OFFICE OF THE DIRECTOR/HUMAN RESOURCE MANAGEMENT

 

ACTING DIRECTOR REFERENCE NOTEBOOKS

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

BUDGET FILES

This series contains photocopies of Internal Transactions received from campus offices, photocopies of invoices sent to Accounting Services, photocopies of fiscal year ledger sheets sent to Accounting Services, and photocopies of Maintenance Contracts sent to Purchasing.

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

 

BUDGET NOTEBOOKS

This series contains photocopies of ledger sheets received from Accounting Services, Transactions Register, Student Balance Sheets, file lists, computer-generated Documents Paid During the Period reports received froin Accounting Services, and computer-generated Human Resource Management Advertising Ledger Sheets received from Accounting Services.

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

 

CIVIL RIGHTS CASE FILES

This series contains campus correspondence.

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

Archives.

 

CIVIL SERVICE CORRESPONDENCE

This series contains correspondence.

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

then landfill.

 

CORRESPONDENCE

This series contains correspondence.

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

Archives.

 

DIRECTOR FILES, 1950-1990 (OBSOLETE)

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

RETENTION: Transfer to University Archives.

 

FILE LISTS

This series contains file lists.

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

 

HUMAN RESOURCES CAMPUS CORRESPONDENCE SENT NOTEBOOK

This series contains photocopies of campus correspondence sent to

campus offices.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

LEAVE TRACKING REPORTS

This series contains computer-generated Leave Tracking reports

received from Human Resource Management.

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

 

MASTER FORMS NOTEBOOK

This series contains master forms.

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

Duplicates: Retain until superseded, then destroy by landfill.

 

MISCELLANEOUS FILES

This series contains photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, file lists, file notes, computer-generated budget reports, and photocopies of position descriptions.

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

 

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

 

POLICY STATEMENTS NOTEBOOKS

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

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

 

REORGANIZATION FILES

This series contains campus correspondence, file notes, file

lists, organizational charts, and floor plans.

RETENTION: Retain in office until superseded, then transfer to

University Archives.

 

STAFF PERSONNEL FILES

This series contains campus correspondence, leave slips, computer-generated Leave Tracking reports received from department, photocopies of LSU-5 Attendance and Leave Records received from Accounting Services, computer-generated Payroll Check Distribution Reports received from Accounting Services, and the following sent to Accounting Services: photocopies of LSU-l Personnel Actions, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, and staff timesheets.

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

 

STUDENT ASSISTANTS FILES

This series contains campus correspondence with Student Aid and Scholarships, photocopies of 1-9 Employee Eligibility Verifications sent to Student Aid and Scholarships, computer-generated Payroll Check Distribution Reports received from Payroll, photocopies of student assistant timesheets sent to Payroll, photocopies of Social Security Cards sent to Student Aid and Scholarships, photocopies of Drivers Licenses sent to Student Aid and Scholarships, and photocopies of Loyalty Oaths sent to Student Aid and Scholarships.

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

 

SUBJECT FILES

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

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

Retain in office while active, then destroy by landfill.

 

TRANSACTION REGISTERS

This series contains Transaction Registers.

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

 

UNIVERSITY ADMINISTRATIVE SPECIALIST INFORMATION FILES

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

RETENTION: 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.

 

COMPENSATION AND BENEFITS/HUMAN RESOURCE MANAGEMENT

 

1990 MILITARY CALL-UP FILES

This series contains campus correspondence, letters received from

Civil Service and Office of the Governor, newspaper clippings,

and file lists.

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

Archives.

 

ACADEMIC UNCLASSIFIED PER-l POSITIONS FILES

This series contains campus correspondence, job applicant resumes, PER-l Requests for Permission to Fill a Vacancy received from campus offices, NCR copies of lAP 66 Visa Forms sent to and received from departments, and photocopies and originals of the following received from campus offices: 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 landfill.

 

ACCIDENTAL DEATH AND DISMEMBERMENT FILES

This series contains photocopies of letters sent to LSU Systems, procedural guidelines received from off campus, and photocopies of medical records received from off campus.

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

 

BENEFITS MANAGER ADMINISTRATIVE FILES

This series contains photocopies of annual reports, campus correspondence, photocopies of employee performance evaluations, and photocopies of Position Descriptions.

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

 

BENEFITS TELEPHONE MESSAGE BOOKS

This series contains telephone message books.

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

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

 

CAMPUS PROCEDURAL REFERENCE FILES

This series contains campus near-print informational material and procedural guidelines received from campus offices.

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

 

CIVIL SERVICE CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

 

CIVIL SERVICE JOB DESCRIPTIONS

This series contains photocopies of Civil Service Job

Descriptions.

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

 

CIVIL SERVICE JOB RATINGS NOTEBOOK

This series contains computer-generated Civil Service Job Ratings received from Civil Service.

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

 

CIVIL SERVICE JOB SPECIFICATIONS NOTEBOOKS

This series contains Job Specifications received from Civil

Service.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

CIVIL SERVICE PAY PLANS

This series contains computer-generated Civil Service Pay Plans.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

CIVIL SERVICE REFERENCE FILES

This series contains photocopies of campus and off-campus correspondence, campus near-print informational material, procedural guidelines received from campus offices, originals and photocopies of file lists, file notes, computer-generated Civil Service Pay Plans, photocopies of Position Descriptions, and photocopies of Civil Service Requests sent off campus.

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

 

CLASSIFIED JOB DESCRIPTIONS

This series contains NCR copies and originals of classified Job

Descriptions received from Civil Service.

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

 

COMPENSATION AND BENEFITS MANAGER ADMINISTRATIVE FILES

This series contains annual reports, campus and off-campus correspondence, photocopies of Inventories of Office Equipment, photocopies of maintenance and repair reports, meeting minutes, newspaper clippings, policy statements, procedural guidelines, photocopies of Internal Transactions, photocopies of invoices, photocopies of Louisiana legislative bills generated here or received from Business Affairs, and photocopies of budget worksheets.

RETENTION: 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.

 

COMPENSATION AND BENEFITS MANAGER ADMINISTRATIVE POLICIES FILES

This series contains LSU Todav received from Public Relations and photocopies of administrative policies received from campus offices.

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

 

COMPENSATION AND BENEFITS MANAGER ANNUAL RAISES WORKING FILES

This series contains photocopies of campus correspondence, photocopies of policy statements received from LSU Systems, procedural guidelines, photocopies of procedural guidelines received from LSU Systems, file notes, and worksheets.

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

 

COMPENSATION AND BENEFITS MANAGER BENEFITS FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes generated here and received from off campus, campus and off-campus near-print informational material, newspaper clippings, photocopies of news releases sent to Public Relations, photocopies of contracts received from Systems, and sample forms.

RETENTION: 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, then destroy by landfill.

 

COMPENSATION AND BENEFITS MANAGER CIVIL SERVICE CLASS AND PAY MAINTENANCE FILES

This series contains campus and off-campus correspondence and off-campus near-print informational material received from Civil Service.

RETENTION: 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, then destroy by landfill.

 

COMPENSATION AND BENEFITS MANAGER EMPLOYEE RELATIONS FILES

This series contains photocopies of campus and off-campus correspondence, meeting minutes, policy statements, procedural guidelines and photocopies of the following: employee performance evaluations, job applicant letters of reference, job applicant resumes, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, Payroll Check Distribution reports, PER-l Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-17 turn-around documents, 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.

 

COMPENSATION AND BENEFITS MANAGER EQUAL EMPLOYMENT OPPORTUNITY

FILES

This series contains campus and off-campus near-print

informational material, newspaper clippings, and pay studies.

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

 

COMPENSATION AND BENEFITS MANAGER PAY FILES

This series contains campus and off-campus near-print informational material, newspaper clippings, pay reports, and file notes.

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

 

COMPENSATION AND BENEFITS MANAGER REFERENCE MANUALS

This series contains policy statements received from Office of the Chancellor, Operating Budgets for Fiscal Years received from Accounting Services, campus and off-campus near-print informational material, and the following manuals: LSU Pay Plan, Administrators Orientation Manuals, and LSU Salary Studies received from College and University Personnel Association.

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

 

COMPENSATION AND BENEFITS MANAGER SALARY SURVEY INFORMATION FILES

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

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

 

COMPENSATION AND BENEFITS MANAGER SPECIAL PAY FILES

This series contains campus and off-campus correspondence, master forms received from Civil Service, policy statements sent to campus offices, procedural guidelines sent to campus offices, computer-generated Compensatory-Time Quarterly reports, and Overtime Agreements sent to campus offices.

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

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

 

COMPENSATION AND BENEFITS MANAGER STAFF HANDBOOK WORKING FILES

This series contains campus correspondence received from campus offices and annotated handbook drafts.

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

 

COMPENSATIONS GENERALIST WORKING FILES

This series contains Unclassified Job Descriptions log, master

forms, photocopies of PER-l Requests for Permission to Fill a

Vacancy sent to campus offices, master Position Descriptions,

Civil Service Requests log, and photocopies of SF-20 Position

Control Forms.

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

 

COMPUTER INSTRUCTIONS FILES

This series contains campus near-print informational material.

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

 

DELETED DOCUMENTS

This series contains printouts of deleted computer text files.

RETENTION: Retain in office while active, then destroy by

recycling.

 

EMPLOYEE BENEFITS FAIR FILES

This series contains photocopies of campus correspondence, invoices received from LSU Union and Reveille, photocopies of sample letters, and photocopies of Reveille advertisements.

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

Retain in office while active, then destroy by recycling.

 

EMPLOYEE COMPENSATION FILES

This series contains campus correspondence received from campus offices, photocopies of bills sent to Louisiana Office of Risk Management, and Occupational Accident or Illness Reports received from campus offices.

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

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

 

EMPLOYEES RETIREMENT SYSTEM CODES NOTEBOOK

This series contains computer-generated Employees Retirement

System Codes.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

ENROLLMENT CARDS

This series contains microfiche copies of Enrollment Cards for Employees Life-Waivered through Panamerican with the following information: name, social security number, address, date of birth, and beneficiary.

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

 

FEDERAL REGULATIONS AND LEGISLATIVE ACTS AFFECTING INSURANCE

FILES

This series contains photocopies of excerpts from publications.

RETENTION: Retain in office while active, then destroy by

recycling.

 

GENERAL CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

GROUP INSURANCE CORRESPONDENCE

This series contains photocopies of approved correspondence sent to Payroll and photocopies of medical records sent off campus.

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

 

HMO BROCHURES

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

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

 

HRM DATABASE USER MANUAL NOTEBOOKS

This series contains a database user manual.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

HUMAN RESOURCE ANALYST INSURANCE POLICY INFORMATION FILES

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

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

 

HUMAN RESOURCE ANALYST READING FILES

This series contains photocopies of meeting minutes received from off campus.

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

 

HUMAN RESOURCE ANALYST WORKING FILES

This series contains photocopies of campus correspondence.

RETENTION: Retain in office while active, then destroy by

shredding then recycling.

 

HUMAN RESOURCE ASSISTANT WORKING FILES

This series contains photocopies of campus and off-campus correspondence, campus near-print informational material, photocopies of Position Descriptions, file lists, file notes, photocopies of Fee Waivers sent to Office of Bursar Operations, organizational charts, photocopies of PMs received from Office of the President, and photocopies of policy statements received from Office of the Chancellor.

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

 

HUMAN RESOURCE MANAGEMENT CAMPUS CORRESPONDENCE SENT NOTEBOOK

This series contains campus correspondence sent to Deans and

Directors.

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

then recycling.

 

INSTRUCTIONS FOR FORMS NOTEBOOKS

This series contains examples of forms generated here and received from campus offices, photocopies of policy statements received from campus offices, procedural guidelines, photocopies and originals of instructions, routing charts received from Policy Section, and file lists.

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

 

INSURANCE PROFILES

This series contains computer-generated reports with name, social security number, birth date, amount of life insurance, type of medical coverage, annual salary, pay types, etc.

RETENTION: Retain in office 11 years after termination of contract, then destroy by landfill.

 

INSURANCE SECRETARY COMPUTER USE MANUAL

This series contains computer use manuals received from SNCC.

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

 

JOB DESCRIPTIONS, 1986-1987 (OBSOLETE)

This series contains job descriptions received from campus

offices.

RETENTION: Destroy by landfill.

 

JOB SPECIFICATIONS ABOLISHED BY CIVIL SERVICE

This series contains Job Specifications abolished by Civil

Service.

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

 

JOB TITLES NOTEBOOK

This series contains job title reports received from Systems and files lists.

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

 

LIFE INSURANCE WAIVERS

This series contains correspondence and photocopies of medical records received from off campus.

RETENTION: Retain in office 11 years after termination of contract, then destroy by shredding then landfill.

 

LISTS

This series contains photocopies of Non-Cooperative State Jobs received from Civil Service and the following computer-generated lists: Positions Allocations List; Classified, Faculty, and Unclassified Positions List; Positions Deleted List; Unfunded Positions, and Lists of Positions by State Position Number.

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

 

LISTS OF FILES TRANSFERRED TO ANOTHER HARD DRIVE

This series contains computer-generated Lists of Files

Transferred to Another Hard Drive.

RETENTION: Retain in office while active, then destroy by

landfill.

 

LISTS OF SALARY AND TITLE CODES

This series contains computer-generated Lists of Salary and Title

Codes.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

MASTER FORM LETTERS

This series contains master form letters.

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

Duplicates: Retain in office while active, then destroy by

recycling.

 

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.

 

NEW INSURANCE COVERAGE PAYROLL DEDUCTION RENEWAL FILES

This series contains master forms and payroll deduction renewal forms.

RETENTION: Master forms: 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, then destroy by landfill.

 

OPERATING BUDGET FOR FISCAL YEAR

This series contains Operating Budgets for Fiscal Years received

from Budget and Planning.

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

 

OPTIONAL INSURANCE PROGRAM ENROLLMENT CARDS AND WAIVER CARDS

This series contains Sunlife Group of Canada enrollment cards,

Sunlife Group of Canada way ver cards, ADD LSU Group Insurance

Travel Assistance Insurance enrollment cards, and ADD LSU Group

Insurance Travel Assistance Insurance waiver cards.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

ORGANIZATIONAL CHARTS FOR BATON ROUGE CAMPUS NOTEBOOK

This series contains original and photocopies of organizational

charts received from campus offices.

RETENTION: Retain permanently in office.

 

OVERTIME ADDITIONAL COMPENSATION LOG

This series contains an Overtime Additional Compensation log

sheets.

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

 

PER-l LOG BOOK

This series contains PER-l Log sheets.

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

then recycling.

 

PER-ls

This series contains PER-ls received from campus offices.

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

then landfill.

 

POLICY STATEMENTS, PROCEDURAL GUIDELINES, AND PRESIDENTIAL MEMORANDA

This series contains policy statements received from Office of the Chancellor, procedural guidelines generated here and received from campus offices, and photocopies of Presidential Memoranda received from Office of the President.

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

 

POSITION CONTROL DOCUMENTS

This series contains Position Control Documents received from

Civil Service.

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

 

PROGRAM MANAGER ATTENDANCE AND LEAVE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, attendance and leave records, Position Descriptions, photocopies of applications, file notes, adding machine tapes, file lists, Civil Service Commission Agendas received from off campus, and photocopies of Overtime Worked sheets.

RETENTION: Personnel records: Retain in office 3 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, then destroy by shredding then recycling.

 

PROGRAM MANAGER PROCEDURAL FILES

This series contains campus and off-campus correspondence, procedural guidelines, file lists, file notes, orientation attendance sheets, Civil Service Classification and Pay Plans received from off campus, and photocopies of Records of Agreement sent to Continuing Education.

RETENTION: 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, then destroy by landfill.

 

PROGRAM MANAGER REFERENCE FILES

This series contains campus correspondence, off-campus near-print informational material, photocopies of Title Codes received from Systems, photocopies of Permanent Memoranda-23 received from Systems, and computer-generated Salaries and Titles Alpha Lists.

RETENTION: Campus 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, then destroy by landfill.

 

QUARTERLY STATEMENT OF BENEFITS CHARGES FILES

This series contains campus correspondence and photocopies and

originals of Benefit Charge Statements sent to Accounting

Services.

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

 

QUARTERLY WAGE REPORTS

This series contains computer-generated Quarterly Wage Reports.

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

 

QUARTERLY WAGE REPORT FILES

This series contains carbon copies of Wage Report Forms sent off

campus and computer-generated Quarterly Wage Reports.

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

 

RETIREMENT ESTIMATES FILES

This series contains photocopies of Retirement Estimates.

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

Duplicates: Retain in office while active, then destroy by

shredding then landfill.

 

RETIREMENT FILES

This series contains campus and off-campus correspondence, policy statements received from Office of the Chancellor, and procedural guidelines received from Systems and off campus.

RETENTION: 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 until superseded, then destroy by landfill.

 

SALARY RUN FOR BATON ROUGE ACTIVE PERSONNEL NOTEBOOKS

This series contains Human Resource Management computer-generated

Salary Run for Baton Rouge Active Personnel.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

SERVICE AWARDS LISTS

This series contains service awards lists sent to Public

Relations.

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

 

SOCIAL SECURITY MEDICARE TAX FILES

This series contains campus correspondence and letters received from off campus.

RETENTION: 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.

 

SPIN MANUALS

This series contains photocopies of SPIN manuals received from

Systems.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

STATE GROUP INSURANCE DEATH CLAIMS FILES

This series contains campus correspondence, campus and off-campus near-print informational material, photocopies of news releases sent to campus offices, photocopies of death claims sent to Group Insurance, approval letters sent to Payroll, photocopies of evidence of insurability form sent to Group Insurance, and photocopies of death certificates.

RETENTION: Photocopies of death certificates: Retain 3 years in office, then destroy by shredding then landfill. All other contents: Retain in office 30 years after settlement, then destroy by shredding then recycling.

 

STUDENT ASSISTANT PERSONNEL FILES

This series contains photocopies and originals of student assistant timesheets sent to Payroll, computer-generated Payroll Check Distribution reports received from Payroll, and photocopies of LSU Timesheets sent to Payroll.

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

 

SUMMER-TERM BUDGETS, 1988-1989 (OBSOLETE)

This series contains Summer-Term Budgets received from Budget and

Planning.

RETENTION: Destroy by landfill.

 

SUNLIFE CLAIMS FILES

This series contains photocopies of letters sent to Systems, procedural guidelines received from off campus, and photocopies of medical records received from off campus.

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

 

TAX SHELTER ANNUITY FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, and payroll deduction renewal forms.

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

 

TEACHERS RETIREMENT EXCEPTION REPORTS

This series contains computer-generated Teachers Retirement

Exception Reports received from Teachers Retirement System.

RETENTION: Retain in office while active, then destroy by

recycling.

 

TUITION WAIVERS FILES

This series contains campus correspondence and photocopies of

Tuition Exemptions sent to Office of Bursar Operations.

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

then recycling.

 

UNCLASSIFIED CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

 

UNCLASSIFIED JOB DESCRIPTIONS

This series contains photocopies of Unclassified Job Descriptions

received from campus offices.

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

 

UNEMPLOYMENT INSURANCE FILES

This series contains correspondence, notices of hearings received from courts, and photocopies of law judge decisions received from courts.

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

 

UNIVERSITY ADMINISTRATIVE SPECIALIST JOB STUDY FILES

This series contains Position Descriptions and questionnaires.

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 fISles: 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.

 

WORKERS COMPENSATION ONLINE PROCEDURAL MANUAL

This series contains procedural manuals.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

EMPLOYEE RELATIONS AND EMPLOYMENT

HUMAN RESOURCE MANAGEMENT

 

ADVERTISEMENTS FAXED OFF-CAMPUS

This series contains advertisements sent off campus.

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

 

ADVERTISING BUDGET FILES

This series contains photocopies of campus correspondence received from Payroll, photocopies of excerpts from publications received from off campus, daily balance sheets, photocopies of bills sent to Accounting Services, carbon copies of Internal Transactions sent to Accounting Services, and monthly ledger sheets received from Human Resource Management.

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

 

APPLICATIONS FOR POSITIONS FILLED, 1987-1989 (OBSOLETE)

This series contains applications of applicants not hired for filled positions.

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

 

APPRENTICESHIP TRAINING PROGRAM FILES

This series contains photccopies of correspondence, off-campus near-print informational material, originals and photocopies of operating instructions received from Facility Services, file notes, and photocopies of Codes of Federal Regulations received from off campus.

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

 

ASSISTANT DIRECTOR FOR EMPLOYMENT AND EMPLOYEE RELATIONS WORKING FILES

This series contains campus and off-campus correspondence, newspaper clippings or excerpts from publications, policy statement index received from Office of the Chancellor, Travel procedural guidelines received from Accounting Services, and photocopies of employee performance evaluations.

RETENTION: Original 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 FOR EMPLOYMENT READING FILE NOTEBOOKS

This series contains campus correspondence received and letters received.

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

 

BULLETIN BOARD ADS NOTEBOOKS

This series contains classified, unclassified, and academic job

vacancies announcements sent to campus offices.

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

 

CAMPUS PUBLICATIONS WITH ADVERTISEMENTS

This series contains publications received from campus offices.

RETENTION: Retain in office while active, then destroy by

landfill.

 

CIVIL SERVICE APPEALS

This series contains letters received from Civil Service.

RETENTION: Retain in office 10 years after settlement, then

destroy by shredding then landfill.

 

CIVIL SERVICE DISCIPLINARY ACTION APPEALS FILES

This series contains letters received from Civil Service and attorneys and photocopies of Civil Service appeals decisions.

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

 

CIVIL SERVICE GENERAL CIRCULARES

This series contains General Circulares received from Civil

Service.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

CIVIL SERVICE JOB SPECIFICATIONS

This series contains photocopies of specifications received from off campus.

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

 

CIVIL SERVICE MANUALS AND RULE BOOKS

This series contains manuals and rule books received from Civil

Service.

RETENTION: Retain in office while active, then destroy by

landfill.

 

CIVIL SERVICE OPINIONS

This series contains Louisiana Department of Civil Service LSU and non-LSU opinions received from Business Affairs or Civil Service.

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

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

 

CIVIL SERVICE REGISTERS

This series contains Official Certification of Eligible received

from Civil Service.

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

 

CLASSIFIED EMPLOYEES LISTS

This series contains computer-generated Classified Employees

Lists received from SNCC.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

COMPUTER USE PROCEDURES AND CAMPUS STORES ORDER PROCEDURES

This series contains procedural guidelines received from Student

Aid and Scholarships, SNCC, and LSU Union.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

DEPARTMENTAL ADVERTISING REQUESTS

This series contains photocopies of approved Requests for

Authorization for Advertisement sent to campus offices.

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

 

DEPARTMENTAL FILES

This series contains annual reports received from campus offices and campus correspondence.

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

Retain 3 years in office, then destroy by recycling.

 

DRUG ABUSE POLICY SIGNATURE FILES

This series contains acknowledgements of receipt of drug compliance policy summary statement and computer-generated lists with employee names and signatures or statements.

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

 

DRUG-FREE WORKPLACE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, photocopies of newspaper clippings or excerpts from publications, photocopies of procedural guidelines sent to campus offices, and a procedural information videotape received from off campus.

RETENTION: Original 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.

 

EMPLOYEE ASSISTANCE PROGRAM FILES

This series contains off-campus near-print informational material

and photocopies of newspaper clippings.

RETENTION: Retain permanently in office.

 

EMPLOYEE RELATIONS CASE FILES

This series contains campus and off-campus correspondence, photocopies of employee performance evaluations received from campus offices, photocopies of LSU-5 Attendance and Leave Records received from campus offices, photocopies of Position Descriptions received from campus offices, photocopies of official reprimands, photocopies of police reports received from LSU Campus Police, and letters received from attorneys.

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

 

EMPLOYMENT AND EMPLOYEE RELATIONS GENERAL FILES

This series contains annual reports received from campus and off-campus, photocopies of campus correspondence received from Office of the Director, correspondence, photocopies of meeting minutes received from campus and off-campus, newspaper clippings or excerpts from publications, and photocopies of news releases sent to Public Relations.

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

 

EMPLOYMENT AND EMPLOYEE RELATIONS REPORTS

This series contains computer-generated reports.

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

 

EMPLOYMENT SECTION OPERATION PROCEDURES NOTEBOOK

This series contains procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

FACILITY SERVICES OPERATING INSTRUCTIONS NOTEBOOK

This series contains Operating Instructions received from

Facility Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

FILLED POSITIONS FILES

This series contains NCR copies of PER-l Requests for Permission to Fill a Vacancy, NCR copies of PER-26 Referrals, applications received from off campus, and lead sheets.

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

 

GRIEVANCE FILES

This series contains photocopies of campus correspondence,

Activity sheets, file notes, and grievance forms.

RETENTION: Retain in office 10 years after settlement, then

destroy by shredding then landfill.

 

GRIEVANCE REFERENCE FILES

This series contains file notes and procedural guidelines received from campus offices.

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

 

HISTORY OF APPLICANT INTERVIEWS

This series contains History of Applicant Interview sheets.

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

 

HUMAN RESOURCE ASSISTANT WORKING FILES

This series contains photocopies of campus correspondence, photocopies of news releases sent to campus offices, policy statements, and photocopies of procedural guidelines sent to campus offices.

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

 

HUMAN RESOURCE ASSISTANT WORKING FILES

This series contains campus correspondence, near-print informational material received from Civil Service, policy statements received from Office of the Chancellor, file notes, file lists, and organizational charts.

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

 

HUMAN RESOURCE TRAINEE WORKING FILES

This series contains campus near-print informational material, procedural guidelines, computer-generated Classified Employees by Title reports received from Data Processing, and NCR copies of Civil Service Registers received from Civil Service.

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

 

INCENTIVE AWARDS PAY PLAN

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

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

 

JOB APPLICANT FILES

This series contains job applicant resumes received from off campus and applications received from off campus.

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

 

LAYOFF INFORMATION NOTEBOOK, 1987 (OBSOLETE)

This series contains campus and off-campus correspondence and computer-generated employment reports.

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

 

LETTERS SENT TO CIVIL SERVICE

This series contains photocopies of letters sent to Civil

Service.

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

then recycling.

 

LSU TODAY

This series contains LSU Today received from Public Relations.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MANAGER WORKING FILES

This series contains all or some of the following:

correspondence, near-print informational material, job applicant resumes received from off campus, annotated photocopies of PER-17 turn-around documents, photocopies of Position Descriptions, applications, file notes, file lists, and photocopies of campus correspondence.

RETENTION: 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. Resumes and applications of applicants not hired: Retain 7 years in office, then destroy by shredding then landfill. Records of applicants hired: 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, then destroy by shredding then landfill.

 

OPERATING BUDGETS FOR FISCAL YEARS

This series contains an Operating Budgets for Fiscal Years

received from Budget and Planning.

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

 

PENDING CRIMINAL CHARGE FILES

This series contains campus correspondence received from campus offices, letters sent, photocopies of leave slips received from Accounting Services, photocopies of police reports received from LSU Campus Police or off-campus, and letters of termination or resignation.

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

 

PER-26 FILES, 1987-1989 (OBSOLETE)

This series contains NCR copies of PER-26 Referrals.

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 NOTEBOOKS

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 PRESIDENTIAL MEMORANDA NOTEBOOKS

This series contains policy statements received from Office of the Chancellor and Presidential Memoranda received from Office of the President.

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

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES FILE

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

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

 

PROCEDURAL GUIDELINES

This series contains procedural guidelines received from campus offices.

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

 

READING FILE NOTEBOOKS, 1988-1990 (OBSOLETE)

This series contains photocopies of campus correspondence.

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

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

 

RECRUITING MATERIALS FILES

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

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

 

REFERENCE FILES

This series contains photocopies of campus correspondence, off-campus near-print informational material, photocopies of Job Specifications, LSU Today received from Public Relations, and photocopies of job advertisements.

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

 

RESUME RESPONSE LETTERS SENT

This series contains photocopies of resume response letters sent off campus.

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

 

SUBSTANCE ABUSE AWARENESS TRAINING NOTEBOOK

This series contains Substance Abuse Training Notebooks received from off campus.

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

 

TRADES HELPERS SELECTION SYSTEM PROCEDURES INFORMATION FILES,

1985 (OBSOLETE)

This series contains campus correspondence, photocopies of

excerpts from publications, and Validation Study for Selection of

Trades Helpers for LSU Physical Plant received from off campus.

RETENTION: Transfer to University Archives.

 

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 maintainedin 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.

 

MANAGEMENT INFORMATION SYSTEMS AND FORMS PROCESSING

HUMAN RESOURCE MANAGEMENT

 

ASSISTANT DIRECTOR FOR RECORDS MANAGEMENT ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, subpoenas received from off campus, photocopies of computer-generated lists received from AIS, and photocopies of computer-generated reports received from AIS.

RETENTION: Subpoenas: Retain in office 10 years after term submitted, then destroy by shredding then landfill. Original correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by landfill.

 

ASSISTANT DIRECTOR FOR RECORDS MANAGEMENTS COMPUTER INFORMATION

FILES

This series contains computer-generated reports.

RETENTION: Retain in office while active, then destroy by

landfill.

 

ASSISTANT DIRECTOR FOR RECORD MANAGEMENT SUBJECT FILES

This series contains campus correspondence and photocopies of meeting minutes.

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

 

BUSINESS AND PERSONNEL PROCEDURES MANUALS

This series contains procedural manuals generated here and received from Accounting Services.

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

 

CIVIL SERVICE JOB INFORMATION MANUALS AND NOTEBOOKS

This series contains job descriptions received form Civil Service

and job specifications received from campus offices.

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

 

CLASSIFIED EMPLOYEE VERIFICATIONS LOG

This series contains sheets with number, employee name, date sent to Payroll, and date mailed back to lending institutions.

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

 

HUMAN RESOURCE ASSISTANT READING FILES

This series contains photocopies of campus correspondence sent and photocopies of letters sent.

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

 

HUMAN RESOURCES PROGRAM MANAGER COMPUTER REPORTS

This series contains computer-generated reports received from

Data Processing and off campus.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

 

HUMAN RESOURCES PROGRAM MANAGER INFORMATION NOTEBOOKS

This series contains off-campus near-print informational material and code lists received form SNCC and Systems.

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

 

HUMAN RESOURCE PROGRAM MANAGER MANUALS

This series contains Civil Service manuals received for off campus, Spin database manuals received from Systems, and Human Resource Management procedural manuals.

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

 

HUMAN RESOURCE PROGRAM MANAGER WORKING FILES

This series contains campus and off-campus correspondence, photocopies of Civil Service Pay Plan near-print informational material received from off campus, and NCR copies of Data Processing requests sent to Data Processing.

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

 

JOB LISTINGS NOTEBOOKS

This series contains lists of campus jobs.

RETENTION: Retain in office while active, then destroy by

recycling.

 

LEAVE LIABILITY REPORTS

This series contains Leave Liability Reports sent to Accounting

Services.

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

 

MANUALS NOTEBOOKS

This series contains manuals received from campus and off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

OPERATING BUDGETS FOR FISCAL YEARS

This series contains Operating Budgets for Fiscal Years received

from Budget and Planning.

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

 

PERSONNEL DATABASE MANUAL

This series contains Personnel Database Manuals sent to campus offices.

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

 

PERSONNEL FILES

This series contains campus and off-campus correspondence, worksheets, approved LSU-l Personnel Actions sent to departments, NCR copies of turn-around documents sent to and received from departments, and the following received from departments:

employee performance evaluations, 1-9 Employee Eligibility Verifications, job applicant letters of reference, job applicant resumes, carbon copies of PER-l Requests for Permission to Fill a Vacancy, carbon copies of PER-2 Personnel Appointments, carbon copies of PER-3 Personnel Status Changes, carbon copies of PER-40 Contracts for Unclassified Employees, Position Descriptions, signed Loyalty Oaths, Permanent Pre-existing Disability forms, and LSU-2 Conditions for Employment.

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

 

PERSONNEL STANDARD OPERATING PROCEDURES MANUAL NOTEBOOK

This series contains sample forms and procedural guidelines.

RETENTION: Retain permanently in office.

 

PROCEDURAL MANUALS AND POLICY STATEMENTS

This series contains personnel procedural manuals received from

SNCC and policy statements received from Office of the

Chancellor.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

RAISE RECOMMENDATIONS LISTS

This series contains computer-generated Raise Recommendation

Lists received from departments.

RETENTION: Retain in office while active or until superseded,

then destroy by shredding then landfill.

 

RETIREMENT REFUND FORMS LOG NOTEBOOK

This series contains sheets with date received, name, assigned

number, and date marked to retirement.

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

 

SIGN-IN SHEETS NOTEBOOKS

This series contains sheets with applicant's name, position applied for, and remarks.

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

 

STAFF LEAVE FILES

This series contains LSU-5 Attendance and Leave Cards and photocopies of leave slips 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 landfill.

 

STEP INCREASE LISTS

This series contains computer-generated Step Increase Lists

received from departments.

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

 

STEP INCREASE SERVICE RECORD CARDS

This series contains Step Increase Service Record Cards.

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

 

SUPPLY ORDER REQUESTS

This series contains Supply Order Requests sent to Campus Stores

and off-campus vendors.

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

 

TECHNICIAN MANUALS

This series contains technician manuals.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

TECHNICIAN WORKING FILES

This series contains carbon copies of campus correspondence.

RETENTION: Retain in office while active, then destroy by

landfill.

 

TELEPHONE MESSAGE BOOKS

This series contains telephone message books.

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

 

TERMINATED PERMANENT CLASSIFIED EMPLOYEES MICROFICHE

This series contains microfiche copies of the following: campus and off-campus correspondence, worksheets, approved LSU-l Personnel Actions sent to departments, NCR copies of turn-around documents sent to and received from departments, and the following received from departments: employee performance evaluations, 1-9 Employee Eligibility Verifications, job applicant letters of reference, job applicant resumes, carbon copies of PER-l Requests for Permission to Fill a Vacancy, carbon copies of PER-2 Personnel Appointments, carbon copies of PER-3 Personnel Status Changes, carbon copies of PER-40 Contracts for Unclassified Employees, Position Descriptions, Loyalty Oaths, Permanent Pre-existing Disability forms, and LSU-2 Conditions for Employment.

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

 

UNION MEMBERSHIP CARD FILE

This series contains Union Membership Cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

TRAINING, DVMT, AND SPECIAL PROJECTS

HUMAN RESOURCE MANAGEMENT

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

 

CAMPUS CORRESPONDENCE SENT AND LETTERS

This series contains photocopies of campus correspondence sent and photocopies of letters sent.

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

 

COMPUTER INFORMATION NOTEBOOK, 1988-1990 (OBSOLETE)

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

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

 

CORRESPONDENCE AND REFERENCE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, file notes, and computer-generated Promotion, Tenure and Sabbatical Lists received from Data Processing.

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

 

DEPARTMENTAL FILES, 1965-1987 (OBSOLETE)

This series contains campus correspondence, file notes, and file

lists.

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

 

DIRECTOR FILES, 1981-1988 (OBSOLETE)

This series contains campus correspondence, procedural

guidelines, and file notes.

RETENTION: Transfer to University Archives.

 

EIGHT INCH COMPUTER DISK FILES, 1982-1986 (OBSOLETE)

This series contains floppy-disk files of unknown content.

RETENTION: Destroy by landfill.

 

EMPLOYEE RELATIONS FILES

This series contains campus and off-campus correspondence, and photocopies of leave records.

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

 

HRM CAMPUS CORRESPONDENCE NOTEBOOK

This series contains campus correspondence.

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

then landfill.

 

HRM REORGANIZATION FILES

This series contains campus correspondence.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

IAP-66 LOG BOOK

This series contains IAP-66 Log sheets.

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

 

IMMIGRATION FILES

This series contains campus and off-campus correspondence and photocopies of Continuation of Immigration Status sent off campus.

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

 

IMMIGRATION WORKING FILES

This series contains photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, and computer-generated Citizenship List/Expiring Visas.

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

 

INFORMATION FOR CLASSIFIED NOTEBOOK

This series contains Information for Classified.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

INFORMATION NOTEBOOKS

This series contains Sabbatical Leave Approved Log sheets, campus and off-campus near-print informational material, and photocopies of policy statements received from Office of the Chancellor.

RETENTION: Sabbatical Leave Approved 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.

 

LIST OF EMPLOYEES

This series contains computer-generated Lists of Employees received from Data Processing.

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

 

LISTS OF EMPLOYEES TO BE EVALUATED

This series contains computer-generated Lists of Employees to be

Evaluated received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

NEAR-PRINT INFORMATION BOOKS

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

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

 

PERMANENT MEMORANDA FILE

This series contains campus correspondence and Permanent

Memoranda received from Office of the President.

RETENTION: Original correspondence: Retain 5 years in office,

then destroy by shredding then landfill. Permanent Memoranda:

Retain in office until superseded, then destroy by recycling.

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOKS

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.

 

POLICY STATEMENTS FILES

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

RETENTION: Original 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.

 

PROGRAM MANAGER WORKING FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines, and NCR copies of Alien Labor Certifications sent to and received from off campus.

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

 

PROMOTION AND TENURE FORMS

This series contains photocopies and originals of Promotion and Tenure Forms received from campus offices.

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

 

PROMOTION, TENURE, AND SABBATICAL FILES

This series contains campus correspondence, computer-generated Sabbatical Leave Requests, 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 landfill.

 

PROMOTION-TENURE REVIEW FORMS

This series contains computer-generated Promotion-Tenure review forms received from offices of the deans.

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

 

REFERENCE FILES

This series contains photocopies of campus correspondence, campus near-print informational material, computer-generated Routing and Approval Schedules, photocopies of articles received from off campus, computer-generated title code lists received from Systems, Signature Authorization lists, computer-generated Discipline Codes, and file notes.

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

 

REFERENCE FILES

This series contains campus correspondence, photocopies of letters sent, master forms, campus near-print informational material, photocopies of off-campus near-print informational material, procedural guidelines, and file notes.

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

 

RISK MANAGEMENT TRAINING MANUALS

This series contains training manuals received from Risk

Management.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

SALARY RUN

This series contains computer-generated Salary Runs received from

SNCC.

RETENTION: Retain in office until superseded, then destroy by

shredding then landfill.

 

SUMMER-TERM BUDGET

This series contains computer-generated Summer-Term Budgets

received from Budget and Planning.

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