GRADUATE PLANNING

AFFIRMATIVE ACTION REPORT, 1987-1987 (OBSOLETE)

This series contains photocopies of reports received from Office of Compensation and Affirmative Action.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

ASSISTANT TO DEAN BUDGET FILES, 1983-1990 (OBSOLETE)

This series contains photocopies of reports sent to campus offices, campus and off-campus correspondence, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, Requests for Budget Adjustments received from Budget and Planning, Budget Proposed Allocations A,B, and C received from Budget and Planning, invoices received from off campus, monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders received from Purchasing, photocopies of receiving reports sent to Purchasing, and NCR copies 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.

CONSENT DECREE REPORTING FILES

This series contains computer-generated enrollment statistics, photocopies of student lists received from Data Processing, photocopies of enrollment statistical reports sent to Board of Regents, photocopies of meeting minutes received from Academic Affairs, campus and off-campus correspondence, photocopies of policy statements received from Office of the Chancellor, photocopies of periodic reports sent to Board of Regents, photocopies of studies sent to Academic Affairs, photocopies of surveys sent to Academic Affairs, and file notes.

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

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.

GENERAL BUDGET INFORMATION FILES

This series contains equipment maintenance and repair reports received from off campus, campus near-print informational material, procedural guidelines received from Accounting Services, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, Requests for Budget Adjustments received from Budget and Planning, Budget Proposed Allocations A,B, and C received from Budget and Planning, computer-generated Payroll Check Distribution Reports received from Human Resource Management, file notes, Mailing Lists received from Human Resource Management, and budget summaries received from Budget and Planning.

RETENTION: Equipment, budget records, and reports: Retain 3 years in office, then destroy by recycling. All other contents:

Retain in office while active or until superseded, then destroy by landfill.

GENERAL FILES

This series includes but may not be limited to campus and off-campus correspondence, meeting minutes received from campus offices, policy statements received from Office of the Chancellor, photocopies of reports sent to Research and Economic Development, surveys sent off campus, speeches, press releases, photocopies of grant application proposals received from off campus, file notes, loan agreements, and bid records.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Surveys, speeches and press releases: Retain permanently in office. All other contents:

Retain 3 years in office, then destroy by recycling.

GRADUATE FACULTY STATUS FILES

This series contains photocopies of vitae, photocopies of articles, photocopies of lectures, letters of recommendation received from off campus, and campus correspondence.

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

GRADUATE PLANNING COMPREHENSIVE FILES

This series contains campus and off-campus correspondence, reports sent to and received from campus offices, file notes, Requests for Budget Adjustments sent to Budget and Planning, financial statements, photocopies of travel authorizations, photocopies of timesheets sent to Payroll, photocopies of evaluations sent to Human Resource Management, Position Descriptions, and monthly ledger sheets.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Timesheets and 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 3 years in office, then destroy by recycling.

MANUALS

This series contains manuals received from campus offices and off campus.

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

MONTHLY LEDGER FILES

This series contains NCR copies of Internal Transactions received from campus offices, invoices received from off campus, monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Purchasing, photocopies of receiving reports sent to Purchasing, NCR copies of requisitions received from Purchasing, NCR copies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Work Requests sent to Facility Services, NCR copies of line orders received from Telecommunications, and master lists.

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

OFFICE PROCEDURE MANUALS

This series contains photocopies of sample form letters and procedural guidelines.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by landfill.

PERSONNEL FILES

This series includes but may not be limited to photocopies of evaluations sent to Academic Affairs, campus and off-campus correspondence, timesheets, monthly leave summaries received from Human Resource Management, yearly leave summaries received from Human Resource Management, Position Descriptions received from Human Resource Management, applications received from Human Resource Management, job announcements received from Human Resource Management, and resumes received from off campus.

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

PROJECT FILES

This series contains photocopies of the following received from campus offices: reports, surveys, and grant applications.

RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

REMOVED GRADUATE FACULTY FILES

This series contains photocopies of vitae, photocopies of articles, photocopies of lectures, letters of recommendation received from off campus, and campus correspondence.

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

SURVEYS FILES

This series includes but may not be limited to survey sheets received from campus offices and photocopies of survey questionnaires sent off campus.

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

UNIVERSITIES GRADUATE CATALOGS

This series contains 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.