OFFICE OF THE DIRECTOR/PURCHASING

 

ADMINISTRATIVE SECRETARY WORKING FILES

This series contains campus correspondence, computer-generated Payroll Check Distribution Reports received from Payroll, pay scales received from off campus, file lists, file notes, leave slips, photocopies of Payroll Vouchers sent to Accounting Services, photocopies of identification received from student, and computer-generated Mailing Lists received from Payroll.

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Retain in office while active or until superseded, then destroy by recycling.

 

ARCHITECTS AND ENGINEERS CARD FILE

This series contains Architects and Engineers Cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

BID FILES

This series contains correspondence, bids received from off

campus, and specifications received from off campus.

RETENTION: Retain 3 years in office, then transfer to University

Archives.

 

BIDS AND PURCHASE ORDER LISTS NOTEBOOKS, 1973-1980 (OBSOLETE)

This series contains bids and Purchase Order lists.

RETENTION: Destroy by recycling.

 

BUDGET AND PAYROLL FILES, 1970-1986 (OBSOLETE)

This series contains campus correspondence, photocopies of procedural guidelines received from campus offices, NCR copies of Internal Transactions sent to Accounting Services, monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to campus offices, Payroll Check Distribution Reports received from Payroll, photocopies of student timesheets sent to Human Resource Management, photocopies of wage timesheets sent to Human Resource Management, NCR copies of Quick Copy Service forms received from Graphic Services, overdraft notices received from Accounting Services, and photocopies of letters received from off campus.

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

 

BUDGET FILES

This series contains ledger sheets, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of invoices, photocopies of receipts, NCR copies of Requisitions sent to Budget and Planning, photocopies of Requests for Budget Adjustment sent to Budget and Planning, and computer-generated Invoices Paid During the Period Reports received from

Accounting Services.

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

Center, then destroy by shredding then landfill.

 

BUS/MASS TRANSIT SYSTEM FILES

This series contains campus and off-campus correspondence, bids received from off campus, photocopies of contracts sent off campus, and specifications received from off campus.

RETENTION: Retain 3 years in office, then transfer to University Archives.

 

CAMD PROJECT FILES

This series contains campus and off-campus correspondence, meeting minutes, news clippings/publication excerpts, photocopies of procedural guidelines received from Facility Services, bids sent to campus offices, drafts of contracts, photocopies of Purchase Orders, photocopies of Requisitions, blueprints received from Facility Services, photocopies of advertisement texts sent off campus, vendor catalogs received from off campus, and Notices of Hearings received from off campus.

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

 

CAMPUS CORRESPONDENCE

This series contains photocopies of campus correspondence.

RETENTION: Retain in office while active, then destroy by

recycling.

 

COMPLAINT FILES

This series contains campus and off-campus correspondence.

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

Archives.

 

CONSTRUCTION PROJECTS FILES

This series contains campus and off-campus correspondence and

specifications received from off campus.

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

Archives.

 

COOPERATIVE AGREEMENT FILES

This series contains off-campus near-print informational material, photocopies of Cooperative Agreements sent to professors, photocopies of deposit slips received from off campus, and photocopies of checks received from off campus.

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

 

CORRESPONDENCE

This series contains photocopies of campus and off-campus correspondence.

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

 

DIRECTOR SPEECHES, 1969-1981 (OBSOLETE)

This series contains speeches.

RETENTION: Retain permanently in office.

 

DIRECTOR WORKING FILES

This series contains campus correspondence and procedural

guidelines.

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

Archives.

 

EDUCATIONAL AND INSTITUTIONAL COOPERATIVE FILES

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

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

 

ENERGY EFFICIENCY SERVICE CONTRACT FILES, 1988 (OBSOLETE)

This series contains bids received from off campus and specifications received from off campus.

RETENTION: Specifications: Retain permanently in office. Bids:

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

 

FEDERAL CONTRACTS FILES, 1979-1981 (OBSOLETE)

This series contains campus and off-campus correspondence, originals and photocopies of bids sent to campus offices, originals and photocopies of contracts, photocopies of invoices received from Accounting Services, photocopies of Purchase Orders sent off campus, and vendor proposals received from off campus.

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

 

GENERAL FILES

This series contains sample forms, meeting minutes received from campus offices, off-campus near-print informational material, procedural guidelines received from campus offices, photocopies of Travel Expense Vouchers sent to Human Resource Management, file notes, file lists, and Lists of Attendees.

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

 

HUMAN RESOURCE MANAGEMENT VERIFICATION SHEETS

This series contains photocopies of Human Resource Management

Verification Sheets sent to Human Resource Management.

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

 

LEASE/PURCHASE AGREEMENTS

This series contains originals and photocopies of Lease/Purchase

Agreements sent off campus.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by landfill.

 

LEDGERS FILES, 1982-1985 (OBSOLETE)

This series contains computer-generated monthly ledger sheets received from Accounting Services, Payroll Check Distribution Reports received from Payroll, and photocopies of student timesheets sent to Human Resource Management.

RETENTION: Destroy by recycling.

 

LEGISLATIVE BILLS

This series contains photocopies of Legislative Bills received from off campus.

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

 

MODEL PROCUREMENT FILES, 1979-1980 (OBSOLETE)

This series contains campus and off-campus correspondence, campus

and off-campus near-print informational material, and file notes.

RETENTION: Retain permanently in office.

 

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.

 

PERMANENT FILES

This series contains campus and off-campus correspondence, master forms, off-campus near-print informational material, procedural guidelines, contracts sent to campus offices, file lists, photocopies of audits sent to Systems, photocopies of State Contract Reports sent off-campus, resumes, vehicle registrations, Driver Authorization forms, photocopies of State Property Transactions sent off campus, file notes, photocopies of Sole Source and Emergency Reports sent off campus, and computer-generated Space Inventories received from Facility Development.

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

 

PERSONNEL ACCOUNTING FILES, 1974-1986 (OBSOLETE)

This series contains NCR copies of Internal Transactions sent to Accounting Services, monthly ledger sheets received from Accounting Services, carbon copies of Purchase Orders generated here or sent to campus offices, NCR copies of Requisitions generated here or received from campus offices, photocopies or NCR copies of Travel Expense Vouchers sent to Accounting Services, job applicant resumes, Payroll Check Distribution Reports, photocopies of wage payroll timesheets sent to Payroll, 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 recycling.

 

PERSONNEL FILES

This series contains job applicant resumes received from off campus, Position Descriptions, computer-generated Annual Leave Reports received from Human Resource Management, photocopies of Annual Leave Reports sent to Human Resource Management, and the following sent to Human Resource Management: photocopies of employee performance evaluations, photocopies of employee withholding tax statements, photocopies of Employment Processing Forms, photocopies of 1-9 Employee Eligibility Verifications, NCR copies of LSU-l Personnel Actions, photocopies 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.

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

 

PROTEST HEARING FILES

This series contains campus and off-campus correspondence sample

regulations, hearing minutes, and worksheets.

RETENTION: Retain 10 years in office, then transfer to

University Archives.

 

RADIO BROADCAST FILES

This series contains correspondence, bids received from off campus, photocopies of contracts sent off campus, and specifications.

RETENTION: Retain permanently in office.

 

READING FILES

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

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

 

REFERENCE FILES

This series contains campus correspondence, photocopies of Transmittals sent to Office of Bursar Operations, file notes, file lists, and schedules.

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

 

REFERENCE NOTEBOOKS

This series contains campus correspondence, master forms, policy statements received from Office of the Chancellor, procedural guidelines generated here and received from campus offices, permanent Memoranda received from office of the President, Civil Service Regulations received from off campus, computer-generated Budget Reconciliations, and computer-generated Vouchers Paid received from Accounting Services.

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

 

REFERENCE NOTEBOOKS

This series contains meeting minutes received from campus offices, off-campus near-print informational material, policy statements received from Office of the Chancellor, and procedural guidelines received from campus offices.

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

 

ROOFING BONDS AND INSURANCE CERTIFICATES

This series contains Roofing Bonds received from off campus and originals or photocopies of Insurance Certificates received from off campus.

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

 

TEMPORARY PERSONNEL AND LEAVE FILES

This series contains employee performance evaluations, job applicant letters of reference, job applicant resumes, leave slips, employee Requests for Leave, and the following sent to Human Resource Management: NCR copies of 1-9 Employee Eligibility Verifications, 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, and NCR copies of PER-25 Contracts for Academic Employees.

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

 

UNIVERSITY REPORTS

This series contains university reports received from campus

offices

RETENTION: Retain in office while active, then transfer to

University Archives.

 

VENDOR CATALOGS

This series contains vendor catalogs.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

VICE-CHANCELLOR CORRESPONDENCE, 1978-1983 (OBSOLETE)

This series contains carbon copies and originals of campus and

off-campus correspondence.

RETENTION: Retain permanently in office.

 

WAGE EMPLOYEES FILES, 1981-1985 (OBSOLETE)

This series contains carbon copies of LSU-l Personnel Actions sent to Human Resource Management, LSU-5 Attendance and Leave Records, leave slips, Position Description drafts, photocopies of LSU-8s sent to Human Resource Management, and NCR copies of student applications sent to Student Aid and Scholarships.

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

 

OFFICE OF THE DIRECTOR/UNIVERSITY STORES/PURCHASING

 

DIRECTOR CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

 

INFORMATION FILES

This series contains file lists received from off campus.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MONTHLY LEDGER STATEMENTS

This series contains photocopies of monthly ledger statements.

RETENTION: Retain in office while active, then destroy by

recycling.

 

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

CONSTRUCTION/PURCHASING

 

ADMINISTRATIVE FILES

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

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.

 

CERTIFICATION LETTERS

This series contains Certification Letters received from off

campus.

RETENTION: Retain permanently in office.

 

CONSTRUCTION BIDS FILES

This series contains campus and off-campus correspondence, originals and photocopies of meeting minutes received from off campus, off-campus near-print informational material, originals and photocopies of bids sent off campus, contracts sent to campus offices, photocopies of invoices sent to Accounts Payable, photocopies of Purchase Orders, photocopies of work orders sent off campus, blueprints received from campus offices and off-campus, proposals received from off campus, photocopies of specification sheets sent off campus, bid bonds received from off campus, post marked envelopes received from off campus, Proposal forms, insurance forms received from off campus, EEO forms, bonds received from off campus, Notices to Proceed received from off campus or Facility Services, and photocopies of Applications for Builders Risk sent to Safety Office.

RETENTION: Retain permanently in office.

 

CONSTRUCTION CARD INDEX

This series contains cards with job, vendor, bid price, bid date, total cost, date of final payment, and Purchase Order number.

RETENTION: Retain permanently in office.

 

ELEVATOR MAINTENANCE FILES

This series contains correspondence, bids received from off campus, photocopies of Purchase Orders sent to Purchasing, NCR copies of Requisitions sent to Purchasing, specifications received from off campus, photocopies of quarterly reports sent off campus, grants received from off campus, and photocopies of grant reports sent off campus.

RETENTION: Specifications: Retain permanently in office.

Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

 

LEASE FILES

This series contains campus and off-campus correspondence, bids, Board Approvals received from Board of Regents, insurance forms received from off campus, and Lease Agreements.

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

 

MISCELLANEOUS FILES

This series contains campus correspondence, photocopies of Insurance Certificates received from contractors, file notes, file lists, and Lease Agreements sent off campus.

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

 

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

 

PROFESSIONAL SERVICES CONTRACTS FILES

This series contains correspondence and contracts.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then landfill.

 

PROFESSIONAL SERVICES CONTRACTS WORKING FILES

This series contains campus and off-campus correspondence and photocopies of contracts.

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

 

REFERENCE FILES

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

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

 

REFERENCE FILES

This series contains campus and off-campus near-print informational material, procedural guidelines received from off campus, file lists, and Purchase Order log sheets with Purchase Order number, date, and department.

RETENTION: Purchase Order Log sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by landfill.

 

SOLE SOURCE EMERGENCY PURCHASES ANNUAL REPORT

This series contains Sole Source Emergency Reports sent off

campus.

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

 

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

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.

 

YEARLY CONTRACTS FILES

This series contains correspondence1 bids received from off campus, contracts sent off campus, and Transmission Reports.

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

 

DATA PROCESSING/PURCHASING

 

ASSISTANT DIRECTOR NEAR-PRINT INFORMATIONAL MATERIAL

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

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

 

ASSISTANT DIRECTOR WORKING FILES

This series contains campus correspondence, policy statements received from Office of the Chancellor, NCR copies of Purchase Orders sent to Purchasing, file notes, photocopies of Work Requests sent to AIS and SNCC, and photocopies of Daily Vehicle Logs sent to Equipment Records.

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

 

BIDS AND CONTRACTS

This series contains bids received from off campus and photocopies of contracts with vendors.

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

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

 

CONFIRMATION PURCHASE ORDER NUMBERS LOG

This series contains log sheets with Purchase Order number, date

assigned, item, vendor, and caller.

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

 

CONTRACT AWARDS

This series contains computer-generated Contract Awards received from vendors.

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

 

COOPERATIVE ENDEAVORS AGREEMENTS

This series contains Cooperative Endeavors Agreements received from off campus.

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

 

CORRESPONDENCE

This series contains correspondence.

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

then landfill.

 

INVENTORY FILES

This series contains campus correspondence, computer-generated Equipment Inventories received from Property Control, blueprints, and computer-generated telephone equipment lists received from Telecommunications.

RETENTION: Blueprints: Retain permanently in office. All other contents: Retain 1 year in office, then destroy by landfill.

 

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.

 

MONTHLY STATEMENTS

This series contains monthly statements received from SNCC.

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

 

POLICIES AND PROCEDURES REFERENCE NOTEBOOKS

This series contains master forms, off-campus near-print informational material, procedural guidelines generated here and received from campus offices, Definition Worksheets, flow charts, Internal Designs, External Designs, computer-generated Commodity Class and Subclass Reference reports, computer-generated Input/Output documents, photocopies of Summary Reports sent to Office of the Vice-Chancellor for Business Affairs, photocopies of laws received from off-campus, computer-generated Charts of Accounts received from Accounting Services, and photocopies of State Contracts received from off campus.

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 or until superseded, then destroy by landfill.

 

PROCEDURAL GUIDELINES

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

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

 

PURCHASE ORDERS, 1984-1985 (OBSOLETE)

This series contains NCR copies of Purchase Orders sent to

Purchasing.

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

 

PURCHASING ASSISTANT NEAR-PRINT INFORMATIONAL MATERIAL

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

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

 

REQUISITIONS REFERENCE NOTEBOOKS

This series contains procedural guidelines, file notes, and Office Requisitions log sheets with Requisition numbers, date assigned, vendor, cost, and item.

RETENTION: Requisition Log Sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

 

STATE AND COUNTRY CODES LIST

This series contains computer-generated State and Country Codes lists.

RETENTION: Retain in office 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.

 

PROPERTY CONTROL AND EQUIPMENT RECORDS/PURCHASING

 

ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, employee performance evaluations, Position Descriptions received from off campus, file notes, file lists, budget worksheets, and photocopies of the following sent to Human Resource Management:

Employee withholding tax statements, LSU-l Personnel Actions, PER-2 Personnel Appointments, and PER-3 Personnel Status Changes.

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

 

ADMINISTRATIVE DATABASES

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

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

 

BUILDING SUMMARY AND UPDATES

This series contains computer-generated Building Summaries and

Updates received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

 

CAPITAL OUTLAY EQUIPMENT LEDGERS

This series contains computer-generated Capital Outlay Equipment

Ledgers received from Data Processing.

RETENTION: Retain 6 years in office, then destroy by recycling.

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

DA MV3 DAILY VEHICLE LOG

This series contains log sheets received from campus offices.

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

 

DABF II LOG

This series contains sheets with form number, LSU number, and control number.

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

 

DAILY VEHICLE NOTEBOOKS

This series contains file lists, file notes, and Daily Vehicle

Log sheets with date, name, mileage, and destination.

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

 

DEPARTMENT EQUIPMENT INVENTORY WITH UPDATES

This series contains computer-generated Department Equipment

Inventory with Update reports received from Data Processing.

RETENTION: Retain 6 years in office, then destroy by landfill.

 

DISCREPANCY LISTING

This series contains computer-generated Discrepancy Listings

received from Data Processing.

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

 

DRIVER AUTHORIZATION FORM FILES

This series contains Driver Authorization Forms received from campus offices and photocopies of Motor Vehicle Driver Records received from Public Safety.

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

 

ELECTRONIC SPREADSHEETS

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

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

 

EQUIPMENT INVENTORIES, 1986 (OBSOLETE)

This series contains computer-generated Equipment Inventories

received from Data Processing.

RETENTION: Destroy by landfill.

 

EQUIPMENT PURGED AND ITEMS UNDER $250 REPORTS

This series contains Equipment Purged and Items Under $200

reports received from Data Processing.

RETENTION: Retain 6 years in office, then destroy by recycling.

 

INFORMATION FILES

This series contains campus and off-campus correspondence, computer-generated Purchase Orders received from Data Processing, computer-generated lists received from Data Processing, and photocopies of ledgers received from Accounting Services.

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

 

INVENTORY

This series contains computer-generated Inventories sent off

campus.

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

 

INVENTORY BY LSU PROPERTY TAG NUMBER

This series contains computer-generated Inventories by LSU

Property Tag Number received from Data Processing.

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

 

INVENTORY REFERENCE NOTEBOOKS

This series contains off-campus near-print informational material, procedural guidelines generated here and received from campus offices, file lists, photocopies of Vehicle Adds, Update and Activate Forms received from off campus, and Inventory Log sheets with account number, date returned, and date corrected.

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

 

LIST OF REPORTS

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

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

 

LOG ENTRY TRANSACTION LISTING

This series contains computer-generated Log Entry Transaction

Listings received from off campus.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MISCELLANEOUS FILES

This series contains campus correspondence, photocopies of Purchase Orders sent to Purchasing, photocopies of employee withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Processing Forms, photocopies of TADS sent to Human Resource Management, photocopies of identification cards received from students, Requests for Data Processing Services sent to or received from Data Processing, photocopies of Equipment Inventory Requests for Action received from departments, computer-generated Requests for Account Changes received from departments, computer-generated Requests to Change a Building Number, Gift Inventories received from departments, computer-generated and original Contract Value Bulk Entry reports received from departments, computer-generated High Cost Computer and Data Processing Equipment reports received from Data Processing, and file lists.

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 landfill.

 

MOTOR VEHICLE FILES

This series contains campus and off-campus correspondence, photocopies of titles received from off campus, photocopies of registration received from off campus, computer-generated Lists of Vehicles received from Data Processing, and computer-generated Update and Error Reports received from Admissions.

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

 

MOTOR VEHICLE TITLES

This series contains Motor Vehicle Titles received from off campus.

RETENTION: Retain in office for life of vehicle, then destroy by landfill.

 

MOTOR VEHICLE UPDATE REPORTS

This series contains computer-generated Motor Vehicle Update

Reports received from Data Processing.

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

 

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

 

PURCHASE ORDERS

This series contains photocopies of Purchase Orders received from

Data Processing.

RETENTION: Retain in office while active, then destroy by

landfill.

 

PURCHASE ORDERS AND INVOICES REPORTS

This series contains computer-generated Purchase Orders received from Data Processing and computer-generated invoices received from Data Processing.

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

 

QUARTERLY VEHICLE REPORTS

This series contains computer-generated Quarterly Vehicle Reports

sent to Risk Management.

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

 

REFERENCE NOTEBOOKS

This series contains policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, computer-generated monthly ledger sheets received from Accounting Services, computer-generated Audits received from off campus, Safety Manuals received from Safety Office, and computer-generated Inventories.

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

 

STATE PROPERTY TRANSACTIONS

This series contains NCR copies of State Property Transactions

sent off campus.

RETENTION: Retain 6 years in office, then destroy by landfill.

 

SUSPENDED AND LOCATED EQUIPMENT REPORTS

This series contains computer-generated Suspended and Located

Equipment reports received from Data Processing.

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

 

TRAILER FILES

This series contains photocopies of Purchase Orders sent to Purchasing, originals and photocopies of titles received from off campus, computer-generated List of Trailers by Departments received from Data Processing, and photocopies of DAFB II received from off campus.

RETENTION: Titles: Retain in office for life of vehicle, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

 

TRANSACTION REFERENCE NOTEBOOKS

This series contains procedural guidelines, file lists, and computer-generated Online Fleet Add/Delete Transaction Reports received from off campus.

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

 

TRANSMITTALS

This series contains computer-generated Transmittals received

from Data Processing.

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

 

VEHICLE DELIVERY NOTEBOOK

This series contains file list and Vehicle Delivery Log sheets

with date, department, and vehicle.

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

 

VEHICLE PURCHASES LOG

This series contains sheets with date sent, Purchase Order number, department, serial number, license number, account number, model, and description.

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

 

WORD PROCESSING FILES

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

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

 

WORKING FILES

This series contains campus and off-campus correspondence, procedural guidelines generated here and received from off campus, photocopies of Purchase Orders sent to and received from campus offices, photocopies of employee withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Eligibility Verifications, computer-generated Listing of Building Numbers received from Data Processing, computer-generated Listing of Account Numbers received from Data Processing, file lists, photocopies of TADS sent to Human Resource Management, photocopies of identification cards received from student, photocopies of Loyalty Oaths sent to Human Resource Management, file notes, leave slips, and computer-generated Leave Tracking Reports received from Human Resource Management.

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

 

WRITE-UP LOG

This series contains sheets with control number, description, LSU

number, and serial number.

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

 

SCIENCE SUPPLY/PURCHASING

 

ACCOUNTING FILES

This series contains NCR copies of invoices sent to Purchasing, NCR copies of Purchase Orders sent to Purchasing, requests for non-stock orders received from campus offices, worksheets, discrepancy reports, NCR copies of Receiving Reports sent to Purchasing, NCR copies of Requisitions sent to Purchasing, and Cash Reports.

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

 

ADMINISTRATIVE FILES

This series contains permits received from off campus, photocopies of Space Inventories sent to Facility Development, Mercury Consumption reports, and computer-generated equipment records received from Property Control.

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

 

ANNUAL INVENTORY CARD FILE

This series contains cards with item number, cost, and count.

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

Duplicates: Retain in office while active, then destroy by

shredding then landfill.

 

BILLINGS

This series contains computer-generated billings.

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

 

COMPANY FILES

This series contains photocopies of bids received from off campus.

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

 

EQUIPMENT RECORDS

This series contains NCR copies of Purchase Orders sent to

Purchasing.

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

 

INFORMATION NOTEBOOKS

This series contains procedural guidelines received from campus offices.

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

 

INVENTORY DAILY TRANSACTIONS

This series contains computer-generated Inventory Daily

Transactions.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

 

OPERATING MANAGER REFERENCE FILES

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

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.

 

OPERATING MANAGER WORKING FILES

This series contains photocopies of campus correspondence and procedural guidelines

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

 

PRICE LISTS

This series contains price lists received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

PROCEDURAL GUIDELINES

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

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

 

PROGRAM PRINTOUTS

This series contains computer-generated printouts of original programs.

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

 

SALES REPORT FILES

This series contains the following computer-generated reports:

Receipt Reports, Reorder Reports, Sales Reports, and Daily Sale

Reports.

RETENTION: Retain in office until superseded or summarized, then

destroy by recycling.

 

STAFF PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource Management: Position Descriptions, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, PER-2 Personnel Appointments, and PER-3 Personnel Status Changes.

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

 

STUDENT WORKER PERSONNEL FILES

This series contains photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: 1=9 Employee

Eligibility Verifications, W-4s, Loyalty Oaths, Employment Processing Forms, photocopies of Social Security cards, photocopies of driver's licenses, and photocopies of passports.

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

 

VENDOR REPORT FILES

This series contains a computer-generated Vendor Cross Reference Lists received from off campus and the following computer-generated reports: Customer Account Lists, Inventory Evaluations, Item Sales, Order Point Reviews, Physical Inventories, Science Supply Catalogs, Science Supply Checkouts, and Science Supply Cross References.

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

 

SERVICE STATION/PURCHASING

 

BID WORKSHEETS

This series contains bid worksheets sent to Central Stores.

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

 

GAS LOG

This series contains sheets with numbers read at end of day and

date.

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

GAS READING

This series contains gas readings.

RETENTION: Retain in office while active, then destroy by

recycling.

 

INVOICES

This series contains computer-generated invoices received from

Central Stores.

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

Center, then destroy by landfill.

 

STOCK LIST

This series contains computer-generated Stock Lists received from

Central Stores.

RETENTION: Retain in office while active, then destroy by

landfill.

 

SPECIAL PURCHASES/PURCHASING

 

ACTIVE AND EXPIRED CONTRACTS LOG

This series contains sheets with bid number, vendor, description, campus office, Purchase Order number, period of contract.

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

 

ACTIVE DEPARTMENTAL CONTRACTS FILES

This series contains campus and off-campus correspondence and bids sent to campus offices.

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

 

ACTIVE FOOD CONTRACTS FILES

This series contains campus and off-campus correspondence, catalogs received from off campus, and contracts sent to campus offices.

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

 

ACTIVE OFFICE SUPPLY AND EQUIPMENT CONTRACTS FILES

This series contains campus and off-campus correspondence, catalogs received from off- campus, contracts sent to campus offices, and samples received from off campus.

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

 

ACTIVE SCIENTIFIC CONTRACTS FILES

This series contains campus and off-campus correspondence, catalogs received from off campus, and contracts sent to campus offices.

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

 

ACTIVE SCIENTIFIC CONTRACTS LOG BOOK

This series contains cards with bid number, vendor, department,

Purchase Order number, and period of contract.

RETENTION: Retain in office while active, then destroy by

landfill.

 

ACTIVE UNIVERSITY CONTRACTS

This series contains campus and off-campus correspondence, bids received from campus offices, Requests for Quotations received from off campus, photocopies of Item Specification sheets sent to campus offices, and Bid/Quote Worksheets.

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

 

ANNUAL REPORTS FILES1 1983-1985 (OBSOLETE)

This series contains annual reports sent to Office of the Vice-President for Administration and photocopies of campus

correspondence sent to the Vice-President for Administration.

RETENTION: Retain permanently in office.

 

ASSISTANT DIRECTOR ACCOUNTING AND PURCHASING RULES AND REGULATIONS MANUALS

This series contains policy statements received from Office of the Chancellor and procedural guidelines received from Business Affairs.

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

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of campus correspondence, photocopies of employee performance evaluations sent to Office of the Director and Human Resource Management, Civil Service Pay Scale lists sent to Human Resource Management, and guidelines for student workers.

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

 

ATE CONTRACT VEHICLES FILES

This series contains photocopies of invoices received from off campus, photocopies of Purchase Orders, photocopies of Registration Certificates received from off campus, and photocopies of specification sheets sent off campus.

RETENTION: Destroy by recycling.

 

BIDS SENT OUT NOTEBOOK, 1979 (OBSOLETE)

This series contains sheets with title, department, date sent

out, date to open, and bid number.

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

 

BOND MONEY FILES

This series contains campus correspondence and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

BOOKSTORE RESALE CONTRACTS FILES

This series contains campus and off-campus correspondence, bids received from campus offices, and vendor price lists received from off campus.

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

 

CANCELED CONTRACTS QUOTATIONS AND REQUISITIONS

This series contains requisitions received from campus offices and Purchasing Bid Summary Vendor lists generated here and received from departments.

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

 

COMMODITY BOOK

This series contains a commodity book received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

COMMODITY CODE BOOKS NOTEBOOKS

This series contains lists received from State Purchasing.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

COMPLETED BIDS FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, originals and photocopies of bids sent off campus, and contracts.

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

 

COMPLETED LONG-TERM LEASES FILES

This series contains originals and carbon copies of campus and off-campus correspondence, off-campus near-print informational material, news clippings/ publications excerpts, originals and photocopies of bids sent off campus, contracts, photocopies of invoices sent to Accounting Services, photocopies of Certificates of Insurance received from off campus, and photocopies of checks sent off campus.

RETENTION: Retain in office 6 years after termination of contract, then destroy by shredding then landfill.

 

CONCESSION RIGHTS CONTRACTS FILES (COMPLETED AND CURRENT)

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, off-campus near-print informational material, news clippings/excerpts from publications, originals and photocopies of bids sent off campus, contracts, photocopies of check requests sent to Accounts Payable, photocopies of invoices sent to Accounts Payable, and requisitions received from departments.

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

 

CONFIRMATION PURCHASE ORDER NUMBERS NOTEBOOK

This series contains Reserved Purchase Order Numbers lists.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

CONTRACTS ALPHA LIST NOTEBOOKS

This series contains sheets with contract name, department, date of bid, and bid number.

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

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

DIRECT CHARGES FILES

This series contains photocopies of Requisitions sent to Accounts

Payable.

RETENTION: Retain in office while active, then destroy by

recycling.

 

DISKETTE STATUS LOG NOTEBOOK

This series contains sheets with document name, creation date, etc.

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

 

DUPLICATE BLUEPRINTS

This series contains duplicate blueprints received from campus

offices or off campus.

RETENTION: Retain permanently in office.

 

FOOD PRODUCTS BID LOG

This series contains sheets with date opened, bid number, and

name of commodity.

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

 

FORM LETTERS NOTEBOOKS

This series contains coded samples of form letters.

RETENTION: Retain in office while active or superseded, then

destroy by landfill.

 

FRONT DESK PROCEDURES MANUAL

This series contains procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

INACTIVE SCIENTIFIC CONTRACTS CARD FILE

This series contains cards with bid number, vendor, campus

office, Purchase Order number, and period of contract.

RETENTION: Retain permanently in office.

 

INSURANCE CONTRACTS FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, originals and photocopies of bids sent off campus, contracts, photocopies of invoices sent to Accounts Payable, and Requisitions.

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

 

INSURANCE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, requisitions received from campus offices, tab sheets, file notes, bid worksheets, and dated bid-receipt envelopes received from off campus.

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

 

LONG TERM COMPLETED BIDS FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, originals and photocopies of bids sent off campus, contracts, photocopies of invoices sent to Accounts Payable, and NCR copies of Purchase Orders sent to Accounting Services.

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

 

MAILED BIDS AND QUOTES LOG NOTEBOOK

This series contains sheets with requisition number, bid or quote

number, item description, bid due date, and department.

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

 

MAINTENANCE CONTRACTS DUPLICATE COPIES

This series contains photocopies of Maintenance Contracts.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MEMBERSHIPS FILES, 1972-1987 (OBSOLETE)

This series contains annual reports sent to Office of the Vice-

Chancellor for Business Affairs and campus correspondence.

RETENTION: Retain permanently in office.

 

MINORITY SET-ASIDE COMMODITY LIST

This series contains computer-generated Minority Set-Aside

Commodity Lists received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

MISCELLANEOUS DRUG BIDS ITEM SPECIFICATIONS LIST

This series contains computer-generated Miscellaneous Drug Bids

Specifications Lists sent to Student Health Center.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

MONTHLY STATE CONTRACT REPORTS FILES, 1892-1988 (OBSOLETE)

This series contains Monthly State Contract Reports sent to State

Purchasing and photocopies of letters sent to State Purchasing.

RETENTION: Retain permanently in office.

 

NEWSPAPER AD INVOICES

This series contains photocopies of newspaper ad invoices.

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

Center, then destroy by landfill.

 

NON-FOOD PRODUCTS BID LOG

This series contains sheets with date opened, bid number, and

name of commodity.

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

 

OFFICE FURNITURE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, and originals and photocopies of bids sent to campus offices.

RETENTION: Destroy by shredding then landfill.

 

OFFICE SUPPLIES AND EQUIPMENT RESERVED PURCHASE ORDER NUMBER

NOTEBOOKS

This series contains Reserved Purchase Order Number sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

 

OTHER DEPARTMENTS CONTRACTS LOG NOTEBOOKS

This series contains cards with bid number, vendor, department,

Purchase Order number, and period of contract.

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

 

PENDING BIDS LIST

This series contains sheets with date opened, bid number, and

campus office.

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

 

PRINTING AND BONDING BIDS FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, off-campus near-print informational material, news clippings/excerpts from publications, originals and photocopies of bids sent off campus, contracts, photocopies of check requests sent to Accounts Payable, photocopies of invoices sent to Accounts Payable, and requisitions received from departments.

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

 

PURCHASE ASSISTANT OFFICE AND COMPUTER PROCEDURES NOTEBOOKS

This series contains campus correspondence, photocopies of news clippings/ publication excerpts, and photocopies of procedural guidelines received from Office of the Director.

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

 

PURCHASE ORDER CONFIRMATION NOTEBOOK

This series contains annotated Reserved Purchase Order Numbers list.

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

 

PURCHASE ORDER JOURNALS

This series contains Purchase Order Journal sheets with vendor, date of Purchase Order, department, and amount.

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

 

 

PURCHASE ORDER REPORTS

This series contains computer-generated Purchase Order Reports received from Accounts Payable.

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

 

PURCHASE ORDERS

This series contains Purchase Orders.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by landfill.

 

PURCHASE ORDERS

This series contains NCR copies of Purchase Orders received from

campus offices.

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

 

PURCHASING AGENT PROCEDURE FILES

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

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

 

PURCHASING AGENT PROCEDURES NOTEBOOK

This series contains photocopies of campus correspondence, file notes, and photocopies of sample completed forms.

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

 

PURCHASING AGENT PURCHASE ORDER LIST NOTEBOOKS

This series contains annotated Reserved Purchase Order Number sheets.

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

 

PURCHASING AGENT VENDOR INFORMATION FILES

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

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

 

PURCHASING ASSISTANT PROCEDURES FILES

This series contains photocopies of campus correspondence received from Office of the Director and photocopies of procedural guidelines.

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

 

PURCHASING ASSISTANT PROCEDURAL FILES

This series contains photocopies of procedural guidelines received from Office of the Director and SNCC, and file notes.

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

 

PURCHASING AGENT WORKING FILES

This series contains some or all of the following: campus correspondence, letters received, off-campus near-print informational material, photocopies of procedural guidelines received from Office of the Director, computer-generated contract vendors lists, LSU Todav received from Public Relations, and file notes.

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.

 

PURCHASING ASSISTANT SAMPLE COMPLETED FORMS

This series contains photocopies of sample completed forms.

RETENTION: Retain in office while active, then destroy by

recycling.

 

PURCHASING OFFICE PROCEDURES NOTEBOOK

This series contains campus correspondence, photocopies of procedural guidelines received from Office of the Director, and photocopies of sample completed forms.

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

 

RECORD ROOM PROCEDURES NOTEBOOK

This series contains procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

REQUISITIONS BY PURCHASE ORDER NUMBERS

This series contains Requisitions received from campus offices.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by landfill.

 

RESALE CONTRACT LOG NOTEBOOK

This series contains cards with bid number, vendor, department,

Purchase Order, period of contract.

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

 

RESALE CONTRACTS NOTEBOOK

This series contains sheets with name of contract, contract

period, bid number, and Purchase Order number.

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

 

RESEARCH AND LAB BUYER CAMPUS CORRESPONDENCE

This series contains campus correspondence.

RETENTION: Retain in office while active, then destroy by

recycling.

 

SCIENCE SUPPLY CONTRACT PRICE BOOKS

This series contains Science Supply contract price books received from off campus.

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

 

SCIENTIFIC BIDS LOG BOOK

This series contains sheets with opening date, bid number, and

 

title.

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

 

SPECIFICATION SHEETS WORK COPY

This series contains photocopies of specification sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

 

STANDARDIZATION AND SPECIFICATION WRITING PROCEDURES MANUAL

This series contains procedural manual received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

STATE CONTRACTS CATALOGS

This series contains State Contracts Catalogs received from off campus

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

 

STATE CONTRACTS CONTRACT ITEM CATALOG SHEETS

This series contains photocopies of State Contracts Contract Item

Catalog Sheets.

RETENTION: Retain in office while active or superseded, then

destroy by recycling.

 

UNIVERSITY CONTRACTS CARDS NOTEBOOK

This series contains cards with bid number, vendor, department,

Purchase Order number, and period of contract.

RETENTION: Retain permanently in office.

 

UNIVERSITY OFFICIAL INSTITUTION LOGS NOTEBOOK

This series contains log sheets with department, amount of

membership, and account number.

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

 

VEHICLES FILES

This series contains invoices, NCR copies of Purchase Orders, NCR copies of Requisitions, NCR copies of Titles Release Orders sent off campus, photocopies of Reports on Motor Equipment sent off campus, and photocopies of Vehicle Registrations received from off campus.

RETENTION: Retain for life of vehicle, then destroy by landfill.

 

VEHICLE PURCHASE FILES

This series contains correspondence, off-campus near-print informational material, originals and photocopies of bids sent off campus, contracts sent to campus offices.

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

 

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

VENDOR LISTS NOTEBOOK

This series contains sheets with vendor number and vendor name.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

VENDOR QUOTATIONS AND INFORMATION FILES, 1985-1986 (OBSOLETE)

This series contains campus correspondence, off-campus near-print informational material, photocopies of newspaper clippings/ publication excerpts, NCR copies of Requisitions received from

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

 

VENDOR SAMPLES

This series contains vendor samples received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

STORES/PURCHASING

 

CYLINDER LOG

This series contains sheets with department name, account number, gas type, cylinder number, vendor, and date.

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

 

DAILY CASH REPORTS

This series contains Daily Cash Reports received from campus

offices.

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

 

DEPARTMENTAL INTERNAL TRANSACTIONS

This series contains NCR copies of Internal Transactions received

from campus offices.

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

 

DEPARTMENTAL PURCHASE ORDERS

This series contains NCR copies of Purchase Orders sent to

Purchasing

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

 

INVOICES

This series contains NCR copies of invoices received from campus

offices.

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

Center, then destroy by landfill.

 

ISSUE SLIPS

This series contains carbon copies of issue slips sent to campus offices.

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

 

PERSONNEL FILES

This series contains campus and off-campus correspondence and leave slips.

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

 

PLANT STORE MONTHLY BILLINGS

This series contains computer-generated Plant Store Monthly

Billings.

RETENTION: Retain in office until summarized, then destroy by

recycling.

 

REPORTS

This series contains computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

REPORTS

This series contains the following computer-generated reports:

Customer Cylinder Lists, Master Cylinder Lists, Owner Cylinder

Lists, Empty Cylinder Lists, Refill Cylinder Lists, and Vendor

Cylinder Lists.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

RETURN SLIPS

This series contains carbon copies of return slips sent to campus offices.

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

 

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.