SCHOOL OF ART

ACCOUNTING LEDGERS NOTEBOOKS

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

RETENTION: Retain in office until superseded, then destroy by recycling.

ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent off campus, campus and off-campus correspondence, computer-generated Inventories of Office Equipment sent to Property Control, off-campus near-print informational material, and procedural guidelines received from campus offices.

RETENTION: Correspondence: Retain 5 years in office, 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 All Other Contents: Retain in office while active or until superseded, then destroy by landfill.

AFFIRMATIVE ACTION MANUALS

This series contains Affirmative Action manuals.

RETENTION: Retain in office until superseded, then destroy by

landfill.

ART LIBRARY ACCOUNTING POSTING FILES

This series contains photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, NCR copies of Internal Transactions sent to Purchasing, NCR copies of invoices sent to Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Purchasing, 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.

BUDGET FILES

This series includes but may not be limited to photocopies 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 shredding then landfill.

CLASSIFIED JOB CODES AND PAY SCALE NOTEBOOK

This series contains photocopies of campus correspondence.

RETENTION: Retain in office while active, then destroy by

recycling.

CLASS LISTS

This series contains computer-generated Class Lists received from

Student Records and Registration.

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

destroy by shredding then landfill.

CONFERENCE ROOM SCHEDULING APPOINTMENT BOOKS

This series contains appointment books.

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

COURSES AND CURRICULA FILES

This series contains photocopies of campus correspondence, syllabi received from faculty, and photocopies of the following sent to Academic Affairs: Requests to Drop or Add Courses, Requests to Change an Existing Course, and Requests to Change Curricula.

RETENTION: Course request forms: Retain in office 1 year after term submitted, then destroy by shredding then recycling. All Other Contents: Retain in office while active, then destroy by recycling.

DEPARTMENTAL SECRETARY GENERAL FILES, 1987-1990 (OBSOLETE)

This series contains campus and off-campus correspondence.

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

then 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 CURRICULA VITAE

This series contains faculty curricula vitae.

RETENTION: Retain in office while active, then destroy by

recycling.

FACULTY AND STAFF ANNUAL LEAVE SUMMARIES NOTEBOOKS

This series contains photocopies of annual leave summaries sent to Human Resource Management 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 recycling.

FACULTY AND STAFF LEAVE FILES

This series contains 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 recycling.

FACULTY AND STAFF PERSONNEL FILES

This series contains photocopies of Change-in-Status Reports of Continuation or Separation sent to Human Resource Management, and photocopies of the following sent to Office of the Dean: 1-9 Employee Eligibility Verifications, job applicant letters of reference received from off campus, job applicant resumes received from off campus, LSU-l Personnel Actions, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-40 Contracts for Unclassified Employees, and Position Descriptions.

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

FACULTY SENATE FACULTY RESOURCE HANDBOOK

This series contains a resource handbook.

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

FEE SLIPS

This series contains NCR copies of fee slips received from Office

of Bursar Operations.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

FILM AND VIDEO LIBRARY CATALOG

This series contains a film and video library catalog received from off campus.

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

FOUNDATION FILES

This series contains photocopies of invoices sent to LSU

Foundation, computer-generated monthly ledger sheets received

from Accounting Services, and photocopies of checks sent to LSU

Foundation.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

GRADE BOOKS

This series contains grade books received from instructors.

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

destroy by shredding then landfill.

GRADUATE ASSISTANT AND 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 or Graduate School: 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.

GRADUATE STUDENT FILES

This series contains graduate address lists received from Graduate Admissions, campus correspondence, near-print informational material generated in this department, examination result lists, annual statistical progress reports, and file notes.

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

GRADUATE STUDENT PLACEMENT FILES

This series contains campus correspondence and job applicant letters of reference received from off campus.

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

JOB LISTINGS NOTEBOOK

This series contains job listings received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

KEY DISTRIBUTION TRACKING SHEETS NOTEBOOK

This series contains key distribution tracking sheets.

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

LSU CATALOGS AND COMMENCEMENT PROGRAMS

This series contains LSU Catalogs received from Student Records and Registration and commencement programs received from Student Records and Registration.

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

This series contains LSU Today.

RETENTION: Retain in office while active, then destroy by

recycling.

MIDTERM AND FINAL GRADE SHEETS

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

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity

Reports received from Accounting Services.

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

POLICY STATEMENTS AND PRESIDENTIAL MEMORANDA

This series contains policy statements received from Office of the Chancellor and Presidential Memoranda received from Office of the President.

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

PROCEDURAL GUIDELINES

This series contains procedural guidelines received from campus offices.

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

PROGRAM INQUIRIES

This series contains correspondence.

RETENTION: Retain in office while active, then destroy by

landfill.

PROSPECTIVE EMPLOYEE FILES

This series contains job applicant letters of reference received from off campus and job applicant resumes received from off campus.

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

READING FILES

This series contains photocopies of campus and off-campus correspondence.

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

RECEPTION DESK INFORMATION NOTEBOOK

This series contains file lists and NCR copies of Class Lists received from Student Records and Registration.

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

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

REJECTED GRADUATE STUDENT FILES

This series includes but may not be limited to GRE reports, credential analyses received from Admissions, and campus and off-campus correspondence.

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

SCHEDULE BOOKLETS

This series contains schedule booklets.

RETENTION: Retain in office until superseded, then destroy by

landfill.

SCHEDULE OF CLASSES

This series contains schedules of classes received from Student

Records and Registration.

RETENTION: Retain in office while active or until superseded,

then destroy by recycling.

SCHOOL OF ART SCRAPBOOK

This series contains event announcements received from campus and

off campus, newspaper clippings, and photographs.

RETENTION: Retain permanently in office.

SCHOOL OF ART STUDENT EVALUATIONS

This series contains student evaluations.

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

SECRETARY PROCEDURES NOTEBOOK

This series contains master forms, sample form letters, and file notes.

RETENTION: Master forms: 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, then destroy by landfill.

SELF-STUDY REPORTS

This series contains self-study reports.

RETENTION: Retain in office while active, then transfer to

University Archives.

SHOW FILES

This series contains correspondence.

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

then landfill.

SLIDE ACQUISITION FILE LISTS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

SLIDE COLLECTION

This series contains slides.

RETENTION: Retain in office while active, then transfer to

University Archives.

SLIDE COLLECTION CARD FILE

This series contains cards with identification information on

slides including shelflist.

RETENTION: Retain permanently in office.

SLIDE LIBRARY REFERENCE CATALOG

This series contains a slide catalog.

RETENTION: Retain in office while active, then transfer to

University Archives.

SLIDE LOG

This series contains log sheets noting date and slides check out.

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

TELEPHONE MESSAGE BOOKS

This series contains telephone message books.

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

THESES AND DISSERTATIONS

This series contains theses and dissertations.

RETENTION: Retain permanently in office.

UNDERGRADUATE CORRESPONDENCE FILES

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

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All Other Contents: Retain in office while active, 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 and photocopies of Degree Candidates Lists received from Office of the Dean.

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.