OFFICE OF THE DIRECTOR

PUBLIC RELATIONS

 

ACCOUNTING LEDGERS

This series contains accounting ledger sheets.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

ADMINISTRATIVE ASSISTANT ACCOUNTING FILES

This series includes but may not be limited to Daily Vehicle logs sent to Equipment Records, campus correspondence, NCR copies of delivery receipts, student timesheets, photocopies of requisitions sent to Purchasing, NCR copies of Purchase Orders sent to Purchasing, NCR copies of Travel Expense Vouchers sent to Accounting Services, photocopies of annual reports received from departments, checklists1 photocopies of prominent alumni lists received from Alumni Office, photocopies of retiree lists received from Human Resource Management, and photocopies of procedural guidelines received from off campus.

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. Alumni lists and retiree lists: Retain 3 years in office, then transfer to University Archives. All other contents: Retain 3 years in office, then destroy by recycling.

 

ADMINISTRATIVE ASSISTANT ADMINISTRATIVE FILES

This series includes but may not be limited to photocopies of procedural guidelines received from Accounting Services and Graduate School, newsletters received from Accounting Services, and photocopies of job descriptions.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

ADMINISTRATIVE ASSISTANT POLICIES AND PROCEDURES FILES

This series includes but may not be limited to computer-generated leave record reports received from Human Resource Management, photocopies of ledgers received from Accounting Services, photocopies of letters sent, photocopies of procedural guidelines received from campus offices, photocopies of campus correspondence sent, photocopies of policy statements received from Office of the Chancellor, and a supply catalog received from Office Supply.

RETENTION: Leave tracking reports: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Ledgers: Retain 5 years in office, then destroy by recycling. 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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

ASSOCIATE DIRECTOR ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, photocopies of evaluations sent to Human Resource Management, photocopies of personnel forms sent to Human Resource Management, monthly financial statements received from Accounting Services, resumes received from off campus, off-campus near-print informational material, photocopies of contracts, and newspaper clippings

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. Contracts: Record (master) copy: Retain in office 20 years, then destroy by shredding then landfill. Duplicate: Retain in office while active, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Resumes:

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

 

ASSOCIATE DIRECTOR PROCEDURES FILES

This series includes but may not be limited to a procedural manual and campus near-print informational material.

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

 

BUDGET ACCOUNTING FILES

This series includes but may not be limited to the following sent to Accounting Services: photocopies of budget adjustments, photocopies of automotive expenditures sheets, photocopies of capital outlay expenditures sheets, and copies of revenue internal transmittals.

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

 

CONSENT DECREE FILES, 1981-1985 (OBSOLETE)

This series includes but may not be limited to photocopies of campus and off-campus correspondence, newspaper clippings, photocopies of bills sent to Accounting Services, photocopies of brochures, photocopies of reports, photocopies of statistical sheets, photocopies of press releases, and NCR copies of Purchase Orders sent off campus.

RETENTION: Transfer to University Archives.

 

DATABASE FORMAT REPORTS

This series contains computer-generated report.

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

 

DIRECTOR ADMINISTRATIVE FILES

This series includes but may not be limited to Operating Budgets for the Fiscal Year, file notes, and salary summary sheets received from Budget and Planning.

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

 

DIRECTOR CONVERSATION NOTES

This series contains file notes.

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

 

DIRECTOR DUPLICATES FILES

This series includes but may not be limited to photocopies of

campus and off-campus correspondence, photocopies of Public

Relations articles, and file notes.

RETENTION: Transfer to University Archives.

 

DIRECTOR NEWS RELEASE FILES

This series contains photocopies of news releases.

RETENTION: Record (master) copy: Retain 7 years in office, then destroy by recycling. Duplicates: Retain in office while active, then destroy by recycling.

 

GENERAL FILES

This series includes but may not be limited to campus and off-campus correspondence, photocopies of budgets received from Budget and Planning, photocopies of meeting minutes received from campus offices, photocopies of award nomination letters sent off campus, and resumes received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Resumes: Retain 1 year in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by recycling.

 

INVENTORIES

This series contains photocopies of equipment inventory lists

received from Equipment Records.

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

 

LSU CATALOGS

This series contains LSU Catalogs.

RETENTION: Retain in office while active, then destroy by

landfill.

 

LSU TODAY

This series contains LSU Todays.

RETENTION: Retain in office while active, then destroy by

recycling.

 

STAFF LEAVE FILES

This series contains requests for leave and leave summaries.

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

 

STAFF PERSONNEL FILES

This series contains job descriptions, photocopies of evaluations sent to Human Resource Management, and campus correspondence.

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

 

STUDENT PERSONNEL FILES

This series contains applications, photocopies of W-4s sent to campus offices, photocopies of Loyalty Oaths sent to campus offices, and NCR copies of Student Employee Processing Forms sent to campus offices.

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

 

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.