous Waste noting date, quantity, and item; Surplus Equipment Log Sheets noting identification number, serial number, item, and date; Micrographic Service Log Sheets noting time, date, name, and work; Reconditioned Cartridge Log Sheets noting date, number, and date returned; and Handwritten Issue Slips.

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

 

REQUISITIONS FOR QUICK COPY SERVICE FILES

This series contains NCR copies of Requisitions for Quick Copy

Service and cash register tickets.

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

Center, then destroy by shredding then landfill.

 

REQUISITIONS FOR QUICK COPY SERVICE

This series contains NCR copies of Requisitions for Quick Copy

Service.

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

 

SCHEDULE LOG

This series contains Schedule Log sheets noting department, date, number of copies, and type of paper.

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

 

SHIFT REPORTS

This series contains shift reports.

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

 

STATE CONTRACT CATALOG INDEX

This series contains a State Contract Catalog Index received from

Purchasing.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

STUDENT WORK SCHEDULES NOTEBOOK

This series contains student work schedules.

RETENTION: Retain in office while active, then destroy by

recycling.

 

SUMMARIES BY GRAPHIC SERVICES NUMBER

This series contains computer-generated Summaries by Graphic

Services Number received from Office of the Director.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

SUPERVISOR ADMINISTRATIVE FILES

This series contains all or some of the following: campus and off-campus correspondence, master forms, off-campus near-print informational material, procedural guidelines, invoices received from off campus, Shift Reports, adding machine tapes, Requisitions for Quick Copy Service received from campus offices, Daily Meter Reading Log noting readings and machine number, photocopies of and original file lists, photocopies of Library Schedules received from Middleton Library, student applications, schedules, computer-generated Graphic Services Inventories, computer-generated Financial Analysis received from Office of the Director, photocopies of Monthly Copies Sold, computer-generated Monthly Copies Sold Summary, Student Worker Oaths, file notes, NCR copies of Pick-Up Slips, photocopies of Service Repair Reports received from off campus, and computer-generated Duplication Inventories.

RETENTION: Invoices and adding machine tapes: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Student worker oaths: Retain in office 3 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. Computer-generated reports, logsheets, pick-up slips and shift reports: Retain 3 years in office, then destroy by landfill. Inventories: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

 

SYLLABUS AND HANDOUT CARD FILES

This series contains Syllabus and Handout Card Files.

 

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

 

TEST BOOKLETS FILE

This series contains Test Booklets.

RETENTION: Retain in office while active, then destroy by

landfill.

 

TRANSMITTALS

This series contains photocopies of Transmittals sent to Office

of Bursar Operations.

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

Center, then destroy by shredding then landfill.

 

UNIVERSITY SAFETY MANUAL

This series contains University Safety Manuals.

RETENTION: Retain in office while active, then destroy by

recycling.

 

VENDOR BROCHURES

This series contains vendor brochures.

RETENTION: 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.

 

VENDOR INFORMATION AND ADMINISTRATIVE FILES

This series contains campus correspondence, master forms, off-campus near-print informational material, photocopies of Internal Transactions received from LSU Union Bookstore, photocopies of student timesheets sent to Payroll, file notes, photocopies of leave slips sent to Human Resource Management, Move Slips, computer-generated Summaries By Department, applications received from students, survey sheets, file lists, and computer-generated inventories.

RETENTION: Timesheets: Record (master) copy: Retain in office 3 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. Master Forms: Record (master) copy:

Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Near-print:

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

 

VENDOR PAPER SAMPLES

This series contains vendor paper samples received from off campus.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

 

VOID SLIPS FILES

This series contains Void Slips and register tapes.

RETENTION: Retain in office 2 years, 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.

 

PRINTING SERVICES/GRAPHIC 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 CONDITIONER LOG

This series contains an Air Conditioner Log noting air

conditioner and date worked on.

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

 

BUILDING AND GROUNDS FILES

This series contains computer-generated Equipment Inventories

received from Property Control, file notes, Work Orders, and

Material Safety Data Sheets received from off campus.

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

 

CO-OP JOB NEGATIVES

This series contains job negatives.

RETENTION: Retain in office 7 years after termination of

contract, then destroy by landfill.

 

DAILY ISSUE SHEETS

This series contains Daily Issue Sheets noting job number, date, and stock number.

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

 

INTERNAL FILES

This series contains campus correspondence, NCR copies of Internal Transactions sent to Accounting Services, file notes, and file lists.

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

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

 

JOB TICKETS

This series contains NCR copies of Job Tickets.

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

 

MAINTENANCE FILES

This series contains Work Orders, service manuals received from off campus, and electrical diagrams received from off campus.

 

RETENTION: 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.

 

NEGATIVE LOG

This series contains a negative log noting name of negative and

where stored.

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

 

NEGATIVES OF JOBS DONE

This series contains negatives.

RETENTION: Retain in office 7 years after termination of

contract, then destroy by landfill.

 

PERSONNEL FILES

This series contains photocopies of leave requests sent to Office of the Director.

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

 

PRINTING DIRECT CHARGES AND LEDGER SHEETS

This series contains Direct Charges and Ledger Sheets.

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

Center, then destroy by landfill.

 

PRINTING INTERNAL TRANSACTIONS

This series contains Internal Transactions sent to Accounting

Services.

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

 

PRINTING PURCHASE ORDERS

This series contains NCR copies of Purchase Orders.

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

 

RECEIVING REPORTS

This series contains NCR copies of Receiving Reports received

from Office of the Director.

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

 

REQUISITIONS LOG

This series contains Requisitions Log Sheets with requisition

number, date, account number, etc.

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

 

SHIPPING CHECKLISTS, 1986-1987 (OBSOLETE)

This series contains shipping checklists.

RETENTION: Destroy by landfill.

 

STREAMER COMPUTER MAGNETIC TAPES

This series contains backup tapes to the composition on-line system.

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

 

VEHICLE FILES

This series contains Daily Vehicle Log sheets.

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

 

VEHICLE MILEAGE LOG

This series contains a Vehicle Mileage Log noting vehicle, mileage, and date checked.

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

 

VEHICLE WORK LOG

This series contains Vehicle Work Logs noting vehicle, work done, and date.

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.