SCHOOL OF ARCHITECTURE

ACCREDITATION REPORTS

This series contains accreditation reports sent off campus.

RETENTION: Retain in office while active, then transfer to

University Archives.

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records authorized for destruction in the relevant LSU records retention and disposal schedules, if the hard copy records are maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, Correspondence Log sheets, minutes of meetings, campus and off-campus near-print informational material, blueprints received from off campus, building specifications received from off campus, computer-generated Grade Distribution Reports received from Student Records and Registration, computer-generated Equipment Inventories received from Property Control, computer-generated Facilities Inventories received from Facility Services, computer-generated Personnel Activity Reports received from Accounting Services, NCR copies of Work Requests sent to Facility Services, file lists, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Logs, Work Requests, and PARs: Retain 3 years in office, then destroy by recycling. Grade Distribution Reports: Retain in office 1 year after term distributed, then destroy by shredding then landfill.

Inventories: Retain 1 year in office, then destroy by landfill. All Other Contents: Retain in office while active, or until superseded, then destroy by landfill.

ARCHIVES FILES, 1959-1982 (OBSOLETE)

This series contains campus and off-campus correspondence, minutes of meetings, campus near-print informational material, photocopies of check orders sent to Office of Bursar Operations, pictures, file notes, and photocopies of Equipment Inventories received from Property Control.

RETENTION: Transfer to University Archives.

ATTENDANCE AND LEAVE REPORTS

This series contains computer-generated Attendance and Leave Reports 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.

BUDGET FILES

This series contains photocopies of campus correspondence, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of invoices sent to Accounting Services, photocopies of Requests for Budget Adjustments sent to Budget and Planning, 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 shredding then landfill.

COURSE FILES

This series contains course handouts, tests, and syllabi.

RETENTION: Retain in office while active, then destroy by

recycling.

COURSE MANAGEMENT NOTEBOOKS

This series contains photocopies of class schedules received from Student Records and Registration, computer-generated Management Reports received from Student Records and Registration, and computer-generated Faculty Assignments received from Student Records and Registration.

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

COURSE MATERIALS FILES

This series contains photocopies of campus correspondence, photocopies of minutes of meetings received from campus offices, photocopies of catalog submissions sent to Academic Affairs, and photocopies of syllabi.

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

DEPARTMENTAL REPORTS

This series contains departmental reports.

RETENTION: Retain in office while active, then destroy by

recycling.

DIRECTOR WORKING FILES

This series contains photocopies of annual reports sent off campus, minutes of meetings, campus and off-campus near-print informational material, policy statements received from Office of Chancellor, file notes, file lists, and campus and off-campus correspondence.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All Other Contents: Retain in office while active, then destroy by recycling.

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 AND STAFF PERSONNEL FILES

This series includes but may not be limited to referral photocopies received from Human Resource Management, photocopies of resumes, photocopies of rejection letters, photocopies of appointment forms sent to respective LSU college or school, vitae received from off campus, photocopies of evaluations generated in department, step increase photocopies received from Human Resource Management, photocopies of leave slips, and photocopies of job descriptions 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 landfill.

FACULTY CANDIDATES REJECTED FILES

This series contains off-campus correspondence, vitae received from off campus, photocopies of transcripts received from off campus, letters of recommendation received from off campus, photocopies of articles received from candidates, and slides received from candidates.

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

FACULTY SEARCH FILES

This series contains file notes, letters of inquiry received from

off campus, file lists, and portfolios received from off campus.

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

GRADUATE PROGRAM FILES

This series contains campus and off-campus correspondence, photocopies of minutes of meetings received from Graduate Faculty, resumes, photocopies of Graduate Faculty Nominations sent to Graduate School, photocopies of Graduate Faculty Approvals received from Graduate School, and photocopies of Graduate Catalog updates sent to Graduate School.

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

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of final examinations, graduate assistantship applications, GRE reports, requests for examination, correspondence including letters of recommendation, photocopies of TOEFL scores received from off campus, and photocopies of transcripts received from off campus.

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

JOB ADVERTISEMENTS NOTEBOOK

This series contains job advertisements received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

LETTERS SENT

This series contains photocopies of letters sent to campus offices and off-campus.

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

LSU CATALOGS

This series contains LSU catalogs received from Student Records and Registration.

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

MANAGEMENT REPORTS FILES

This series contains NCR copies of Class Lists received from Student Records and Registration, computer-generated Management Reports received from Student Records and Registration, schedule booklets received from Student Records and Registration, and computer-generated Comparative Enrollment Data received from Student Records and Registration.

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

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of Midterm Grade Sheets and carbon copies of Final Grade Sheets sent to Student Records and Registration.

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

PHOTOGRAPHS

This series contains photographs.

RETENTION: Retain permanently in office.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOKS

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

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

REFERENCE NOTEBOOKS AND CATALOGS

This series contains campus and off campus near-print informational material, procedural guidelines received from campus offices.

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

ROUGH DRAFTS

This series contains rough drafts received from professors.

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

STUDENT ASSISTANT FILES

This series contains photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, student assistant timesheets, photocopies of Payroll Vouchers sent to Payroll, photocopies of Social Security Cards received from off campus, and photocopies of drivers licenses received from off campus.

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

TRAVEL REGULATION NOTEBOOKS

This series contains travel regulations received from Accounting

Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

UNDERGRADUATE STUDENT FILES

This series contains NCR copies of Grade Sheets received from Student Records and Registration, photocopies of applications received from Student Records and Registration, photocopies of transcripts received from off campus, photocopies of Advisor Cards received from Student Records and Registration, student papers, and letters of recommendations received from off campus.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST REFERENCE FILES

This series contains campus and off-campus near-print informational material, file lists, and schedule booklets received from Student Records and Registration.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains photocopies of campus and off-campus correspondence, campus and of f campus near-print informational material, position descriptions received from off campus, budget worksheets, computer-generated Leave Tracking Reports received from Human Resource Management, telephone access codes received from Telecommunications, faculty evaluations, and computer-generated schedule reports received from Student Records and Registration.

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

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

WORD PROCESSING FILES

This series contains documents such as letters, messages, memoranda, and reports, 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 in the relevant LSU records retention; and disposal schedules.

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.

WORD PROCESSOR WORKING FILES

This series contains photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of position announcements sent off campus, file lists, photocopies of textbook requests sent to Union Bookstore, photocopies of course handouts, and faculty resumes.

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