OFFICE OF THE DEAN

COLLEGE OF DESIGN

ACCOUNTANT WORKING FILES

This series contains campus and off-campus near-print informational material, computer-generated monthly ledger sheets received from Accounting Services, room schedules, computer-generated Plant Store Catalogs received from Plant Stores, and the following logs: In-Coming Correspondence Log with type of form, where from, where sent, date sent, date received, and Key Check-Out Log with name, key number, date, etc.

RETENTION: Logs: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, or until superseded, then destroy by landfill.

ACCOUNTING FILES

This series contains NCR copies of Purchase Orders sent to Purchasing, Receiving Reports sent to Purchasing, Requisitions sent to Purchasing, monthly ledger sheets received from Accounting Services, and photocopies or NCR copies of the following sent to Accounting Services: Travel Expense Vouchers, invoices, Internal Transactions, and photocopies of bids received from Purchasing.

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

ACCOUNTING LEDGERS

This series contains computer-generated monthly ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ACCOUNTING REPORTS

This series contains computer-generated Accounting Reports

received from Accounting Services.

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

ACCREDITATION FILES

This series contains campus and off-campus correspondence,

photocopies of reports sent off campus, and file notes.

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

Archives.

AFFIRMATIVE ACTION REPORTS

This series contains Affirmative Action Reports received from

Budget and Planning.

RETENTION: Retain in office while active, then destroy by

recycling.

ALUMNI FILES

This series contains campus correspondence and computer-generated

Prospects Lists received from Alumni Center.

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

then recycling.

ALUMNI PROSPECT LISTINGS

This series contains computer-generated Alumni Prospect Listings received from Alumni Center.

RETENTION: Retain in office until superseded, then destroy by recycling.

ARCHITECTURAL DRAWINGS AND BLUELINES

This series contains architectural drawings generated here and received from off campus and blueline drawings generated here and received from off campus.

RETENTION: Retain permanently in office.

ASSOCIATE DEAN ADMINISTRATIVE FILES

This series contains photocopies of letters sent off campus, photocopies of meeting minutes received from campus offices, off-campus near-print informational material, photocopies of grant proposals sent off campus, photocopies of Academic Reviews sent off campus, NCR copies of Work Requests sent to Facility Services, and Responses received from off campus.

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

BLUEPRINTS

This series contains blueprints received from off campus.

RETENTION: Retain in office while active, then transfer to

University Archives.

CLASS MANAGEMENT REPORTS NOTEBOOKS

This series contains computer-generated Class Management Reports received from Student Records and Registration.

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

COMMENCEMENT PROGRAMS

This series contains Commencement Programs.

RETENTION: Retain permanently in office.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

COUNSELOR WORKING FILES

This series contains campus correspondence, campus near-print informational material, photocopies of Requests for Dropping or Changing a Curriculum received from departments, file lists, and computer-generated Currently Enrolled Students reports received from Admissions.

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

DEAN ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, off-campus near-print informational material, news clippings received from off campus, photocopies of Budget Proposed Allocations/AB&C received from Budget and Planning, worksheets, file notes, photocopies of State Budget Reports received from Board of Regents, file lists, received from articles received from off campus, agendas received from campus offices, slides received from off campus, photocopies of Grievance Reports sent to Human Resource Management, Departmental Planning Reports received from Budget and Planning, and Accreditation Reports received from off campus.

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

DEAN CARDS

This series contains photocopies of Dean's Cards received from

Student Records and Registration.

RETENTION: Retain in office 1 year after term submitted, then

destroy by shredding then recycling.

DEPARTMENT GENERAL FILES

This series contains annual reports received from departments, campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, campus and off-campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, file lists, photocopies of position announcements sent off campus, organizational charts, and Sabbatical Requests received from departments.

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

ENROLLMENT SUMMARIES

This series contains computer-generated Enrollment Summaries

received from Budget and Planning.

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

FACULTY AND STAFF PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource Management: Position Descriptions, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, Per-2 Personnel Appointments, and Per-3 Personnel Status Changes.

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

FACULTY SALARY STUDIES

This series contains Faculty Salary Studies received from off

campus and Instructional Research.

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

FIELD TRIP FILES

This series contains Requests for Group Excuses received from

departments and file lists.

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

FILE LISTS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

GENERAL INFORMATION FILES

This series contains campus correspondence, campus near-print informational material, and file notes.

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

GRADE APPEALS

This series contains grade appeals.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by shredding then landfill.

GRADE REPORTS

This series contains NCR copies of Grade Reports received from

Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then landfill.

GRADUATE REPORTS

This series contains Graduate Reports received from Graduate

School.

RETENTION: Retain in office while active, then destroy by

recycling.

GRADUATING CLASS PROFILE

This series contains computer-generated Graduating Class Profiles received from Budget and Planning.

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

INCOMING MAIL LOG

This series contains a log with date received, who received from, subject, and type of correspondence.

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

LSU CATALOGS

This series contains LSU Catalogs.

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

LSU FOUNDATION MONTHLY REPORTS

This series contains computer-generated reports received from LSU

Foundation.

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

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.

MISCELLANEOUS STUDENT SERVICES FILES, 1973-1979 (OBSOLETE)

This series contains campus correspondence and grade appeals

received from students.

RETENTION: Destroy by shredding then recycling.

NAAB STATISTICS

This series contains statistics received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

NEW BUILDING EQUIPMENT FILES, 1983-1985 (OBSOLETE)

This series contains photocopies of Petty Cash receipts, photocopies of Receiving Reports received from Purchasing and off campus, and photocopies of the following sent to Purchasing:

Internal Transactions, Purchase Orders, requisitions, and bids.

RETENTION: Destroy by recycling.

NEWSLETTERS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

OPERATING BUDGET FOR THE FISCAL YEAR

This series contains computer-generated Operating Budgets for

Fiscal Years received from Budget and Planning.

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

PER-l REQUEST FOR PERMISSION TO FILL A VACANCY

This series contains photocopies of Per-ls sent to 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 recycling.

PERSONNEL RECRUITMENT FILES

This series contains correspondence, letters of reference received from off campus, resumes received from off campus, applications received from off campus, and photocopies of advertisements sent off campus.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains policy statements received from Office of the Chancellor and procedural guidelines received from campus offices.

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

PROJECT FILES

This series contains campus correspondence, photocopies of newspaper clippings received from off campus, and photocopies of news releases received from off campus.

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

READING FILES

This series contains campus and off-campus correspondence.

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

then landfill.

REFERENCE NOTEBOOKS

This series contains all or some of the following: policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, photocopies of student timesheets sent to Human Resource Management, Presidential Memoranda received from Office of the President, computer-generated Leave Tracking Reports received from Human Resource Management, computer-generated Departmental Profiles, Salary Savings Reports, Budget Summaries, and Departmental Planning Reports.

RETENTION: Computer-generated reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, or until superseded, then destroy by recycling.

REPORTS, 1976-1986 (OBSOLETE)

This series contains computer-generated reports received from

Student Records and Registration and Budget and Planning.

RETENTION: Destroy by landfill.

REPORTS

This series contains computer-generated reports received from

Student Records and Registration.

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

SELF-STUDY REPORTS

This series contains Self-Study Reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

SELF-STUDY REPORTS FILES

This series contains reports and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

STUDENT PROJECT REPORTS

This series contains student project reports received from students.

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

STUDENT LEDGERS

This series contains student ledgers.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by shredding then landfill.

STUDENT PERSONNEL FILES

This series contains photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: Form 1-9 Employee Eligibility Verifications, W-4s, Loyalty Oaths, Employment Processing Forms, Social Security cards, driver's licenses, and passports.

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

TELEPHONE MESSAGE BOOKS

This series contains NCR copies of telephone messages.

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

UNDERGRADUATE STUDENT FILES

This series contains campus correspondence, photocopies of applications received from Admissions, photocopies of grade correction reports received from Admissions, photocopies of Supplementary Grade Reports received from Admissions, computer-generated Evaluations of Transfer Credit received from Admissions, and ledgers.

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

WORKING FILES

This series contains campus near-print informational material, NCR copies of Work Requests sent to Facility Services, file lists, file notes, computer-generated Current Applicants, and Telephone Log sheets with date, time, location, person called, and reason.

RETENTION: Logs and Work Requests: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, or until superseded, then destroy by landfill.