GRADUATE ASSISTANTSHIPS

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.

ASSISTANTSHIP MANAGER WORKING FILES

This series contains photocopies of meeting minutes, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines, manuals, photocopies of campus correspondence, telephone log sheets, and statistical reports.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANTSHIPS WEEKLY ELIGIBILITY STATUS REPORTS FILES

This series contains reports received from Data Processing and photocopies of letters sent to campus offices.

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

CURRENT GRADUATE ASSISTANTS BY DEPARTMENT REPORT

This series contains computer-generated reports received from

Data Processing.

RETENTION: Retain in office until superseded, then destroy by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

FELLOWSHIP AND SCHOLARSHIP FILES

This series contains photocopies of Payroll Summary sheets received from Accounting Services, photocopies of scholarship contracts received from Grants and Contracts, and photocopies of Turn Around Documents received from Accounting Services.

RETENTION: Retain in office 5 years after termination of contract, then destroy by shredding then landfill.

PETITION CARD FILE

This series contains cards with name, department, type of

petition, results, authorizing signature, and date.

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

STUDENT ASSISTANT WORKING FILES

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

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

TURN AROUND DOCUMENTS

This series contains photocopies of Turn Around Documents received from campus offices.

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

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.