DEPARTMENT OF INTERIOR DESIGN

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.

ADMINISTRATIVE SPECIALIST ADMINISTRATIVE FILES

This series includes but may not be limited to computer-generated leave reports received from Human Resource Management, computer-generated faculty assignment reports received from Student Records and Registration, photocopies of policy statements received from Office of the Chancellor, and procedural guidelines.

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 All other contents: Retain in office until superseded, then destroy by recycling.

ADVISORY COUNCIL NOTEBOOKS

This series contains photocopies of letters sent, photocopies of meeting minutes received from campus offices, and photocopies of agendas received from campus offices.

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

ALUMNI DIRECTORY FILES

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

BUDGET FILES

This series includes but may not be limited to computer-generated ledger sheets received from Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of invoices, photocopies of receipts, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustments sent to Office of the Dean, 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 landfill.

CAMPUS CORRESPONDENCE

This series contains campus correspondence received.

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

then recycling.

CATALOGS

This series contains school catalogs received from off campus.

RETENTION: Retain in office while active, or until superseded, then destroy by landfill.

CLASS HANDOUTS

This series contains class handouts.

RETENTION: Retain in office while active, then destroy by

recycling.

CLASSROOM INFORMATION FILES

This series contains photocopies of course handouts, videotapes received from off campus, university catalogs received from campus and off campus, and slides received from off campus.

RETENTION: Retain in office while active, or until superseded, then destroy by landfill.

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to photocopies of Requests for Drop-Add of Sections sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, computer-generated Class Schedule Reports received from Student Records and Registration, photocopies of campus correspondence, file notes, statistical worksheets, computer-generated Course Management Reports received from Student Records and Registration, carbon copies of Midterm Grade Sheets received from Student Records and Registration, carbon copies of Final Grade Sheets received from Student Records and Registration, and Selective Admission Reports.

RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.

COURSE MANAGEMENT AND TEXTBOOK ORDER FILES

This series includes but may not limited to computer-generated

Course Management Reports received from Student Records and

Registration, photocopies of Requests for Dropping or Adding

Sections sent to Student Records and Registration, and

photocopies of textbook orders sent to LSU Union Bookstore.

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

CURRICULUM FILES

This series contains syllabi, class handouts, and reports on potential graduate programs.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to procedural guidelines received from campus offices, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, photocopies of grant applications, photocopies of awards, reports, State Employees Group Benefit Memoranda, master forms, meeting minutes, photocopies of Academic Personnel Reports received from Human Resources Management, faculty project budget proposals, campus and off-campus correspondence, newspaper clippings, file notes, and photocopies of policy statements received from Office of the Chancellor.

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

DEPARTMENT ANNOUNCEMENTS FILES

This series contains campus near-print informational material.

RETENTION: Retain in office while active, 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.

FACULTY EVALUATIONS

This series contains photocopies of student comments lists received from Measurement and Evaluation Center.

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

FACULTY AND STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes received from off campus, photocopies of appointment forms sent to Office of the Dean, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, photocopies of letters of recommendation received from off campus, photocopies of Position Descriptions sent to Human Resource Management, faculty vitae, photocopies of Promotion and Tenure Forms sent to Office of the Dean, photocopies of 1-9 Employee Eligibility Verifications sent to Payroll, NCR copies of PER-17 turn-around documents sent to Payroll, photocopies of timesheets sent to Payroll, and photocopies of W-2s.

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

FIELD TRIP FILES

This series contains photocopies of the following sent to

Insurance and Safety: permission forms and field trip

descriptions.

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

FOUNDATION FOR INTERIOR DESIGN EDUCATION RESEARCH FILES

This series contains letters received from off campus computer-generated monthly ledger sheets received from Accounting Services, photocopies of checks sent to LSU Foundation, and photocopies of transmittals sent to LSU Foundation.

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

INTRADEPARTMENTAL SEMESTER FILES

This series contains photocopies of examinations, schedules, photocopies of syllabi, and photocopies of course calendars.

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

MANUALS

This series contains manuals.

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

NEWSLETTERS

This series contains newsletters.

RETENTION: Retain in office while active, then destroy by

landfill.

PAYROLL ACCOUNTING FILES

This series contains computer-generated budget sheets received from Accounting Services, computer-generated Payroll Check Distribution Reports received from Accounting Services, student timesheets, photocopies of Expenditure Lists sent to Accounting Services, photocopies of textbook orders sent to LSU Union Bookstore, photocopies of telephone bills received from Telecommunications, photocopies of publication invoices, and photocopies of Travel Expense Vouchers sent to Accounting Services.

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

PHONATHON FILES

This series contains log sheets with name, address, and amount

pledged.

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

STAFF LEAVE FILES

This series includes but may not be limited to campus correspondence, computer-generated monthly PAR leave reports received from Human Resource Management, leave slips, and annual leave summaries received from Human Resource Management.

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

STUDENT ASSISTANT FILES

This series includes but may not be limited to photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: Form 1-9 Employee Eligibility Verifications, W-2s, Loyalty Oaths, and Turn-Around Documents.

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

STUDENT CHAPTER FILES

This series contains photocopies of meeting minutes received from student chapter, photocopies of campus near-print informational material, and photocopies of Approvals for Functions Where Alcohol will be Served sent to Dean of Students.

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

STUDENT PROJECTS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

STUDENT RECRUITMENT LISTS

This series contains photocopies of lists received from off campus.

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

TELEPHONE MESSAGE BOOKS

This series contains telephone message books.

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

UNDERGRADUATE STUDENT FILES

This series contains photocopies of Official Check Out Sheets for the Bachelor's Degree received from Office of the Dean, photocopies of Degree Candidates Lists received from Office of the Dean, NCR copies of Grade Reports received from Student Records and Registration, photocopies of Degree Audits received from Admissions, and photocopies of schedules.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then 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.