CAD / GIS RESEARCH LABORATORY

ACCOUNTING POSTING FILES

This series includes but may not be limited to photocopies of Travel Expense Vouchers sent to Office of the Dean, receiving reports, photocopies of invoices sent to Office of the Dean, NCR copies of Internal Transactions sent to Office of the Dean, and photocopies of monthly statements received from Accounting Services.

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

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.

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

COMPUTER USE LOG

This series contains computer-generated Computer User log sheets.

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

DATA SUMMARY REPORTS

This series contains computer-generated Data Summary Reports received from off campus.

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

DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent to Office of Dean, photocopies of Inventories of Office Equipment sent to Property Control, photocopies of minutes of meetings received from campus offices, procedural guidelines received from campus offices, photocopies of Space Inventories sent to Facility Development, file lists, vendor catalogs received from off campus, and photocopies of reports received from campus offices.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

DIRECTOR WORKING FILES

This series contains computer-generated monthly ledger sheets received from Accounting Services, photocopies of proposals sent to campus offices, photocopies of Travel Authorizations sent to Office of the Dean, computer-generated Personnel Activity Reports received from Accounting Services, and photocopies of AD419 forms sent to Office of the Dean.

RETENTION: Retain 3 years in office, 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.

PROPOSALS

This series contains photocopies of proposals received from faculty.

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

RESEARCH FILES

This series contains proposals received from faculty, photocopies of contracts received off campus, and letters of agreement received from campus offices.

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

STUDENT ACTIVITY REPORTS

This series contains Graduate Student Activity Reports.

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

STUDENT RESUMES

This series contains resumes received from off campus.

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 the 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.