OFFICE OF THE DIRECTOR/PUBLIC SAFETY

BLUEPRINTS

This series contains blueprints received from Facility Services.

RETENTION: Retain in office while active, then transfer to

University Archives.

BUDGET STATEMENTS

This series contains Operating Budgets for Fiscal Years received from Budget and Planning and monthly financial statements received from Accounting Services.

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

CIVIL SERVICE INFORMATION FILES

This series contains Position Descriptions sent to Human Resource Management and campus and off-campus near-print informational material.

RETENTION: Position descriptions: Retain 2 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, newspaper clippings or excerpts from publications, photocopies of policy statements generated here and received from Office of the Chancellor, photocopies of procedural guidelines generated here and received from Civil Service, originals and photocopies of employee disciplinary actions received from Police Department or Human Resource Management, and originals or photocopies of grievance procedural guidelines received from Human Resource Management.

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

GENERAL CORRESPONDENCE FILES

This series contains photocopies of annual reports sent to Business Affairs, campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, photocopies of newspaper clippings or excerpts from publications received from departments, photocopies of news releases received from police departments, policy statements received from Office of the Chancellor and Human Resource Management, procedural guidelines received from Office of the Chancellor and Human Resource Management, photocopies of bids received from police departments, originals or photocopies of Internal Transactions sent to Accounting Services, originals or photocopies of invoices received from campus stores, photocopies of Requisitions sent to Purchasing, photocopies of employee performance evaluations received from Public Safety departments, photocopies of employee withholding tax statements received from Public Safety departments, originals and photocopies of job applicant letters of reference received from Public Safety departments, and photocopies of the following sent to Human Resource Management:

PER-1 Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3 personnel Status Changes, and Position Descriptions.

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

Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

INITIAL DEPARTMENTAL ANNUAL OPERATING BUDGETS FOR FISCAL YEARS

This series contains computer-generated Operating Budgets for

Fiscal Years received from Accounting Services.

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

LEAVE SLIPS

This series contains employee 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.

LEGAL OPINIONS FILES

This series contains off-campus near-print informational

material.

RETENTION: Retain permanently in office.

OFFICE OF PUBLIC SAFETY FISCAL-YEAR ANNUAL REPORTS

This series contains annual reports sent to Business Affairs.

RETENTION: Retain permanently in office.

PENDING NON-INSURANCE LAWSUITS FILES

This series contains campus correspondence, sworn statements, and depositions sent to attorneys and courts.

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

PROCEDURAL MANUALS

This series contains campus near-print informational material received from Louisiana Office of Risk Management.

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

PUBLIC SAFETY PERSONNEL LIST

This series contains lists of personnel.

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

SNCC FACILITY INVENTORY REPORTS

This series contains computer-generated SNCC Facility Inventory

Reports received from SNCC.

RETENTION: Retain 1 year in office, 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.

CAMPUS SAFETY/PUBLIC SAFETY

ACCIDENT REPORTS

This series contains photocopies of accident reports received from campus offices.

RETENTION: Record (master) copy: Retain in office 30 years after settlement, then destroy by shredding then recycling.

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

ACCOUNTING POSTING FILES

This series contains NCR copies of Internal Transactions sent to

Accounting Services, NCR copies of invoices sent to Accounting

Services, NCR copies of Purchase Orders sent to Purchasing, NCR

copies of Receiving Reports sent to Purchasing, and NCR copies of

Requisitions sent to Purchasing.

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

Center, then destroy by landfill.

DORM FIRE INSPECTION REPORTS

This series contains photocopies of Dorm Fire Inspection Reports

received from Facility Services and Fire Marshall.

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

EQUIPMENT FILES

This series contains original copies and photocopies of warranties received from off campus and manuals received from off campus.

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

EVACUATION AND PRE-FIRE PLANS

This series contains Evacuation and Pre-Fire Plans.

RETENTION: Retain in office until superseded, then destroy by

recycling.

GENERAL CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

GENERAL INSPECTION REPORTS

This series contains General Inspection reports received from

campus offices.

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

HAZARDOUS MATERIALS SAFETY FILES

This series contains correspondence, Transportation Documents sent off campus, and reports sent off campus.

RETENTION: Retain 30 years in office, then destroy by landfill.

MATERIAL SAFETY DATA SHEETS

This series contains Material Safety Data Sheets received from off campus.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

SAFETY CORRESPONDENCE

This series contains campus and off-campus correspondence.

RETENTION: Retain 30 years in office, then destroy by shredding

then landfill.

SAFETY MANUAL

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

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

SAFETY TRAINING COMPLIANCE OFFICER REFERENCE FILES

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

RETENTION: Master forms: Retain permanently in office. All other contents: Retain in office while active or until superseded, then destroy by landfill.

SECRETARY WOR~ING FILES

This series contains off-campus near-print informational material, NCR copies or photocopies of receipts sent to Accounting Services, file notes, and file lists.

RETENTION: Receipts: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy landfill.

STAFF AND STUDENT PERSONNEL FILES

This series contains photocopies of Position Descriptions received from Human Resource Management, photocopies of Payroll Check Distribution Sheets received from Payroll, photocopies of

1-9 Employee Eligibility Verifications sent to Student Aid and Scholarships, and photocopies of the following sent to Human Resource Management: employee withholding tax statements, PER-l Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-17 turn-around documents, and PER-40 Contracts for Unclassified Employees.

RETENTION: Staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

WORD PROCESSING FILES

LSU POLICE DEPARTMENT/PUBLIC SAFETY

ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus near-print informational material, procedural guidelines, photocopies of sick leave forms sent to Human Resource Management, Police Reports, photocopies of Vehicle Inspections, file notes, file lists, photocopies of Code of Student Conduct received from Dean of Students, Security Requests received from fraternities and sororities, contract custodian schedules, photocopies of East Baton Rouge Parish Arrest Warrants sent off campus, officer assignments/overtime sheets, and NCR copies of Referrals for Misconduct at Athletic Events sent to Dean of Students

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. Referral for Misconduct at Athletic Events: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Police reports and arrest warrants; Retain in office 10 years after settlement, then destroy by shredding then landfill. Vehicle inspections:

Retain 2 years in office, then destroy by recycling. Security request forms: Retain 3 years in office, then destroy by landfill. 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.

ANNUAL PARKING DECAL LISTS

This series contains computer-generated Parking Decal Lists received from Parking Office.

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

ARREST CARD FILE

This series contains cards with name, file number, officer number, and date.

RETENTION: Retain in office 20 years after settlement, then destroy by burning.

ARREST FILES

This series contains photocopies of arrest reports.

RETENTION: Retain in office 20 years after settlement, then

destroy by burning.

ARREST INTERVIEW CASSETTE TAPES

This series contains cassette tapes.

RETENTION: Retain in office 10 years after settlement, then

destroy by shredding then landfill.

BUDGET FILES

This series includes but may not be limited to 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 Adjustments 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.

CAMPUS CORRESPONDENCE RECEIVED

This series contains campus correspondence received from campus

offices.

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

Archives.

CAPTAIN CAMPUS CORRESPONDENCE

This series contains photocopies of campus correspondence.

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

then recycling.

CAPTAIN REFERENCE FILES

This series contains file notes and file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

CASE FILES

This series contains photocopies of police reports, original and photocopies of interview statements, composite drawings received from off campus, and photo lineups.

RETENTION: Retain in office 20 years after settlement, then destroy by burning.

CASE FOLLOW-UP CARDS

This series contains Case Follow-up Cards.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

CATALOGS AND 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.

CHIEF CAMPUS CORRESPONDENCE SENT AND LETTERS SENT

This series contains photocopies of campus correspondence sent

and off-campus correspondence sent.

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

Archives.

CHIEF WORKING FILES

This series contains campus correspondence, photocopies of meeting minutes received from campus offices, policy statements received from Office of the Chancellor, photocopies of procedural guidelines, file notes, and photocopies of vehicle registrations sent to Property Control.

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

COMMUNICATIONS CENTER INFORMATION MANUALS

This series contains campus and off-campus near-print informational material, policy statements, procedural guidelines generated here and received from campus offices, and photocopies of sample completed forms.

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

COMPLAINT CARD FILE

This series contains cards with name, file number, officer name, and date.

RETENTION: Retain in office 20 years after settlement, then destroy by burning.

CRIMINAL OFFENSES FILES

This series contains incident reports sent to campus offices and off campus, arrest reports sent to District Attorney, photocopies of probable cause affidavits sent off campus, photocopies of booking forms sent off campus, NCR copies of summonses issued sent of f campus, and photocopies of summary reports sent to campus offices.

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

DAILY ACTIVITY SHEETS

This series contains patrol reports with officer name, date, time, and brief descriptions of activities.

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

DEAN OF STUDENTS LOG

This series contains sheets with name of complainant, file

number, and signature of person receiving report.

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

DEPARTMENT OF PUBLIC SAFETY LOG

This series contains sheets with complainant, type of reports, file number, and signature of recipient.

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

DEPARTMENTAL ADMINISTRATIVE FILES, 1971-1979 (OBSOLETE)

This series contains carbon copies of campus correspondence.

RETENTION: Destroy by shredding then landfill.

DESK BLOTTERS

This series contains summary sheets with date, time, location, nature of incident, and brief accounts.

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

DESK JOURNALS

This series contains sheets listing date, officers on duty,

function, and other information.

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

DETECTIVE CASES CURRENTLY UNDER INVESTIGATION FILES

This series contains investigation forms sent to District

Attorney.

RETENTION: Retain in office 20 years after settlement, then

destroy by burning.

DETECTIVE LINE-UPS FILES

This series contains line-up photographs and line-up forms sent to District Attorney.

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

DETECTIVE WORKING FILES

This series contains campus correspondence, procedural guidelines, photocopies of invoices sent to Accounting Services, Vehicle Inspection Sheets, and Vehicle Log sheets.

RETENTION: Procedural guidelines: Retain in office until superseded, then destroy by recycling. All other contents: Retain 3 years in office, then destroy by recycling.

DIRECTIVES

This series contains photocopies of campus correspondence sent.

RETENTION: Retain in office while active, then transfer to

University Archives.

DISTRICT ATTORNEY JUVENILE REPORT LOG

This series contains sheets with name of complainant or subject, file number, who signed for, and date.

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

EQUIPMENT INFORMATION FILES

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

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

EQUIPMENT INVENTORIES

This series contains computer-generated Equipment Inventories

received from Property Control.

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

EQUIPMENT RECORD AND TRAINING FILES

This series contains photographs, Personal Clothing and Equipment Forms, photocopies of Certification Cards received from officers, Property Issue receipts, photocopies of diplomas sent to officers, Weapon Assignment Sheets, Radar Practical Worksheets, Orientation to Communications sheets, and tests.

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

EVENTS FILES

This series contains campus and off-campus correspondence, event announcements received from campus offices, and officer assignment lists sent to campus offices.

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

EVIDENCE AND SECURITY CARD FILE

This series contains evidence and security cards.

RETENTION: Retain in office while active, then destroy by

burning.

EVIDENCE DISPOSAL ORDERS

This series contains originals and photocopies of Evidence

Disposal Orders.

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

FINGERPRINTS SHEETS

This series contains sheets with fingerprints.

RETENTION: Retain in office while active, then destroy by

burning.

GUMBO S

This series contains Gumbos received from Student Media.

RETENTION: Retain permanently in office.

INFORMANT CARDS, 1975-1980 (OBSOLETE)

This series contains Informant Cards.

RETENTION: Destroy by shredding then landfill.

INFORMATION ONLY FILES

This series contains incident reports.

RETENTION: Retain in office 10 years after settlement, then

destroy by shredding then landfill.

INFORMATION ONLY LOG

This series contains sheets with name, file number, and date of report.

RETENTION: Retain in office 20 years after settlement, then destroy by burning.

INTELLIGENCE CARDS, 1976-1980 (OBSOLETE)

This series contains Intelligence cards.

RETENTION: Destroy by shredding then landfill.

INTELLIGENCE FILES

This series contains photographs, photocopies of police reports, and fingerprints.

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

INTOXILYZER LOG

This series contains Intoxilyzer log sheets.

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

then recycling.

LAW ENFORCEMENT BASIC TRAINING NOTEBOOKS

This series contains Law Enforcement Basic Training Notebooks received from off campus.

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

LEAVE TRACKING REPORTS

This series contains computer-generated monthly Leave Tracking Reports received from AIS.

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

LEDGERS, 1986-1987 (OBSOLETE)

This series contains monthly ledger sheets received from

Accounting Services.

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

LESSON PLANS AND REFERENCE GUIDES NOTEBOOKS

This series contains lesson plans and reference guides.

RETENTION: Retain in office while active, then destroy by

recycling.

LIEUTENANT SUPERVISORY FILES

This series contains photocopies of campus correspondence sent and photocopies of employee performance evaluations.

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

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

MASTER FORMS NOTEBOOKS

This series contains master forms.

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

Duplicates: Retain in office while active, then destroy by

landfill.

MISCELLANEOUS CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

Archives.

MISCELLANEOUS CORRESPONDENCE

This series contains correspondence.

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

Archives.

NATIONAL CRIME INFORMATION CENTER AND LOUISIANA LAW ENFORCEMENT TELECOMMUNICATIONS MANUALS

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

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

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.

NEGATIVE FILES

This series contains negatives of photographs of evidence.

RETENTION: Retain in office while active, then destroy by

burning.

OFFICER SIGN-IN SHEETS

This series contains sheets with date, officer name, and hours worked

RETENTION: Retain 7 years in office, then destroy by shredding then landfill.

PAID BILLS FILES

This series contains photocopies of campus correspondence and NCR copies of Internal Transactions sent to campus offices.

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

PAYROLL FILES

This series contains Payroll Check Distribution reports received

from Payroll and photocopies of Payroll Vouchers sent to Payroll.

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

Center, then destroy by shredding then recycling.

PERSONNEL ACTIVITY FILES

This series contains campus and off-campus correspondence, Bond Numbers Log sheets, photocopies of Civil Service Appeals sent off campus, photocopies of Civil Service Reclassifications sent off campus, and Position Descriptions received from off campus.

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

PERSONNEL FILES

This series contains campus and off-campus correspondence, job applicant letters of reference, job applicant resumes, Payroll Check Distribution Reports received from Payroll, and the following sent to Human Resource Management: photocopies of employee performance evaluations, photocopies of employee withholding tax statements, 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, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-17 turn-around documents, PER-40 Contracts for Unclassified Employees, and photocopies of Position Descriptions.

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

PETTY CASH FORMS AND DEPOSIT FORMS

This series contains photocopies of petty cash vouchers sent to

Office of Bursar Operations, photocopies of deposit forms sent to

Office of Bursar Operations, and photocopies of cash register

receipts sent to Office of Bursar Operations.

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

Center, then destroy by shredding then landfill.

PHOTO IDENTIFICATION FILES

This series contains photographs.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

PHOTOGRAPH ALBUMS

This series contains photographs.

RETENTION: Retain permanently in office.

POLICE REPORTS

This series contains police reports.

RETENTION: Retain in office 20 years after settlement, then

destroy by burning.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

RADIO LOG SIGN-OUT SHEETS

This series contains sheets with name, radio number, etc.

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

RADIO LOGS

This series contains sheets with date, time, unit or offices calling, description of his radio communications to headquarters, and description of any pertinent dispatch from headquarters to unit.

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

RAISE RECOMMENDATION LISTS

This series contains annotated computer-generated lists sent to

Human Resource Management.

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

RECEPTIONIST PROCEDURAL NOTEBOOKS

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

REFERENCE FILES

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

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

REFERENCE NOTEBOOKS

This series contains photocopies of campus maps, photocopies of building maps received from campus offices, file lists, and file notes.

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

REQUISITIONS AND PURCHASE ORDERS

This series contains NCR copies of Purchase Orders received from

Purchasing and NCR copies of Requisitions received from

Purchasing.

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

SECURITY LOG, 1989 (OBSOLETE)

This series contains sheets with date, name of security person, and social security number of security person.

RETENTION: Destroy by shredding then recycling.

SERGEANT WORKING FILES

This series contains Security Log sheets, off-campus near-print informational material, photocopies of Property Records, and Evidence Log sheets.

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

SERVICE AND RECORD FILES

This series contains incident reports.

RETENTION: Retain in office 20 years after settlement, then

destroy by burning.

STOLEN ARTICLE READY REFERENCE FILES

This series contains photocopies of stolen article data-entry forms.

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

SUSPICIOUS PERSONS READY-REFERENCE CARD FILE

This series contains cards with name, date, location, and

activity descriptions.

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

TELEPHONE AND TRAFFIC AUDIOTAPES

This series contains audiotapes.

RETENTION: Retain in office while active, then erase and reuse.

TELEPHONE LOGS

This series contains sheets with time and date of significant

calls received.

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

TRAFFIC CAMPUS CORRESPONDENCE, 1979-1983 (OBSOLETE)

This series contains photocopies of campus correspondence.

RETENTION: Destroy by shredding, then landfill.

TRAFFIC OFFENSES FILES

This series contains arrest reports sent to the District Attorney and photocopies of traffic citations sent to the District Attorney.

RETENTION: Retain in office 20 years after settlement, then destroy by burning.

TRAINING FILES

This series contains campus and off-campus correspondence, Daily Vehicle Log sheets, master forms, campus and off-campus near-print informational material, photocopies of newspaper clippings or excerpts from publications, originals and photocopies of policy statements generated here and received from campus offices, procedural guidelines generated here and received from campus offices, Size Forms, photocopies of CPA certifications cards received from instructor, tests, Fire Arms Scheduling Sheets, rating forms, Progress Report forms, photocopies of invoices sent to Accounting Services, photocopies of Police Board Reports, syllabi, photocopies of Louisiana Statutes received from off campus, file lists, course evaluations, Radar Service Reports received from off campus, Shotgun Evaluations Tests, Weapons Sign-Out sheets, photocopies of Vehicle Authorization Forms sent to Risk Managements, and weapons repair log sheets.

RETENTION: Trainee records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Near-print informational material Rape Prevention Plans, policy statements and procedural guidelines: Retain in office while active or until superseded, then destroy by landfill. Radar Service Reports: Retain 5 years in office, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by recycling.

OFFICE OF BURSAR OPERATIONS RECEIPTS

This series contains receipts received from Office of Bursar

Operations.

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

Center, then destroy by shredding then landfill.

WORD PROCESSING FILES

PARKING, TRAFFIC, AND SAFETY/PUBLIC SAFETY

ACTIVE EMPLOYEES WITH PARKING DEDUCTS REPORTS

This series contains computer-generated Active Employees With

Parking Deducts reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

ALPHA LISTS OF PAYROLL PERSONNEL

This series contains computer-generated Alpha Lists of Payroll

Personnel received from Payroll.

RETENTION: Retain in office until superseded, then destroy by

landfill.

APPEALS FILES

This series contains campus and off-campus correspondence and computer-generated Personal Traffic Records reports.

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

APPLICATIONS FOR SPECIAL PARKING

This series contains Applications for Special Parking.

RETENTION: Retain in office while active, then destroy by

landfill.

ASSISTANT TO DIRECTOR ADMINISTRATIVE FILES

This series contains statistical monthly reports, campus correspondence, Inventories of Office Equipment, Daily Vehicle Log sheets, campus near-print informational material, photocopies of contracts sent off campus, photocopies of quotations sent off campus, photocopies of monthly vehicle log reports sent to Property Control, bus complaint/problems forms received from off campus, bus count sheets, electronic mail printouts, photocopies of bills received from off campus, photocopies of gates checked list with gate and time checked, originals and photocopies of gate card maintenance reports, originals and photocopies of parking maps, photocopies of LSU Campus Police Reports, and completed ticket appeal forms received from students or employees.

RETENTION: Correspondence; Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by landfill.

ASSOCIATE DIRECTOR INFORMATION FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of policy statements sent to campus offices, photocopies of procedural guidelines sent to campus offices, photocopies of Requisitions for Bid sent to Purchasing, photocopies of Purchase Orders, and photocopies of Requisitions.

RETENTION: Purchasing records: Retain 3 years in office1 then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

BLUEPRINTS AND MAPS

This series contains blueprints received from Administrative

Services and maps received from Administrative Services.

RETENTION: Transfer to University Archives.

BUDGET FILES

This series contains photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of budget reports sent to Budget and Planning, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, monthly ledger sheets received from Accounting Services, voucher log sheets, Payroll Check Distribution Reports received from Payroll, and photocopies of the following sent to Purchasing: price lists, Purchase Orders, price quotations, Receiving Reports, and Requisitions.

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

BUS SURVEY FILES

This series contains survey forms.

RETENTION: Retain permanently in office.

CASH RECEIPT BOOKS

This series contains Cash Receipt Books.

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

Center, then destroy by shredding then landfill.

CASH RECEIPTS

This series contains NCR copies of Cash Receipts received from

Office of Bursar Operations.

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

Center, then destroy by shredding then landfill.

CLERK III WORKING FILES

This series contains all or some of the following: campus and off-campus near-print informational material, NCR copies of Archives and Records Service lists received from State Archives, file lists, Unregistered Vehicles Released Lists, Requests for Data Processing sent to Data Processing, Gate Card Maintenance lists, Reserve Curb and Sign Maintenance lists, and the following computer-generated reports: Ticket Error reports, Default Lists, Vehicle Pre-Tow Reports, Tow Reports, and Error Lists.

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

COMPUTER, PERSONNEL, AND BUSINESS PROCEDURAL NOTEBOOKS AND HANDBOOKS

This series contains procedural guidelines received from campus offices and off campus.

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

CONSTRUCTION PROJECT FILES

This series contains campus and off-campus correspondence and blueprints received from off campus.

RETENTION: Blueprints: Retain permanently in office. All other contents: Retain in office 7 years after termination of contract, then destroy by landfill.

CONTRACTS

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

RETENTION: Record (master) copy: Retain in office 20 years, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then recycling.

DAILY RADIO SIGN-OUT LOG

This series contains Daily Radio Sign-Out log sheets with name, date, and time.

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

DAILY TRANSMITTALS FILES

This series contains photocopies of Daily Transmittals sent to

Office of Bursar Operations, deposit worksheets, and adding

machine tapes.

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

Center, then destroy by shredding then recycling.

DEPARTMENTAL CORRESPONDENCE

This series contains campus correspondence, photocopies of Inventories of Office Equipment sent to departments, and photocopies of police reports received from LSU Campus Police.

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

DEPARTMENTAL FILES

This series contains campus and off-campus correspondence, photocopies of Inventories of Office Equipment sent to Property Control, Vehicles Towed log sheets, Daily Ticket Count sheets, photocopies of deposits sent to Office of Bursar Operations, file lists, Sign-out of Radios log sheets noting name and time, photocopies of student payroll vouchers sent to Payroll, wage payroll vouchers sent to Payroll, schedules, and Student Sign-In log sheets with name and time.

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

Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by recycling.

DEPARTMENTAL GENERAL FILES

This series contains annual reports sent to Public Safety, campus and off-campus correspondence, campus and off-campus near-print informational material, originals and photocopies of newspaper clippings or excerpts from publications, news releases sent to Public Relations, and photographs.

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

DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of statistical reports, budget worksheets, photocopies of budget sheets received from Parking departments, file lists, and file notes.

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

DISPATCH FILES

This series contains campus near-print informational material, photocopies of Transmittals sent to Office of Bursar Operations, and file lists.

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

ERROR SHEETS

This series contains computer-generated Error Sheets.

RETENTION: Retain in office until superseded, then destroy by

landfill.

EVENTS FILES

This series contains campus and off-campus correspondence, photocopies of employee withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Eligibility Verifications, NCR copies of PER-17 turn-around documents sent to Human Resource Management, applications, file lists, file notes, and schedules.

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

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

FILE LISTS

This series contains photocopies of file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

FRATERNITY AND SORORITY HOUSING LISTS

This series contains computer-generated and photocopies of

Fraternity and Sorority Housing Lists received from Pan-Hellenic

Council.

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

GATE CARD LISTS

This series contains computer-generated Gate Card Lists.

RETENTION: Retain in office until superseded, then destroy by

recycling.

GUARD SUPERVISOR ADMINISTRATIVE FILES

This series contains working copies of monthly statistical reports, file notes, annotated calendars, campus and off-campus correspondence, procedural guidelines, schedules, file lists, photocopies of police reports, annual leave requests, and photocopies of statistical reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Leave requests: 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, until superseded, then destroy by landfill.

LEDGER SHEETS

This series contains computer-generated ledger sheets received

from Accounting Services.

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

LETTERS OF VERIFICATION

This series contains campus and off-campus correspondence.

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

then landfill.

LISTS, 1985-1990 (OBSOLETE)

This series contains obsolete computer-generated lists.

RETENTION: Destroy by shredding then landfill.

LOST/STOLEN REPORTS FILES

This series contains Parking Permit Lost Reports and computer-generated Personal Registration Records reports.

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

MASTER CARD APPLICATIONS

This series contains Master Card applications.

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

then landfill.

MASTER FORMS

This series contains master forms.

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

Duplicates: Retain in office while active, then destroy by

landfill.

MEDICAL FILES

This series contains Applications for Medical and Hardship Cases received from Student Health Center and parking permits.

RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.

MONTHLY DEDUCT REDUCTION REPORTS

This series contains computer-generated Monthly Deduct Reduction

Reports.

RETENTION: Retain in office until summarized, then destroy by

recycling.

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

OFFICER ACTIVITY REPORTS

This series contains computer-generated Officer Activity Reports.

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

PARKING HISTORY FILES

This series contains computer-generated statistical monthly reports received from Data Processing, policy statements, procedural guidelines, photocopies of contracts sent off campus, computer-generated budget reports received from off campus, computer-generated monthly ledger sheets received from Accounting Services, file notes, file lists, photocopies of Campus Police reports received from LSU Campus Police, and photocopies of traffic officers reports sent to campus offices.

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

PARKING PERMITS SCRAPBOOK, 1956-1957 (OBSOLETE)

This series contains a scrapbook.

RETENTION: Transfer to University Archives.

PARKING LOT SPECIFICATIONS

This series contains specifications received from off campus.

RETENTION: Transfer to University Archives.

PARKING OFFICE POLICIES AND PROCEDURES MANUALS

This series contains procedural guidelines.

RETENTION: Retain permanently in office.

PARKING REGISTRATION FORMS

This series contains Parking Registration Forms.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

PARKING TICKETS

This series contains Parking Tickets.

RETENTION: Retain in office 10 years after settlement, then

destroy by shredding then landfill.

PAYROLL DEDUCTION CARDS

This series contains Payroll Deduction Cards sent to Accounting

Services.

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

Center, then destroy by shredding then landfill.

PAYROLL DEDUCTION MONTHLY REPORT ERROR SHEETS

This series contains computer-generated Payroll Deduction Monthly

Report Error Sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

PERMIT LOG

This series contains Permit Log sheets with date and beginning

and ending permit numbers.

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

PERMIT REQUEST FILES

This series contains campus and off-campus correspondence.

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

then landfill.

PERMIT STUBS

This series contains Permit Stubs.

RETENTION: Retain in office while active, then destroy by

landfill.

PRE-TOW CARDS

This series contains pre-tow cards.

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

READINGS FILES

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

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

REPORTS

This series contains the following computer-generated reports:

Officers Activities Reports and Permits list.

RETENTION: Retain in office until superseded, then destroy by

recycling.

RESIDENTIAL HOUSING LISTS

This series contains computer-generated Residential Housing Lists received from Residential Housing.

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

STAFF PERSONNEL FILES

This series contains campus and off-campus correspondence, newspaper clippings or excerpts from publications, news releases sent to Public Relations, photocopies of employee performance evaluations, photocopies of Insurance Enrollment forms, letters of recommendation, photocopies of medical reports received from

off campus, and photocopies of the following sent to Human Resource Management: employee withholding tax statements, 1-9 Employee Eligibility Verifications, job applicant letters of reference, job applicant resumes, LSU-1 Personnel Actions, PER-i Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-17 turn-around documents, PER-40 Contracts for Unclassified Employees, and Position Descriptions.

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

STATISTICAL REPORT BINDER

This series contains computer-generated Statistical Reports sent

to Public Safety.

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

STUDENT ASSISTANTS PERSONNEL FILES

This series contains photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, PER-17 turnaround documents sent to Human Resource Management, student assistant timesheets sent to Payroll, and photocopies of Loyalty Oaths sent to Human Resource Management.

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

STUDENT RECORDS AND REGISTRATION LISTS

This series contains the following computer-generated lists received from Student Records and Registration: Alpha Listing of Dean's Roster, All Registered Drivers Alpha Listing, Student Register by Social Security Number, and Alpha Listing Zip Code.

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

TICKET CHECK OUT LOG

This series contains a Ticket Check Out log sheets with name and

number of tickets.

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

TOW INVOICES FILES

This series contains NCR copies of Tow Invoices and photographs.

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

Center, then destroy by landfill.

TOW RECEIPTS

This series contains NCR copies of Tow Receipts.

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

Center, then destroy by shredding then landfill.

TOWING VIDEOTAPES

This series contains Towing Videotapes.

RETENTION: Retain in office while active, then reuse.

VEHICLE GATE CARD CHECK-OUT LOG

This series contains Vehicle Gate Card Check-Out log sheets.

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

VISITORS CENTER INFORMATIONAL FILES

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

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

VISITORS CENTER INTEROFFICE CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

VOIDED TICKETS

This series contains NCR copies of Voided Tickets.

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

then landfill.

WAITING LIST

This series contains a waiting list.

RETENTION: Retain in office while active, then destroy by

shredding then recycling.

WORD PROCESSING FILES

WORKING BLUEPRINTS AND STREET MAPS

This series contains originals and photocopies of working

blueprints and originals and photocopies of street maps.

RETENTION: Retain permanently in office.

YEARLY TICKET REPORTS

This series contains Yearly Ticket Reports received from Data

Processing.

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

RISK MANAGEMENT/PUBLIC SAFETY

ADMINISTRATIVE SECRETARY TICKLER CARD FILE

This series contains cards with date of accident, date of filing, brief description, and contact person name, address, and phone number.

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

AUTO CLAIMS PROCESSING LOG

This series contains sheets with date of accident, driver name, and date processed.

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

DIRECTOR PERSONNEL FILES

This series contains campus correspondence received from Human Resource Management, photocopies of job applicant resumes received from Human Resource Management, and photocopies of the following sent to Human Resource Management: employee performance evaluations, LSU-l Personnel Actions, PER-i Requests for Permission to Fill a Vacancy, 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.

PENDING LAWSUITS FILES

This series contains correspondence, originals and photocopies of policy statements received from off campus, originals and photocopies of procedural guidelines received from off campus, sworn statements received from Systems and off campus, and depositions sent to Systems on and off campus.

RETENTION: Retain permanently in office.

RISK MANAGEMENT CLAIMS FILES

This series contains campus and off-campus correspondence, photocopies of Internal Transactions received from Systems, photocopies of invoices received from campus offices, photocopies of Work Orders received from campus offices, photocopies of Purchase Orders received from campus offices, and photocopies of Receiving Reports received from campus offices.

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

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

RISK MANAGEMENT GENERAL CORRESPONDENCE FILES

This series contains campus and off-campus correspondence, photocopies of Inventories of Office Equipment sent to Property Control, photocopies of news releases sent to Public Relations, photocopies of contracts received from Purchasing, photocopies of quarterly insurance reports received from campus offices, photocopies of Office of Risk Management quarterly reports sent to Systems, photocopies of Vehicle Inventory/Insurance Premium

reports sent to Budget and Planning, and photocopies of Internal Transactions sent to Business Affairs.

RETENTION: Contracts: Record (master) copy: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Insurance reports:

Retain 7 years in office, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by landfill.

RISK MANAGEMENT POLICY FILES

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

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

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

RISK MANAGEMENT PROCEDURES FILES

This series contains campus and off-campus correspondence and a procedural manual received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Procedure manual: Retain in office until superseded, then destroy by landfill.

STATE OFFICE OF RISK MANAGEMENT PROCEDURES MANUALS

This series contains procedural manuals received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.