NEWS SERVICE

 

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.

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series includes but may not be limited to file notes, press releases, photocopies of correspondence, photocopies of meeting minutes received from Commission on the History of LSU, photocopies of agendas received from Commission on the History of LSU, and photocopies of surveys received from Career Planning, Placement, and Co-op.

RETENTION: Press releases: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

 

ASSISTANT DIRECTOR SUBJECT FILES

This series includes but may not be limited to campus and off-campus correspondence and campus and off-campus near-print informational material. -

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

BOARD OF SUPERVISORS NEWS FILES

This series contains newspaper clippings generated here or received from off campus, photocopies of news releases received from campus offices, resumes, vitae, photocopies of campus correspondence received from Board of Supervisors, photographs generated here or received from campus offices, photocopies of meeting agendas received from Board of Supervisors, and near-print informational material received from Board of Supervisors.

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

 

COMPUTER OPERATING AND PROGRAMMING MANUALS

This series contains photocopies of computer manuals.

RETENTION: Retain in office while active, then destroy by

recycling.

 

DISPLAYWRITE 36 MANUAL

This series contains computer-generated Displaywrite manual received from Alumni Center.

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

 

EDITOR/LIBRARIAN WORKING FILES

This series contains statistical tally sheets, photocopies and original copies of newspaper clippings, and Faculty Biographical Sheets received from campus offices.

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

 

EDITOR III REFERENCE FILES

This series contains campus and off-campus near-print informational material and policy statements received from Office of the Chancellor.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

EDITOR III WORKING FILES

This series contains photocopies of off-campus correspondence, file notes and photocopies of the following received from campus offices: meeting minutes, campus correspondence, policy statements, procedural guidelines, reports, speeches, press releases, grant applications or reports, and studies or surveys.

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

 

EDUCATION PUBLICATIONS

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

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

 

FACULTY FILES

This series contains photocopies of resumes received from campus offices, photographs, newspaper clippings, photocopies of press releases received from campus offices, and photocopies of campus correspondence.

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

 

FAX LOG

This series contains log sheets with date, time length, addressee

information, and computer-generated summaries.

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

 

FORMER STUDENT ASSISTANT WORKING FILES, 1987 (OBSOLETE)

This series contains photocopies of articles and file notes.

RETENTION: Destroy by recycling.

 

GENERAL NEWS FILES

This series contains photocopies of press releases received from campus offices, newspaper clippings, and photocopies of campus correspondence.

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

 

LSU CELEBRATIONS NEWS FILES

This series contains photocopies of letters received, flyers,

newspaper clippings, NCR copies of requisitions sent to Printing

Office, and pamphlets.

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

Archives.

 

LSU HISTORY NEWS FILES

This series contains photocopies of news releases, photocopies of off-campus correspondence received, newspaper clippings, ceremony programs, photocopies of budget reports received from off campus, flyers, and photographs.

RETENTION: Retain permanently in office.

 

LSU SYSTEM NEWS FILES

This series contains newspaper clippings, photocopies of press releases received from campus offices, photocopies of off-campus correspondence, and off-campus near-print informational material.

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

 

LSU TODAY

This series contains LSU Today.

RETENTION: Retain permanently in office.

 

LSU TODAY EDITOR REFERENCE FILE

This series contains LSU Today.

RETENTION: Retain in office while active, then destroy by

recycling.

 

LSU TODAY PHOTOGRAPH FILE

This series contains photographs.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

NEWS SERVICE CORRESPONDENCE

This series contains letters received and photocopies of letters sent.

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

 

NEWS SERVICE DEPARTMENTAL RELEASES BOOK

This series contains photocopies of news releases received from

campus offices.

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

Archives.

 

NEWS SERVICE FINANCIAL AND PERSONNEL FILE, 1986 (OBSOLETE)

This series contains ledger sheets, vouchers, invoices, entry fees, operating expenses lists, budget worksheets, report drafts, timesheets, hiring forms, payroll summary sheets, and job descriptions.

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

 

NEWS SERVICE MAILING FILE

This series contains originals and photocopies of file lists and labels.

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

 

NEWS SERVICE NEWSPAPER CLIPPINGS, 1986 (OBSOLETE)

This series contains newspaper clippings.

RETENTION: Destroy by recycling.

 

NEWS SERVICE STORIES FILES

This series includes but may not be limited to photocopies or

original copies of press releases sent off campus.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

NEWS SERVICE STORY LOG

This series contains log sheets with story date, story number,

story topic, and department covered.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

NEWS SOURCE/MEDIA GUIDE DIRECTORIES

This series contains directories.

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

 

NEWS WRITER WORKING FILES

This series contains photocopies of news releases and photocopies and original copies of reference materials.

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

 

POLICIES AND PROCEDURES HANDBOOK

This series contains photocopies of Policies and Procedures

Handbooks.

RETENTION: Retain permanently in office.

 

PRESIDENT AND CHANCELLOR NEWS FILES

This series contains photographs, newspaper clippings, and

photocopies of speeches received from Office of the Chancellor.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

PUBLIC RELATIONS ADMINISTRATIVE FILES

This series includes but may not be limited to equipment inventories, photocopies of postal meter readings, photocopies of news releases, photocopies of Advertising Rate cards, and advertising pricing schedules received from off campus.

RETENTION: Equipment inventories and postal meter readings:

Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by landfill.

 

PUBLIC RELATIONS 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.

 

PUBLIC RELATIONS SIGN-OUT LOG

This series contains log sheets with date, name, destination, time out, time returned, and vehicle taken.

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

 

PUBLICATIONS MAILING LISTS, 1987-1989 (OBSOLETE)

This series contains computer-generated mailing lists generated

here and received from SNCC.

RETENTION: Destroy by shredding then landfill.

 

PUBLICATIONS PICK-UP LOG

This series contains log sheets with name of department, name of

publication, amount, and date.

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

 

RECEPTIONIST WORKING FILES

This series contains photocopies of procedural guidelines, campus and off-campus near-print informational material, file notes, computer-generated lists, and catalogs received from Student Records and Registration.

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

 

REVEILLES

This series contains Reveilles.

RETENTION: Retain in office while active, then destroy by

recycling.

 

STATE CLIPPINGS

This series contains newspaper clippings received from off

campus.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

STUDENT INFORMATION COMPUTER REPORTS

This series contains computer-generated reports received from

Data Processing.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

STUDENT PUBLICITY REQUEST FILE

This series contains completed publicity forms.

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

then landfill.

 

TRANSMITTAL LOG

This series contains log sheets with date, time, file name, description of story, author's initials, news department, and sender ' 5 initials.

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.