PUBLICATIONS/PUBLIC RELATIONS

 

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.

 

ARTWORK FILES

This series contains drawings, photographs, and certificates.

RETENTION: Retain in office while active, then transfer to

University Archives

 

ASSISTANT DIRECTOR FOR DESIGN WORKING FILES

This series includes but may not be limited to equipment warranties, service invoices, brochures, art elements, logo photostats, excerpts from magazines, equipment specifications, vendor catalogs, off-campus near-print informational material, resumes, work samples received from off campus, photocopies of cost estimates received from printers, photocopies of receipts received from off campus, slides, photographs, photocopies of letters of recommendation sent off campus, campus correspondence received, photocopies of procedural guidelines received from campus offices, informational sheets received from vendors, and inventory lists.

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

 

ASSISTANT DIRECTOR REFERENCE FILES

This series contains near-print informational material.

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

 

ASSOCIATE DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of policy statements received from Office of the Chancellor, and monthly financial statements received from Accounting Services.

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

Retain 2 years in office, then destroy by recycling. All other contents: Retain in office until superseded, then destroy by recycling.

 

ASSOCIATE DIRECTOR PROJECTS FILES

This series contains campus and off-campus correspondence, file notes, drafts of current projects, Printing Specification sheets, Type Specification sheets, Approval sheets, and photocopies of press releases received from off campus.

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

 

ASSOCIATE DIRECTOR PUBLIC RELATIONS SOURCE FILES

This series contains campus and off-campus correspondence, policy statements, procedural guidelines, reports, speeches received from Office of the Chancellor, photocopies of studies or surveys received from off campus, file notes, contracts or leases, bid records, photocopies of budget requests sent to campus offices, financial statements or encumbrance reports sent to campus offices, photocopies of job descriptions, applications, resumes, near-print informational material, and originals and photocopies of articles or publication excerpts.

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

 

ASSOCIATE DIRECTOR PUBLICATIONS FILES

This series contains bound issues of LSU Magazine, LSU Today, and

FYI.

RETENTION: Retain permanently in office.

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

 

CLIENT TEXT ALTERATIONS FILES

This series contains annotated printouts of texts and annotated galley proofs.

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

 

DESIGN DEPARTMENT JOB LOG

This series contains log sheets with job assignment, daily and weekly job progress notes, dates received, dates due, client-initiated changes and delays, and communication with printers.

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

 

EDITOR II ADMISSIONS BROCHURE PREPARATION FILES

This series includes but may not be limited to campus and off-campus near-print informational material, galleys, file notes, photocopies of correspondence, invoices, photocopies of receipts, photocopies of bids, specifications, photocopies of campus correspondence, production schedules, photocopies of publication excerpts, specification sheets, edited text, and bluelines.

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

 

EDITOR II PUBLICATIONS FILES

This series includes but may not be limited to Public Relations near-print informational material, specification sheets, photocopies and original copies of edited text, and annotated galleys.

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

 

EDITOR II REFERENCE FILES

This series includes but may not be limited to campus and off-campus correspondence, campus near-print informational material, reports, and photocopies of catalogs received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

EDITOR II STORY NOTES

This series includes but may not be limited to file notes and

interview notes.

RETENTION: Retain in office while active, than transfer to

University Archives.

 

EDITOR III CORRESPONDENCE

This series contains letters received and photocopies of letters sent.

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

 

EDITOR III JOB FILES

This series includes but may not be limited to job specification sheets, file notes, photocopies of letters sent, letters received, and campus correspondence.

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

 

EDITOR III LSU CATALOG PREPARATION FILE

This series includes but may not be limited to specification sheets, campus and off-campus correspondence, file notes, photographs, and typescript text.

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

 

EDITOR III LSU MAGAZINE PREPARATION FILES

This series includes but may not be limited to news clippings, press releases received from off campus, photographs received from off campus, speeches received from campus offices and off campus, reports received from campus offices and off campus, off-campus near-print informational material, and publication excerpts

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

 

EDITOR III PAGE PROOF FILES

This series contains annotated page proofs of campus near-print informational material and blueline proofs of near-print informational material received from Graphic Services.

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

 

EDITOR IV PUBLICATION JOBS FILES

This series includes but may not be limited to NCR copies of Specification Sheets, NCR copies of Estimate Sheets, publications generated here, file notes, photocopies of manuscripts received from clients, photographs, and sample copies of publications.

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

 

EDITOR IV WORKING FILES

This series includes but may not be limited to campus near-print informational material received from LSU print shop, photocopies of word processing instruction sheets, procedural guidelines, and statistical worksheets.

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

 

EDITORIAL ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of meeting minutes received from campus offices, photocopies of meeting agendas received from campus offices, campus and off-campus correspondence, photocopies of policy statements received from Office of the Chancellor, file notes, photocopies of surveys sent off campus, second-class mailing forms, photocopies of staff evaluations sent to Human Resource Management, and photocopies of articles received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

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

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

 

EDITORIAL ASSISTANT DIRECTOR JOB FILES

This series contains NCR copies of Printing Specification sheets, campus and off-campus correspondence, file notes, manuscripts received from campus offices, photocopies of bids sent to Purchasing, photocopies of contracts sent to Purchasing, photocopies of financial statements received from Budget and Planning, and photocopies of reports received from campus offices.

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

 

EDITORIAL ASSISTANT DIRECTOR REPORTS FILES, 1971-1984 (OBSOLETE)

This series contains campus and off-campus correspondence and

self-study reports.

RETENTION: Retain 1 year in office, then transfer to University

Archives.

 

FLAT FILES

This series contains production boards and photographs.

RETENTION: Photographs: Retain permanently in office. All other contents: Retain in office while active, then destroy by landfill.

 

FLAT FILES ROLODEX

This series contains cards with departmental name, title of publication, description of publication, drawer number, and date of job.

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

 

FYIs (BOUND)

This series contains FYIs.

RETENTION: Retain permanently in office.

 

FYIS (UNBOUND)

This series contains copies of FYI.

RETENTION: Retain permanently in office.

 

GRAPHIC DESIGNER JOB FILES

This series contains texts received from clients, photographs, paste-up boards, amberlith film, artwork, type galleys received from Graphic Services, specification sheets, artwork color xeroxes, and slides generated here or received from clients.

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

 

GRAPHIC DESIGNER REFERENCE FILES

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

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

 

GUIDELINES NOTEBOOK, 1969-1976 (OBSOLETE)

This series contains the following received from Office of the

Chancellor: campus correspondence and procedural guidelines.

RETENTION: Destroy by recycling.

 

GUMBOS

This series contains Gumbos.

RETENTION: Retain permanently in office.

 

LSU CATALOGS

This series contains LSU Catalogs.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

LSU DEPARTMENTAL PUBLICATIONS

This series contains brochures, catalogs, fliers, folders, and

newsletters.

RETENTION: Retain permanently in office.

 

LSU EVENTS AND SUBJECTS FILES

This series contains clippings and event programs.

RETENTION: Retain in office while active, than transfer to

University Archives.

 

LSU MAGAZINE PREPARATION FILES

This series includes but may not be limited to photographs and

art lines.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

LSU OUTLOOK (BOUND)

This series contains LSU Outlook.

RETENTION: Retain permanently in office.

 

LSU PUBLICATIONS

This series contains three copies each of General Catalog Student Directory, Graduate Catalog, bulletins, handbooks, and brochures.

RETENTION: Retain permanently in office.

 

LSU SAMPLE PUBLICATIONS

This series contains campus near-print informational material.

RETENTION: Retain permanently in office.

 

OUTSIDE-LSU PUBLICATIONS

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

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

 

PAPER SELECTOR SAMPLES

This series contains paper selector pamphlets with samples received from vendors.

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

 

PRINTED PIECE REQUESTS FILES

This series contains NCR copies of Specification sheets and file

notes.

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

 

PRINTING SPECIFICATIONS SHEETS

This series contains NCR copies of Printing Specifications sent

to printers.

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

 

PRODUCTION SCHEDULE LOG

This series contains log sheets with job progress entries.

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

 

PUBLIC RELATIONS NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus near-print informational material.

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

 

PUBLICATION DISPLAY SAMPLES

This series contains near-print informational material generated here

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

 

PUBLICATION SPECIFICATIONS FILES

This series contains copies of specification sheets.

RETENTION: Retain permanently in office.

 

PUBLICATION SPECIFICATIONS WORKING FILES

This series contains photocopies of Printing Specifications

sheets, and publications.

RETENTION: Retain permanently in office.

 

PUBLICATIONS LOG

This series contains log sheets with job number, job title, department, cost, etc.

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

 

STUDENT ASSISTANT WORKING FILES, 1985-1989 (OBSOLETE)

This series contains excerpts from publications, proposed layout

sketches, file notes, art elements, and client job sheets.

RETENTION: Destroy by landfill.

 

VERIFICATION SHEETS

This series contains annotated LSU Campus Directory Verification

Sheets received from campus offices.

RETENTION: Retain 1 year 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.