OFFICE OF THE VICE-CHANCELLOR

BUSINESS AFFAIRS

 

ADMINISTRATIVE SERVICES ASSISTANT REFERENCE FILES

This series contains photocopies of monthly reports sent to Board of supervisors, photocopies of correspondence, photocopies of policy statements received from campus and state offices, and photocopies of procedural guidelines received from campus and state offices.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

ADMINISTRATIVE SERVICES ASSISTANT WORKING FILES

This series contains reports, photocopies of correspondence sent off campus, photocopies of maintenance and repair reports received from repairmen,. photocopies of campus near-print informational material., photocopies of procedural guidelines received from Accounting Services, and photocopies of office magazine subscription forms sent off campus.

RETENTION: Retain in off office while active or until superseded, then destroy by recycling.

 

ADMINISTRATIVE SERVICES PERSONNEL FILES

This series contains campus correspondence, job applicant letters of reference, job applicant resumes, and the following sent to Human Resource Management.: photocopies of Change-in-status Reports of Continuation or Separation, photocopies of employee performance evaluations, photocopies of 1-9 Employee Eligibility Verifications, NCR copies of LSU-l Personnel Actions, NCR copies of LSU-5 Attendance and Leave Records, NCR copies of PER-l Requests for Permission to Fill a vacancy, NCR copies of PER-2 Personnel Appointments NCR copies of PER-3 Personnel Status Changes, NCR copies of PE~-4O Contracts for Unclassified Employees, photocopies of Position Descriptions, and student assistant timesheets.

RETENTION: Student assistant timesheets: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents: Retain in office 2 years after termination or until final disposition. of charge or civil action, then destroy by shredding then recycling.

 

ASSISTANT DIRECTOR FOR CASH MANAGEMENT ACCOUNTING SYSTEM REFERENCE FILES

This series contains photocopies of Charts of Accounts received from Accounting Services,. photocopies of Object Codes lists, and photocopies of account titles lists received from Accounting Services.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

ASSISTANT DIRECTOR FOR CASH MANAGEMENT BANKS SUBJECT FILES

This series contains correspondence, accrual program reports, and interest earnings projections.

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 landfill.

 

ASSISTANT DIRECTOR FOR CASH MANAGEMENT POLICIES AND PROCEDURES NOTEBOOKS

This series contains photocopies of policy statements received from LSU Foundation, photocopies of procedural guidelines received from LSU Foundation, photocopies of Articles of Incorporation received from LSU Foundation, and photocopies of by-laws received from LSU Foundation.

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

 

ASSISTANT DIRECTOR FOR CASH MANAGEMENT SAS REPORTS

This series contains computer-generated SAS reports received from

Data Processing.

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

 

ASSISTANT DIRECTOR FOR CASH MANAGEMENT SOFTWARE INFORMATION FILES

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

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

 

ASSISTANT DIRECTOR FOR FINANCIAL ANALYSIS MISCELLANEOUS FILES

This series contains campus correspondence and photocopies of meeting minutes.

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

 

ASSOCIATE VICE-CHANCELLOR RECORDS BOX, PRE-1982 (OBSOLETE)

This series contains unknown contents.

RETENTION: Transfer to University Archives.

 

ASSOCIATION OF COLLEGIATE LICENSING ADMINISTRATORS MANUALS

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

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

 

AUDIT OFFICE REFERENCE FILES

This series contains campus and off-campus near-print informational material, computer-generated Charts of Accounts received from Accounting Services, file lists, and photocopies of sample reports.

RETENTION: Charts of Accounts: Record (master) copy: Retain permanently in office. Duplicates: Retain in office until superseded, then destroy by recycling. All other contents:

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

 

BANKING FILES

This series contains correspondence with banks.

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

 

BLOOMBURG FINANCIAL MANAGEMENT MANUALS

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

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

 

BOARD OF SUPERVISORS MINUTES

This series contains meeting minutes received from Board of

Supervisors.

RETENTION: Retain permanently in office.

 

BROKERAGE FIRMS FILES

This series contains faxes of the following received from off campus: letters and analysis of investments.

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

 

BUDGET FILES

This series contains photocopies of budget reports received from departments, photocopies of budget worksheets received from departments, and photocopies of Operating Budgets for Fiscal Years received from Budget and Planning.

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

 

BUILDING PROJECT FILES

This series contains campus and off-campus correspondence.

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

Archives.

 

CLOSEOUT PROCEDURES FILES

This series contains campus and off-campus correspondence, photocopies of sample worksheets, photocopies of sample forms, and working papers sent to Accounting Service.

RETENTION: Original correspondence: Retain 5 years in office, then destroy by shredding then landfill. Work papers: Retain 2 years in office, then destroy by recycling. All other contents:

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

 

COLLATERAL FILES

This series contains NCR copies of receipts received from banks

and file lists.

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

Center, then destroy by shredding then landfill.

 

CONTRACTS AND ROYALTY REPORTS

This series contains annual reports sent off campus, letters sent off campus, contracts sent off campus, audit worksheets sent off campus, and monthly ledger sheets sent off campus.

RETENTION: Audit reports: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while

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

 

CONTRACTS FILES

This series contains correspondence.

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

then landfill.

 

DEPARTMENTAL BUDGET FILES

This series contains NCR copies of Operating Budgets for Fiscal

Years received from Budget and Planning and photocopies of

invoices sent to Purchasing.

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

Center, then destroy by landfill.

 

DEPARTMENTAL CAMPUS CORRESPONDENCE

This series contains campus correspondence sent to and received

from departments.

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

Archives.

 

DEPARTMENTS REPORTING TO ASSOCIATE VICE-CHANCELLOR FILES

This series contains meeting minutes received from campus offices, photocopies of off-campus near-print informational material, photocopies of newspaper clippings or excerpts from publications, photocopies of news releases sent off campus, photocopies of policy statements received from Office of the Chancellor, photocopies of bids sent to Purchasing, photocopies of contracts sent to Purchasing, photocopies of audit worksheets sent to Budget and Planning, photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of budget reports sent to Budget and Planning, and photocopies of Travel Expense Vouchers sent to Accounting Services.

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

 

ELECTRONIC SPREADSHEETS

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

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version 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.

 

FIELD AUDITOR INVENTORY WORKING FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, newspaper clippings or excerpts from

publications, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines, photocopies of awards of bids received from campus and off-campus, photocopies of contracts received from campus and off-campus offices, photocopies of deeds received from campus and off-campus, photocopies of audit reports sent to campus offices, photocopies of audit worksheets sent to campus offices, photocopies of Requests for Budget Adjustments received from Budget and Planning, photocopies of budget reports received from Budget and Planning, photocopies of budget worksheets received from Budget and Planning, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Change-in-Status Reports of Continuation or Separation received from Human Resource Management, photocopies of Position Descriptions received from Human Resource Management, photocopies of student assistant timesheets received from campus offices, computer-generated file lists, and photocopies of the following received from campus offices: monthly financial statements, Internal Transactions, invoices, Invoices Paid During the Period Reports, monthly ledger sheets, petty cash log, Travel Expense Vouchers, work orders, price lists, Purchase Orders, quotations, Receiving Reports, Requisitions, and voucher logs.

RETENTION: Campus and off-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. 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 3 years in office, then destroy by shredding then recycling.

 

FIELD AUDITOR SORORITY AND FRATERNITY FILES

This series contains photocopies of campus correspondence, correspondence, photocopies of meeting minutes received from campus offices, newspaper clippings and excerpts from publications, photocopies of policy statements received from Office of the Chancellor, procedural guidelines, photocopies of awards of bids received from campus offices and off-campus, photocopies of contracts received from campus offices and off-campus, photocopies of deeds received from campus and off-campus, photocopies of audit reports sent to campus offices, photocopies of audit worksheets sent to campus offices, photocopies of Requests for Budget Adjustments received from Budget and Planning, photocopies of budget reports received from Budget and Planning, photocopies of budget worksheets received from Budget and Planning, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Change-in-Status Reports of Continuation or Separation received from Human Resource Management, photocopies of Position Descriptions received from Human Resource Management, photocopies of student assistant timesheets received from campus offices, computer-generated file lists, and photocopies of the following received from campus offices: monthly financial statements, Internal Transactions, invoices, Invoices Paid During the Period Reports, monthly ledger sheets, petty cash log, Travel Expense Vouchers,

work orders, price lists, Purchase Orders, quotations, Receiving Reports, Requisitions, and voucher logs.

RETENTION: Campus and off-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. 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 3 years in office, then destroy by shredding then recycling.

 

FOUNDATION ANNUAL FINANCIAL STATEMENTS

This series contains photocopies of annual financial statements

received from LSU Foundation.

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

 

FOUNDATION BOARD OF DIRECTORS FILES

This series contains committee meeting minutes sent to board and LSU Foundation, photocopies of board meeting minutes received from LSU Foundation, and board meeting agendas sent to board members.

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

 

FOUNDATION FILES

This series contains annual reports sent to LSU Foundation, campus and off-campus correspondence, campus and off-campus near-print informational material, drafts of policy statements sent to LSU Foundation, procedural guidelines sent to LSU Foundation, photocopies of contracts received from LSU Foundation, photocopies of audit reports received from LSU Foundation, photocopies of audit worksheets sent to auditors, photocopies of budget reports received from Accounting Services, budget worksheets received from Accounting Services, photocopies of expenditure lists sent to LSU Foundation, photocopies of invoices received from off-campus, and photocopies of Change-in-Status Reports of Continuation or Separation received from LSU Foundation.

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

 

FOUNDATION INVESTMENTS FILES

This series contains computer-generated Comparative Investment

Summaries and Detail reports, investment reconciliation working

papers, and data entry worksheets.

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

Center, then destroy by landfill.

 

FRATERNITY AND SORORITY CONTRACT FILES

This series contains campus correspondence, originals and photocopies of contracts, originals and photocopies of deeds, and originals and photocopies of leases.

RETENTION: Retain permanently in office.

FRATERNITY AND SORORITY CORRESPONDENCE

This series contains campus correspondence.

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

Archives.

 

GENERAL FILES

This series contains correspondence, photocopies of budget reports sent to or received from campus offices, and photocopies of the following sent to departments: Change-in-Status Reports of Continuation or Separation, employee performance evaluations, employee withholding tax statements, 1-9 Employee Eligibility Verifications, 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, Position Descriptions, and student assistant timesheets.

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. Original correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget reports: Retain 3 years in office, then destroy by landfill.

 

GENERAL LEDGER SYSTEM PROCEDURAL GUIDELINES NOTEBOOKS

This series contains General Ledger System Procedural Guidelines received from Accounting Services.

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

 

GRIEVANCE FILES

This series contains photocopies of case files sent to and received from departments, and photocopies of campus and off-campus correspondence.

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

 

INDIRECT COSTS FILES

This series contains campus correspondence, audit worksheets, and computer-generated lists received from campus offices and generated here.

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

 

INFORMATION FILES

This series contains campus and off-campus correspondence, samples of subcontracts, and photocopies of Indirect Cost Rate Agreements sent off campus.

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

 

LEAVE RECORDS

This series contains LSU-5 Attendance and Leave Records.

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

 

LEDGERS

This series contains photocopies of monthly ledger sheets

received from Accounting Services.

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

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

Center, then destroy by recycling.

 

LEGISLATIVE AUDIT REPORTS

This series contains photocopies of annual reports received from

Legislative Auditors.

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

Duplicates: Retain in office while active, then destroy by

landfill.

 

LOUISIANA PUBLIC FACILITIES AUTHORITY 1985 SERIES A BOND ISSUE FILE

This series contains originals and photocopies of annual reports received from off campus, campus and off-campus correspondence, and photocopies of indentures received from Accounting Services.

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

 

LSU GENERAL LEDGER SYSTEM. USER GUIDE NOTEBOOK

This series contains photocopies of General Ledger system User

Guides received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

MONTHLY ALLOTMENT REPORTS

This series contains photocopies of monthly reports sent to the

Louisiana Division of Administration.

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

 

OFF-CAMPUS POLICY AND PROCEDURAL GUIDELINES NOTEBOOKS

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

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

 

OTHER UNIVERSITIES FINANCIAL REPORTS

This series contains annual reports received from off campus.

RETENTION: Retain in office while active, then destroy by

recycling.

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains policy statements received from Office of the Chancellor, Permanent Memoranda received from Office of the President, Business Affairs and Business Operating Procedures manuals.

RETENTION: Policy statements: Retain in office until superseded, then destroy by recycling. All other contents:

Retain permanently in office.

 

PREVIOUSLY CONDUCTED AUDIT REPORTS

This series contains audit reports sent to Office of the

Chancellor or Vice-Chancellor.

RETENTION: Retain permanently in office.

 

PROCEDURAL MANUALS AND PROFESSIONAL MANUALS

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

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

 

QUARTERLY INVESTMENT REPORTS

This series contains photocopies of quarterly financial

statements received from off campus.

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

 

ROYALTY REPORT LEDGERS NOTEBOOKS

This series contains quarterly reports.

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

 

SECURITY CLEARANCE FILES

This series contains campus and off-campus correspondence, Security Clearance forms received from off campus, 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.

 

SENIOR AUDITOR ADMINISTRATIVE FILES

This series contains campus correspondence, photocopies of sample audit reports, photocopies of spreadsheets, and file notes.

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

 

SPONSORED PROJECTS AND AGENCIES CORRESPONDENCE NOTEBOOKS

This series contains campus and off-campus correspondence.

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

Archives.

 

STUDENT-UNIVERSITY ACADEMIC RELATIONS NOTEBOOKS

This series contains photocopies of campus near-print informational material received from Office of the Dean of Students and photocopies of newspaper clippings or excerpts from publications.

RETENTION: Retain permanently in office.

 

TOTAL AUDITS FILES

This series contains photocopies of campus correspondence,

correspondence, photocopies of meeting minutes received from campus offices, newspaper clippings or excerpts from publications, photocopies of policy statements received from Office of the Chancellor, procedural guidelines, photocopies of awards of bids received from campus offices and off-campus, photocopies of contracts received from campus offices and off-campus, photocopies of deeds received from campus offices and off-campus, photocopies of audit reports sent to campus offices, photocopies of audit worksheets sent to campus offices, photocopies of Requests for Budget Adjustments received from Budget and Planning, photocopies of budget reports received from Budget and Planning, photocopies of budget worksheets received from Budget and Planning, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Change-in-Status Reports of Continuation or Separation received from Human Resource Management, photocopies of Position Descriptions received from Human Resource Management, photocopies of student assistant timesheets received from campus offices, computer-generated file lists, and photocopies of the following received from campus offices: monthly financial statements, Internal Transactions, invoices, Invoices Paid During the Period Reports, monthly ledger sheets, petty cash log, Travel Expense Vouchers, work orders, price lists, Purchase Orders, quotations, Receiving Reports, Requisitions, and voucher logs.

RETENTION: Campus and off-campus correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill. Duplicates: Destroy by shredding then landfill. Personnel files: 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 3 years in office, then destroy by shredding then recycling.

 

TRAFFIC REGULATIONS BROCHURES FILES, 1953-1979 (OBSOLETE)

This series contains campus correspondence, campus near-print

informational material received from Traffic, file notes, and

Reports on Traffic Regulations sent to Student Government

Associations.

RETENTION: Transfer to University Archives.

 

UNIVERSITY ACCOUNTS INVESTMENT SCHEDULES

This series contains monthly financial statements received from

Accounting Services, computer-generated Lists of Investments

received from Data Processing, and worksheets.

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

 

UNIVERSITY ENDOWMENTS FILES

This series contains photocopies of annual comparison reports, investment annual reports and prospectuses received from companies, and annual lists of investments.

RETENTION: Retain 10 years in office, then transfer to University Archives.

 

UNIVERSITY INVESTMENT POLICIES AND LOUISIANA STATUTES FILES

This series contains policy statements and photocopies of policy statements received from LSU Systems.

RETENTION: Business Affairs policy statements: Record (master) copy: Retain permanently in office. Duplicates: Retain in office until superseded, then destroy by recycling. All other contents: Retain in office until superseded, then destroy by recycling.

 

USE OF UNIVERSITY FACILITIES FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of Inventories of Office Equipment, and Travel Expense Vouchers received from Accounting Services.

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

 

VICE-CHANCELLOR COURT CASE CORRESPONDENCE FILES, 1970-1989

(OBSOLETE)

This series contains campus and off-campus correspondence and

newspaper clippings or excerpts from publications.

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

Archives.

 

VICE-CHANCELLOR FOR ADMINISTRATIVE SERVICES FILES

This series contains photocopies of annual reports received from departments, photocopies of campus correspondence, and photocopies of correspondence.

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

 

VICE-CHANCELLOR GENERAL CORRESPONDENCE FILES, 1963-1989

(OBSOLETE)

This series contains campus and off-campus correspondence,

Inventories of Office Equipment sent to Property Control,

Operating Budgets for Fiscal Years received from Budget and

Planning, invoices received from off campus, and monthly ledger

sheets received from Accounting Services.

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

Center, then 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 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.