OFFICE OF BUDGET AND PLANNING

 

ADMINISTRATIVE SECRETARY CATALOGS AND DIRECTORIES

This series contains catalogs and directories received from campus and off campus offices.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

ADMINISTRATIVE SECRETARY POLICIES AND PROCEDURES FILES

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

RETENTION: Retain in office until superseded, then destroy by recycling.

 

ANNUAL FINANCIAL STATEMENTS

This series contains annual financial statements received from

Accounting Services.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ANNUAL FISCAL YEAR-END DETAILED STATEMENT OF BUDGET EXPENDITURES

This series contains an Annual Fiscal Year-End Detailed

Statements of Budget Expenditures received from Data Processing.

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

 

ASSISTANT COMPTROLLER BUDGET ADJUSTMENT SEVENS (BA 7) FILES

This series contains photocopies of Budget Adjustment Sevens sent

to Louisiana Division of Administration and work papers.

RETENTION: Retain permanently in office.

 

ASSISTANT COMPTROLLER HISTORICAL REFERENCE FILES

This series contains photocopies of campus correspondence, photocopies of funding requests received from campus offices, and computer-generated statistical reports.

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

 

ASSISTANT COMPTROLLER INSURANCE CHARGE-OUT FILES

This series contains photocopies of Internal Transaction sent to

departments and work papers.

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

 

ASSISTANT COMPTROLLER MARK IV REFERENCE FILES

This series contains computer-generated tables and layouts.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ASSISTANT COMPTROLLER PROJECTS FILES

This series contains computer-generated reports generated here

and received from Accounting Services and budget worksheets.

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

 

ASSISTANT COMPTROLLER REFERENCE NOTEBOOKS

This series contains campus correspondence, financial statements received from Accounting Services, and budget worksheets.

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

 

ASSISTANT COMPTROLLER YEAR-END CLOSEOUT FILES

This series contains photocopies of journal vouchers received from Accounting Services and computer-generated budget work paper reports.

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

 

ASSISTANT DIRECTOR AND ASSISTANT COMPTROLLER MISCELLANEOUS FILES

This series contains photocopies of letters sent to Louisiana

Budget Office and computer-generated statistical reports.

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

then recycling.

 

ASSISTANT DIRECTOR BUDGET DOCUMENTATION FILES

This series contains photocopies of campus correspondence received only.

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

 

ASSISTANT DIRECTOR BUDGETHISTORICAL REFERENCE FILES

This series contains photocopies of computer-generated

statistical reports.

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

 

ASSISTANT DIRECTOR EQUIPMENT BOND FILES

This series contains photocopies of campus correspondence, computer-generated reports received from Data Processing, and work papers.

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

 

ASSISTANT DIRECTOR READY REFERENCE FILES

This series contains photocopies of Charts of Accounts received from Accounting Services, photocopies of executive reports received from Louisiana Division of Administration, and photocopies of general ledger procedures sent to departments.

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

 

ASSISTANT DIRECTOR SPECIAL PROJECTS FILES

This series contains photocopies of campus correspondence and

budget worksheets.

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

 

ASSISTANT DIRECTOR WORKING FILES

This series contains photocopies of campus correspondence and operating budget work papers.

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

 

ASSISTANT TO THE DIRECTOR COMPUTER CODE SHEETS

This series contains computer code sheets.

RETENTION: Retain in office while active, then destroy by

landfill.

 

ASSOCIATE DIRECTOR WORKING FILES (OBSOLETE)

This series contains drafts of reports, photocopies of Central Files statistical reports, photocopies of BRC-l annual statistical reports sent to campus offices, campus and off-campus near print informational material, and procedural guidelines.

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

 

BUDGET ADJUSTMENTS LOG NOTEBOOKS

This series contains log sheets with date, description, department name, number, etc.

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

 

BUDGET ANALYST ACCOUNTING SERVICES CAMPUS CORRESPONDENCE RECEIVED

This series contains photocopies of campus correspondence received from Accounting Services.

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

 

BUDGET ANALYST DOCUMENTATION PROCEDURES BOOK

This series contains procedural guidelines and photocopies of completed sample forms.

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

 

BUDGET ANALYST INFORMATION NOTEBOOKS

This series contains Chart of Accounts received from Accounting Services, Facilities Management Online Procedures Manual received from Facility Services and the following received from SNCC:

technical bulletins, campus correspondence, and computer-use guidelines.

RETENTION: Campus 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.

 

BUDGET ANALYST PRESENTATION FILES

This series contains charts, transparencies, header sheets, and notes for presentations.

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

 

BUDGET ANALYST RESTRICTED ACCOUNTS BALANCE INFORMATION NOTEBOOKS

This series contains photocopies of campus correspondence, annual

balance reports sent to Comptroller, and file notes.

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

 

BUDGET ANALYST WORKING FILES

This series contains photocopies of campus correspondence sent, photocopies of worksheets, and lists.

RETENTION: Campus correspondence sent: 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. All other contents: Retain in office while active, then destroy by recycling.

 

BUDGET ANALYST WORKING FILES

This series contains campus near-print informational material, computer-generated statistical reports, file notes, and procedural guidelines.

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

 

BUDGET COMMITTEE BUDGET REQUESTS NOTEBOOKS

This series contains photocopies of budget requests received from

campus offices.

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

 

BUDGET COMMITTEE MEETING MINUTES NOTEBOOKS

This series contains photocopies of meeting minutes received from

Director of Budget and Planning.

RETENTION: Retain permanently in office.

 

BUDGET PROPOSED ALLOCATIONS A,B,& C

This series contains computer-generated Budget Proposed

Allocations/A,B,& C received from departments and annotated here.

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

Archives.

 

BUDGET REQUESTS

This series contains original duplicate Budget Requests received

from Board of Supervisors.

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

Archives.

 

CASH MANAGEMENT REPORTS FILES

This series contains work papers and photocopies of Cash

Management reports sent to the Louisiana Division of

Administration.

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

 

CENTRAL FILES

This series contains photocopies of annual reports received from and sent to campus offices and off campus, computer-generated spreadsheet reports sent to campus offices and off campus, campus and off-campus correspondence, photocopies of annual inventories of office equipment sent to Equipment Records, photocopies of meeting minutes received from Board of Supervisors, campus and off-campus near-print informational material, newspaper clippings, photocopies of news releases sent to Public Relations, procedural guidelines received from Board of Regents and Systems office, photocopies of audit reports received from Audit

Department, photocopies of budget reports sent to campus offices and off campus, photocopies of employee tax withholding statements sent to Accounting Services, NCR copies of LSU-5 Attendance and Leave Records, photocopies of survey questionnaires sent off campus, computer-generated statistical reports generated here and sent to campus offices, and the following sent to Human Resource Management: photocopies of employee performance evaluations, photocopies of 1-9 Employee Eligibility Verification, NCR copies of LSU-l Personnel Actions, NCR copies of PER-i 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-40 Contracts for Unclassified Employees, and photocopies of Position Descriptions.

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

Retain 5 years in office then transfer to University Archives.

 

CHART OF ACCOUNTS DEPARTMENT CAMPUS CORRESPONDENCE

This series contains campus correspondence received from departments.

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

 

CHART OF VALID ACCOUNTS USER MANUAL

This series contains a Chart of Valid Accounts User Manual received from Accounting Services.

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

 

CHRONICLE OF HIGHER EDUCATION EXCERPTS

This series contains photocopies of excerpts from the Chronicle of Higher Education.

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

 

COMPUTER ANALYST COMPUTER SECURITY FILES

This series contains computer-generated reports sent to divisions of Business Affairs.

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

 

COMPUTER ANALYST WORKING FILES

This series contains photocopies of computer-generated annual reports sent to campus offices and off campus, campus and off-campus correspondence, and photocopies of procedural guidelines.

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.

 

COMPUTER USE GUIDELINE NOTEBOOKS

This series contains computer use guidelines received from SNCC, Board of Regents, and LSU Systems Office.

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

 

CUBA ANNUAL REPORTS

This series contains computer-generated CUBA annual report.

RETENTION: Retain permanently in office.

 

DEPARTMENTAL ACTIVITY (PLANNING) COMPUTER REPORTS

This series contains departmental activity computer reports sent

to departments.

RETENTION: Retain permanently in office.

 

DEPARTMENTAL PROFILE REPORTS

This series contains computer-generated Departmental Profiles.

RETENTION: Retain permanently in office.

 

DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of campus and off-campus correspondence, newspaper clippings, policy statements received from Office of the Chancellor, procedural guidelines generated here and received from campus offices, budget projections, monthly financial statements received from Accounting Services, photocopies of employee performance evaluations, photocopies of LSU-l Personnel Actions, photocopies of LSU-5 Attendance and Leave Records, photocopies of Position Descriptions, and photocopies of Enrollment Summaries sent to campus offices. RETENTION: personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents:

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

 

DIRECTOR COMPUTER FILE LAYOUT READY REFERENCE FILE

This series contains Budget and Planning Computer File Layouts.

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

 

DIRECTOR READY REFERENCE INFORMATION FILES

This series contains letters received from Board of Regents, photocopies of Central Files requests for budget adjustments, and photocopies of reports sent to campus offices and the Board of Regents.

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.

 

DIRECTOR STUDIES AND REPORTS

This series contains studies and reports received from campus

offices.

RETENTION: Retain permanently in office.

 

DIRECTOR SOURCE DOCUMENTS FILE

This series contains photocopies of statistical reports generated here or received from campus offices.

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

 

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

 

ENROLLMENT SUMMARIES AND GRADUATING CLASS PROFILES

This series contains computer-generated Enrollment Summaries received from Data Processing and Graduating Class Profiles received from Data Processing.

RETENTION: Retain permanently in office.

 

EQUIPMENT MAINTENANCE CONTRACTS, 1986-1990 (OBSOLETE)

This series contains equipment maintenance contracts.

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

 

FEDERAL INDIRECT COSTS INFORMATION FILES

This series contains photocopies of correspondence, reference manuals received from off campus, and photocopies of proposals sent off campus.

RETENTION: Retain in office 3 years after year of compilation, then destroy by shredding then recycling.

 

FEDERAL INDIRECT COSTS WORK PAPERS FILES

This series contains the following types of computer-generated reports: statistical reports, statistical spreadsheets, and statistical worksheets.

RETENTION: Retain in office 3 years after year of compilation, then destroy by shredding then recycling.

 

FOURTEENTH CLASS DAY SCHEDULE REPORTS

This series contains photocopies of Fourteenth Class Day Schedule

Reports received from Student Records and Registration.

RETENTION: Retain in office while active, then destroy by

recycling.

 

FRESHMAN APPLICATIONS STATISTICAL REPORTS

This series contains computer-generated Freshmen Applications

Statistical Reports received from Data Processing.

RETENTION: Retain in office while active, then destroy by

recycling.

HIGHER EDUCATION FORMULA WORKING DRAFTS

This series contains Higher Education Formula working drafts.

RETENTION: Retain in office while active, then destroy by

recycling.

 

INDEPENDENT STUDY STUDENT CREDIT HOURS REPORT

This series contains computer-generated Independent Study Student

Credit Hours Reports received from Administrative Information

System.

RETENTION: Retain permanently in office.

 

INVENTORY OF BUILDINGS AND ROOMS

This series contains computer-generated Inventories of Buildings and Rooms received from Facility Development.

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

 

LEDGER DOCUMENTATION NOTEBOOKS

This series contains letters received from vendors, equipment maintenance and repair reports received from Facility Services, expenditure lists, photocopies and originals of Internal Transactions received from departments and Office of Bursar Operations, invoices received from vendors, Invoices Paid During the Period reports received from Accounting Services, monthly ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, Purchase Orders received from Purchasing, photocopies of receiving reports sent to Purchasing, photocopies of requisitions sent to Purchasing, and photocopies of student assistant timesheets sent to Accounting Services.

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

 

LOW ENROLLMENT REPORT

This series contains photocopies of Low Enrollment Reports received from Data Processing.

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

 

LSU BUSINESS PROCEDURES NOTEBOOK

This series contains a LSU Business Procedures Notebook received from Business Affairs.

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

 

LSU CATALOGS

This series contains LSU catalogs received from Public Relations.

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

 

LSU OPERATIONS AND STUDENT APPLICATIONS AND ENROLLMENT

STATISTICAL INFORMATION NOTEBOOKS

This series contains computer-generated semester reports

generated here and received from campus offices.

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

 

MAINFRAME USE GUIDELINES FILES

This series contains campus near-print informational material.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

MARK IV DATA SETS BRADDED VOLUMES

This series contains computer-generated reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MONTHLY ACCOUNT LEDGERS NOTEBOOKS

This series contains photocopies of Monthly Account Ledgers received from Accounting Services.

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

 

MONTHLY BUDGET ADJUSTMENTS BACKUP REPORTS

This series contains computer-generated monthly budget adjustment backup reports received from Accounting Services.

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

 

MONTHLY GENERAL LEDGERS

This series contains General Ledgers received from Accounting

Services.

RETENTION: Retain in office until summarized, then destroy by

landfill.

 

NATIONAL COLLEGE HANDBOOKS

This series contains National College Handbooks received from off campus.

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

 

NORMALIZATION FILES

This series contains photocopies of campus correspondence and computer-generated statistical reports.

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

 

OFF-CAMPUS REPORTS AND STUDIES

This series contains reports and studies received from off campus.

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

 

OPERATING BUDGETS

This series contains Operating Budgets for Fiscal Years.

RETENTION: Retain permanently in office.

ORGANIZATION IDENTIFICATION AND CODES NOTEBOOK

This series contains computer-generated lists and reports sent to campus offices.

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

 

PER-1 REQUESTS FOR PERMISSION TO FILL A VACANCY

This series contains NCR copies of PER-i Requests for Permission to Fill A Vacancy received from Human Resource Management.

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

 

PERSONNEL AND STUDENT EMPLOYEES FILES

This series contains campus and off-campus correspondence, photocopies of employee performance evaluations sent to Human Resource Management, photocopies of employee withholding tax statements sent to Accounting Services, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, job applicant letters of reference, job applicant resumes, photocopies of Position Descriptions sent to Human Resource Management, and NCR copies of the following sent to Human Resource Management: LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, NCR copies of PER-1 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.

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

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

 

PERSONNEL PROCESSING PROCEDURES MANUAL

This series contains photocopies of campus near-print informational material received from Public Relations and photocopies of procedural guidelines received from Human Resource Management.

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

 

PRODUCTION FILE DEFINITIONS REPORTS

This series contains Production File Definitions reports received from Administrative Information Systems.

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

 

RAISE DATA NOTEBOOKS

This series contains campus correspondence and annual computer-generated reports sent to Board of Regents and Louisiana Division of Administration.

RETENTION: Retain permanently in office.

 

REQUESTS FOR BUDGET ADJUSTMENTS

This series contains Requests for Budget Adjustments received

from departments.

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

 

RESEARCH ANALYST COMPUTER INFORMATION NOTEBOOKS

This series contains the following computer-generated reports received from Administrative Information Systems: code books and user guidelines.

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

 

RESEARCH ANALYST SOURCE BOOK NOTEBOOKS

This series contains photocopies of computer-generated reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

RESEARCH ANALYST WORKING FILES

This series contains reports and fact books generated here and received from campus offices and off campus, photocopies of campus correspondence, and LSU Catalogs received from Public Relations.

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

 

RESTRICTED LEDGERS REPORT, 1984 (OBSOLETE)

This series contains Restricted Ledgers received from Accounting

Services.

RETENTION: Destroy by landfill.

 

SALARY SAVING SCOOPING PROGRAM FILES

This series contains photocopies of campus correspondence.

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

 

SALARY SAVINGS SCOOPING REPORTS

This series contains computer-generated Salary Savings Scooping

Reports sent to offices of vice-chancellors and offices of deans.

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

 

SOUTHEAST REGION COMPARATIVE SALARY INFORMATION REPORT

This series contains computer-generated Southeast Region

Comparative Salary Information Reports received from off campus.

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

 

STUDENT AID AND TERMINATION PAY BUDGET ADJUSTMENTS NOTEBOOKS

This series contains computer-generated monthly reports.

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

 

STUDENT CREDIT HOUR PRODUCTION NOTEBOOKS

This series contains photocopies of computer-generated Student

Credit Hour Production Reports.

RETENTION: Retain permanently in office.

 

TEACHER LOAD REPORTS

This series contains computer-generated Teacher Load Reports

received from LSU System.

RETENTION: Retain permanently in office.

 

VENDOR CATALOGS

This series contains catalogs received from off campus.

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

 

WEEKLY CHART OF ACCOUNTS

This series contains photocopies of weekly Charts of Accounts received from Accounting Services.

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

 

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they. are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.

 

YEAR-END (FINAL) LEDGERS

This series contains year-end General Ledgers received from

Accounting Services.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.