OFFICE OF BURSAR OPERATIONS

 

ACCOUNT LISTING REPORTS

This series contains annotated computer-generated Account Listing

Reports received from Accounting Services.

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

 

ACCOUNT RECONCILIATION FILES

This series contains reconciliation worksheets and computer-generated monthly ledger sheets.

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

 

ACCOUNTING SPECIALIST DAILY REPORTS

This series contains Student Fund Deposit Lists, Agency Loans

Lists, and Credit Payroll Deductions lists.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ACCOUNTING SPECIALIST PROCEDURES FILES

This series contains photocopies of campus correspondence, photocopies of procedural guidelines, and file lists.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

ACCOUNTING SUPERVISOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, originals and photocopies of procedural guidelines generated here and received from campus offices and off-campus, and file notes.

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

 

ACCOUNTS RECEIVABLE ALPHABETIZED LISTS OF SELECTED ACCOUNTS

This series contains Accounts Receivable Alphabetized Lists of

Selected Accounts received from Accounting Services.

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

Center, then destroy by landfill.

 

ACCOUNTS RECEIVABLE BALANCES REPORTS, 1982 (OBSOLETE)

This series contains computer-generated Accounts Receivable

Balances reports.

RETENTION: Destroy by shredding then landfill.

 

ACCOUNTS RECEIVABLE CARD FILE, 1977-1981 (OBSOLETE)

This series contains accounts receivable cards.

RETENTION: Destroy by landfill.

 

ACCOUNTS RECEIVABLE WRITE-OFFS DOCUMENTATION FILES, 1972-1985

(OBSOLETE)

This series contains annual reports sent to the Office of the

Vice-Chancellor for Business Affairs, photocopies of Inventories

of Office Equipment sent to Property Control, and photocopies of

Space Inventories sent to Facility Development.

RETENTION: Destroy by recycling.

 

ACCOUNTS RECEIVABLE WRITE-OFFS REPORTS

This series contains computer-generated Accounts Receivable Write

Offs reports.

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

then landfill.

 

ACCOUNTS UNPAID FILES

This series contains letters received, returned checks received from off campus, deferred agreements, and payment agreements.

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

 

ACCOUNTS WRITTEN OFF SYSTEM FILES

This series contains Deferred Agreements, checks received from

Accounting Services, photocopies of letters sent, payment

Agreements, and computer-generated account reports.

RETENTION: Retain in office 20 years, then destroy by shredding

then landfill.

 

ADDING MACHINE LOG

This series contains semester inventory lists.

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

 

ADMINISTRATIVE SERVICES ASSISTANT ADMINISTRATIVE FILES

This series contains campus correspondence, master forms, procedural guidelines received from Accounting Services Travel, photocopies of copier lease agreements received from Copier Management, Position Descriptions sent to Human Resource Management, originals and photocopies of sample completed forms generated here and received from AIS, and photocopies of Requests for Telephone Authorization sent to Telecommunications.

RETENTION: Position Descriptions: Retain 2 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by landfill.

 

ADMINISTRATIVE SERVICES ASSISTANT MISCELLANEOUS ACCOUNTS LIST

This series contains a list of miscellaneous accounts.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ADMINISTRATIVE SERVICES ASSISTANT PROCEDURAL FILES

This series contains campus correspondence and procedural guidelines generated here and received from campus offices.

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

 

ADMINISTRATIVE SERVICES ASSISTANT SCHEDULES OF FEES FILES

This series contains procedural guidelines received from Student

Records and Registration, schedules of fees received from Student

Records and Registration, and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ADMINISTRATIVE SERVICES ASSISTANT WORKING FILES

This series contains file notes and forms order log sheets with

date, etc.

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

 

AGED TRIAL BALANCE REPORTS

This series contains computer-generated Aged Trial Balance

Reports.

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

Center, then destroy by recycling.

 

ALPHABETICAL LIST OF ACCOUNTS

This series contains a computer-generated Alphabetical List of

Accounts received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

ALPHABETICAL MISCELLANEOUS ACCOUNTS LISTS

This series contains photocopies of Alphabetical Miscellaneous

Accounts Lists sent to Facility Services, Telecommunications, and

University Stores.

RETENTION: Retain in office while active, then destroy by

landfill.

 

ANNUAL REPORTS, MANUALS, AND CATALOGS

This series contains campus near-print informational material.

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

 

ARMORED CAR SERVICE CASH LOG SHEETS

This series contains sheets with date and cash amount.

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

 

ARMORED CAR SERVICE FILES

This series contains photocopies of letters received and photocopies of signature lists received from Armored Car Service.

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

 

ARMORED CAR SERVICE RECEIPTS

This series contains armored car service receipts.

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

 

ART TABLE REPORTS FOR IBM 3600 SYSTEM

This series contains computer-generated reports.

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

 

BAIT MONEY LISTS

This series contains Bait Money Lists.

RETENTION: Retain in office while active, then destroy by

shredding then recycling.

 

BANK DEPOSITS FILES

This series contains microfilm copies of the following: letters sent to banks, checks received from LSU Foundation, bank cards received from campus offices, and returned checks received from banks.

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

 

BANK DEPOSITS FILES MICROFILM LOG

This series contains sheets with date, roll number, and

description of contents.

RETENTION: Retain permanently in office.

 

BANK DRAFT LEDGERS, 1985-1987 (OBSOLETE)

This series contains computer-generated Foreign Bank Drafts for

Collection Ledgers received from Accounting Services.

RETENTION: Destroy by landfill.

 

CANCELLATION OF REGISTRATION REPORTS, 1987-1988 (OBSOLETE)

This series contains computer-generated Cancellations of

Registration Reports.

RETENTION: Destroy by landfill.

 

CASH RECEIPT VOUCHERS FILES

This series contains campus and off-campus correspondence, Internal Transactions, photocopies of invoices received from campus offices, photocopies of Travel Expense Vouchers received from campus offices, photocopies of Work Requests received from campus offices, photocopies of checks received from campus offices, transmittals sent to campus offices, and NCR copies of departmental student assessment forms.

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

 

CASHIER BAGS TALLY FILES

This series contains Cashier Bags Tally Sheets and Office of

Bursar Operations Receipts.

RETENTION: Retain in office while active, then destroy by

landfill.

 

CERTIFIED GREEN MAIL CARDS AND UNCLAIMED MAIL

This series contains Certified Mail cards and unclaimed letters.

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

then landfill.

 

CHART OF ACCOUNTS, 1989 (OBSOLETE)

This series contains computer-generated charts of Accounts.

RETENTION: Destroy by landfill.

 

CHECK REQUESTS

This series contains photocopies of Check Requests sent to

Accounting Services.

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

CHECK REQUESTS FILES

This series contains photocopies of Check Requests sent to

Accounting Services, check stubs received from Accounting

Services, and photocopies of checks received from Accounting

Services.

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

then landfill.

 

CITY NATIONAL BANK FILES

This series contains photocopies of correspondence and photocopies of Transmittals sent to Accounting Services and campus offices.

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

 

CLERK II 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.

 

COLLECTION REPORTS AND DEFERRED PAYMENT ROLLOVER REPORTS

This series contains computer-generated Collection Reports and computer-generated Deferred Payment Rollover Reports.

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

 

COLLECTIONS ACCOUNT TRANSACTIONS VOLUMES

This series contains computer-generated Program ID TRE 5003-A reports and Program ID TRE 5043-A reports.

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

 

COLLECTIONS DEPARTMENT ADMINISTRATIVE FILES

This series contains correspondence, photocopies and NCR copies of Internal Transactions, photocopies of journal vouchers received from Accounting Services, Payment Agreements, certified-mail cards, and photocopies of Discharges for Debtors.

RETENTION: Payment agreements: Retain in office 20 years, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

 

COMPUTER SYSTEM INFORMATION FILES

This series contains reports sent to the Office of the Vice-Chancellor Business Affairs and campus and off-campus correspondence.

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

 

COURT CASE FILES, 1985-1986 (OBSOLETE)

This series contains photocopies of check requests and photocopies of checks received from off campus.

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

 

CURRENT LEAVE TRANSACTIONS REPORTS

This series contains computer-generated Monthly Current Leave

Transactions reports received from Payroll.

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

then landfill.

 

DAILY MAIL RECEIPTS NOTEBOOK

This series contains computer-generated Treasurer Mail Log Alpha

Listing, Daily Mail Receipts, and Receipt Verifying Daily Totals.

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

then landfill.

 

DAILY SYSTEM REPORTS

This series contains Daily System Reports.

RETENTION: Retain in office until summarized, then destroy by

recycling.

 

DEFERRED AGREEMENTS UNPAID

This series contains unpaid Deferred Agreements.

RETENTION: Retain in office 20 years, then destroy by shredding

then landfill.

 

DEFERRED PAYMENT LATE FEES REPORTS

This series contains computer-generated Deferred Payment Late

Fees Reports.

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

 

DEPARTMENTAL CAMPUS CORRESPONDENCE

This series contains photocopies of 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.

 

DEPARTMENTAL RETURNED CHECK LISTS

This series contains Departmental Returned Checks form.

RETENTION: Retain in office 2 years, then destroy by shredding

then landfill.

 

EMPLOYEE PAYROLL DEDUCTION REPORTS

This series contains daily computer-generated Employee Payroll

Deduction Reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

EMPLOYEE PERSONNEL FILES

This series contains campus and off-campus correspondence, photocopies of PER-l Requests for Permission to Fill a Vacancy, LSU-5 Attendance and Leave Records, and the following sent to Human Resource Management: photocopies of PER-3 personnel Status Changes, employee performance evaluations, photocopies of 1-9 Employee Eligibility Verifications, job applicant letters of reference, job applicant resumes, NCR copies of LSU-l personnel

Actions, NCR copies of PER-i7 turn-around documents, and photocopies of PER-40 Contracts for Unclassified Employees.

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

 

EMPLOYEE POSITIONS FILES

This series contains campus and off-campus correspondence, carbon copies and photocopies of position Descriptions sent to Human Resource Management, carbon copies of computer-generated raise recommendation list for classified employees received from Human Resource Management, and photocopies or NCR copies of Recruitment and Placement EEO data sheets received from Human Resource Management.

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

 

FEE BILL ALPHABETICAL LISTS

This series contains computer-generated Fee Bill Alphabetical

Lists.

RETENTION: Retain in office while active, then destroy by

recycling.

 

FEE BILL DISTRIBUTION DOCUMENTATION FILES

This series contains campus correspondence, computer-generated lists, and photocopies of Fee Exemption Eligibility Lists received from departments.

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

 

FEE BILLS

This series contains Fee Bills.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by shredding then landfill.

 

FEE EXEMPTIONS DETAIL LISTING REPORTS

This series contains computer-generated Fee Exemptions Detail

Listing Reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

FOREIGN BANK DRAFTS FILES

This series contains letters received, photocopies of letters sent, photocopies of foreign bank draft checks, and photocopies of receipts.

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

 

GC SERVICES FILE

This series contains invoices lists received from off campus, photocopies of invoices received from off campus, photocopies of checks received from off campus, photocopies of Internal Transactions, and originals and photocopies of GC Services account lists sent off campus.

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

 

INVOICES

This series contains NCR copies of invoices sent.

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

 

LAB SCHOOL FILES

This series contains photocopies of campus correspondence, student Fee Bills, student Deferred Notes, and U-High Fee Bill lists noting class, name, deferred notes, cafeteria charges, and traffic citations sent to University High and Parking.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

 

LEDGER SHEETS AND RECONCILIATIONS FILES

This series contains monthly ledger sheets received from

Accounting Services and account reconciliation worksheets.

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

 

LISTS OF CLOSED ACCOUNTS

This series contains Lists of Closed Accounts received from

Accounting Services.

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

Center, then destroy by landfill.

 

LOUISIANA STATE VOCATIONAL REHABILITATION SERVICES FILES

This series contains computer-generated reports listing rehabilitation services invoices, computer-generated Remittance Reports received from Louisiana Rehabilitation Services, NCR copies of Internal Transmittals, and carbon copies of Purchase Order Requisitions received from Louisiana Rehabilitation Services.

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

 

LSU AND SOUTHERN UNIVERSITY CATALOGS

This series contains campus catalogs and catalogs received from

Southern University.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

LSU FOUNDATION DEPOSITS LOG

This series contains sheets with date, transmittal number, Cash

Receipt Voucher number, and date submitted to Data Processing.

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

 

LSU TODAY

This series contains LSU Today received from Public Relations.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MASTER FORMS

This series contains master forms.

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

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

 

MISCELLANEOUS ACCOUNTS BILLING FILES

This series contains audit reports, audit worksheets, NCR copies and photocopies of Internal Transactions, NCR copies of invoices sent off campus, originals and photocopies of Work Requests received from Facility Services, photocopies of Receiving Reports received from Facility Services, and Requisitions received from Facility Services.

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

 

MONTHLY LEDGER SHEETS

This series contains monthly ledger sheets received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

MONTHLY PAYMENT OPTION LISTINGS

This series contains computer-generated Monthly Payment Option

Listings received from off campus.

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

 

NO-CHECK CASHING LISTS

This series contains photocopies of No-Check Cashing Lists.

RETENTION: Retain in office while active, then destroy by

shredding then recycling.

 

OBJECT CODES LIST

This series contains Object Codes Lists received from Accounting

Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

OFFICE BUDGET FILES

This series contains campus correspondence, photocopies of Inventories of Office Equipment received from Property Control, originals and NCR copies of maintenance and repair reports, campus and off-campus near-print informational material, photocopies of policy statements received from Office of the Chancellor and other campus offices, photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of budget reports sent to Budget and Planning, budget worksheets, photocopies of Operating Budgets for Fiscal Years, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices received from off campus, monthly ledger sheets received from Accounting Services, photocopies of petty cash reimbursement vouchers sent to Accounting Services, NCR copies of Travel Expense Vouchers sent to Accounting Services, originals and NCR copies of Work Requests received from Facility Services, NCR copies of Purchase Orders received from Purchasing, photocopies of quotations received from off campus, carbon copies of Receiving Reports received from off campus, and NCR copies of

Requisitions sent to Purchasing.

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

Center, then destroy by shredding then landfill.

 

OFFICE OF BURSAR OPERATIONS ARCHIVES LISTS

This series contains Office of Bursar Operations Archives Lists.

RETENTION: Retain permanently in office.

 

OFFICE SUPPLY VENDOR CATALOGS

This series contains Office Supply vendor catalogs received from

Office Supply.

RETENTION: Retain in office while active, then destroy by

landfill.

 

OUTSIDE AGENCIES BROCHURES

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

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

 

PAID NSF CHECKS, 1974-1975 (OBSOLETE)

This series contains paid NSF checks.

RETENTION: Destroy by shredding then landfill.

 

PAYROLL AUTHORIZATION SLIPS

This series contains Payroll Deduction forms.

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

then landfill.

 

PERSONNEL POLICIES INFORMATION FILES

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

RETENTION: Retain permanently in office.

 

PERSONNEL PROCEDURES INFORMATION FILES

This series contains campus correspondence, photocopies of procedural guidelines, and Office of Bursar Operations organizational charts.

RETENTION: Retain permanently in office.

 

PETTY CASH AUTHORIZATIONS

This series contains campus correspondence received.

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

then landfill.

 

PETTY CASH FILES

This series contains photocopies of Reimbursement of Petty Cash forms and computer-generated Petty Cash Ledgers.

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

 

PREMIER BANK FILES

This series contains photocopies of 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.

 

PROCEDURAL MANUALS

This series contains procedural manuals received from campus offices.

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

 

PURGE LISTS

This series contains Purge Lists received from Accounting

Services.

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

 

REGISTRATION CORRESPONDENCE FILES

This series contains campus and off-campus correspondence and file lists.

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

 

REGISTRATION FEES FILES

This series contains Fee Bills, checks received from students, and cashier checks.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

 

REGISTRATION FEES FILES MICROFILM LOG

This series contains microfilm log sheets received from

Accounting Services.

RETENTION: Retain permanently in office.

 

REGISTRATION PROCEDURES FILES

This series contains campus correspondence, procedural guidelines, and vault petty cash balance worksheets.

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

 

REGISTRATION RETURNED CHECKS LOG

This series contains sheet listing date, number of checks, and

amount -

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

 

REGISTRATION WORKER APPLICATIONS

This series contains Registration Worker Applications.

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

then landfill.

 

RETURNED CHECKS FILES

This series contains correspondence, Certified Green U.S. Mail cards, returned bank cards, computer-generated account reports, and photocopies of Fee Bills.

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

RETURNED DEPARTMENTAL REPORTS

This series contains sheets with date of call, date of pickup, department name, report, amount, signature of person who picked up, etc.

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

 

RETURNED NON-CERTIFIED MAIL

This series contains letters sent.

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

then landfill.

 

REVENUES AND EXPENDITURE LEDGERS

This series contains Revenues and Expenditures Ledgers received from Accounting Services.

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

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

 

SCHOLARSHIP CARD FILE

This series contains cards with company name, company address, name of student, social security number, amount, check number, date of check, semester, and purpose.

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

 

SCHOLARSHIPS AND SPONSORS FILES

This series contains correspondence, photocopies of checks received from off campus, and NCR copies of receipts sent to Student Aid.

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

 

SEMESTER DEBT REPORTS BOOK

This series contains computer-generated Semester Debt Reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

SPONSORED STUDENTS REPORT

This series contains computer-generated Sponsored Students

Reports.

RETENTION: Retain in office until superseded, then destroy by

shredding then recycling.

 

SPONSORS FILES

This series contains campus and off-campus correspondence, originals and photocopies of policy statements received from campus offices and off-campus, originals and photocopies of procedural guidelines received from campus offices and off-campus, and photocopies and NCR copies of invoices sent off campus.

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

 

STAMP VOUCHERS

This series contains duplicates of stamp vouchers sent to

Accounting Services.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

STATE ARCHIVES RECORDS TRANSMITTAL RECEIPTS

This series contains Record Transmittal Receipts received from

the State Archives.

RETENTION: Retain permanently in office.

 

STUDENT ACCOUNTS MICROFICHE

This series contains computer-generated Student Accounts

Microfiche received from Accounting Services.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by landfill.

 

STUDENT CASE FILES

This series contains campus and off-campus correspondence and photocopies of disciplinary action documents received from Office of the Dean of Students.

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

 

STUDENT DEPOSIT CHECK REQUESTS FILES

This series contains photocopies of Special Handling Payment

Requests sent to Accounting Services and photocopies of Student

Deposit Check Requests sent to Accounting Services.

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

then recycling.

 

STUDENT PAYROLL FILES

This series contains Payroll Check Distribution Reports received

from Payroll.

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

 

STUDENT PERSONNEL FILES

This series contains photocopies of change-in-status reports of continuation or separation sent to Human Resource Management, photocopies of employee withholding tax statements sent to Payroll, photocopies of 1-9 Employee Eligibility Verifications sent to Student Aid and Scholarships, originals or photocopies of job applicant letters of reference, and originals or photocopies of job applicant resumes.

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

 

SYSTEM MANUALS

This series contains campus near-print informational material received from AIS.

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

 

TEACHER EXEMPTION APPLICATIONS FILES

This series contains NCR copies of Teacher Exemption Applications

sent to Louisiana Department of Education.

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

Center, then destroy by landfill.

 

TEACHER EXEMPTION FEES FILES

This series contains Fee Bill lists sent to Louisiana Department of Education.

RETENTION: Record (master) copy: Retain in office 5 years from date of loan assignment, cancellation, or repayment, or until resolution of audit questions, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill.

 

TELLER PROCEDURAL MANUAL

This series contains photocopies of campus correspondence.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

TRANSIENT WORKERS FILES

This series contains campus correspondence, originals and photocopies of policy statements, originals and photocopies of procedural guidelines, photocopies and NCR copies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, originals and photocopies of Work Requests received from Facility Services, NCR copies and photocopies of PER-3 Personnel Status Changes, photocopies of 1-9 Employee Eligibility Verifications, originals and photocopies of job applicant letters of reference sent to Human Resource Management, originals and photocopies of job applicant resumes sent to Human Resource Management, photocopies and NCR copies of PER-17 turn-around documents, and photocopies of timesheets sent to Accounting Services.

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

 

TRANSMITTAL LOG SHEETS

This series contains Transmittal Log Sheets.

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

 

TREASURER ADMINISTRATIVE FILES

This series contains photocopies of self-study reports sent to

Office of the Vice-Chancellor for Business Affairs, NCR copies of

Data Processing Requests sent to Data Processing, and

Notifications of Bankruptcy received from off campus.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

TREASURER CORRESPONDENCE

This series contains campus and off-campus correspondence, policy statements, and procedural guidelines.

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

 

TREASURER DEPARTMENTAL CORRESPONDENCE

This series contains campus correspondence.

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

Archives.

 

TREASURER OFFICE SECURITY VIDEOTAPES

This series contains videotapes.

RETENTION: Retain in office while active, then destroy by

refilming.

 

TREASURER REFERENCE FILES

This series contains annual reports received from Accounting Services, campus near-print informational material, policy statements received from Office of the Chancellor, and Operating Budgets for Fiscal Years received from Accounting Services.

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

 

VAULT ACCOUNTANT MONTHLY FILES

This series contains photocopies of check requests sent to

Accounting Services and Money Count Sheets.

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

 

VAULT ACCOUNTANT PROCEDURES FILES

This series contains originals and photocopies of procedural guidelines generated here.

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

 

VOIDED TREASURER FORMS #01, #04, #12, #02, #03, #29, #30, #34,

AND #35

This series contains voided treasurer forms.

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

Center, then destroy by shredding then landfill.

 

WAGE AND SALARY PAYROLL FILES

This series contains Payroll Check Distribution Reports received from Payroll, Payroll Mailing Lists received from Payroll, and photocopies of tirnesheets sent to Payroll.

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

 

WORD PERFECT INFORMATION FILE

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in

organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule.

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

 

WRITE-OFF REPORTS, 1984-1986 (OBSOLETE)

This series contains computer-generated Write-Off Reports.

RETENTION: Destroy by landfill.