RECORDS AND INFORMATION SYSTEM

JUNIOR DIVISION

 

ACADEMIC ACTION FILES

This series includes but may not be limited to campus correspondence and photocopies and originals of Academic Action Change Forms sent to Student Records and Registration.

RETENTION: Campus correspondence: Retain 5 years in office, then destroy by shredding then recycling. Academic Action Change

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

 

CLERK WORKING FILES

This series contains all or some of the following: campus correspondence, campus near-print informational material, file lists, roster, file notes, and photocopies of procedural guidelines received from campus offices.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

CORRESPONDENCE, 1976-1985 (OBSOLETE)

This series contains campus and off-campus correspondence.

RETENTION: Transfer to University Archives.

 

DIRECTOR CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

 

ENROLLMENT MANAGEMENT REPORTS

This series contains computer-generated Enrollment Management

Reports received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

FINAL GRADE REPORTS (OBSOLETE)

This series contains NCR copies of Final Grade Reports received from Student Records and Registration.

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

 

GRADE REPORTS (OBSOLETE)

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.

 

INCOMPLETE GRADES LOG

This series contains I Grade Log sheets.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

JUNIOR DIVISION STUDENT ROSTER FILES

This series contains campus near-print informational material, file lists, and photocopies of rosters received from Student Records and Registration.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

LISTS

This series contains computer-generated lists received from Data

Processing.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

MIDTERM GRADE REPORTS

This series contains carbon copies of Midterm Grade Reports received from Student Records and Registration.

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

 

MISCELLANEOUS FILES

This series contains off-campus near-print informational material, procedural guidelines, and file notes.

RETENTION: Retain in office while active or until superseded, 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.

 

PETITION FOR RECORDS

This series contains Petitions for Records.

RETENTION: Retain in office until student record is transferred

to senior college, then destroy by shredding then landfill.

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

 

RECORDS CARDS (OBSOLETE)

This series contains record cards.

RETENTION: Retain in office 5 years after graduation term or

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

 

RESIGNATION CARDS

This series contains confirmation copies of Resignation Cards received from Student Records and Registration.

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

 

SCHEDULE CONFIRMATIONS (OBSOLETE)

This series contains carbon copies of Schedule Confirmations

received from Student Records and Registration.

RETENTION: Retain in office 1 year after graduation term or term

of last attendance, then destroy by shredding then landfill.

 

STUDENT ASSISTANT LOG

This series contains Student Assistant Log sheets.

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

 

STUDENT FILES

This series contains campus and off-campus correspondence, ledgers, computer-generated data sheets received from Admissions, notes received from professors, NCR copies of Drop/Add cards received from Student Records and Registration, NCR copies of grade changes received from Student Records and Registration, NCR copies of Grade Reports received from Student Records and Registration, photocopies of transcripts received from off campus, and photocopies of class schedules received from Student Records and Registration.

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

 

STUDENT INFORMATION FILES

This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, file lists, photocopies of Requests for Group Excuses received from campus offices, schedules, file notes, computer-generated College Records Printed received from Administrative Information Systems, schedule changes received from campus offices, computer-generated Drop/Add Updates received from Administrative Information Systems, computer-generated Master Packet Lists received from Administrative Information Systems, computer-generated Composite Lists for JD received from Administrative Information Systems, and computer-generated ID Rosters received from Administrative Information Systems.

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

 

 

STUDENT SUPPORT SERVICES

JUNIOR DIVISION

 

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.

 

CALENDARS OF STUDENT APPOINTMENTS

This series contains calendars.

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

 

COUNSELOR WORKING FILES

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

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

 

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, computer-generated Operating Budgets for Fiscal Years received from Accounting Services, photocopies of employee performance evaluations, file lists, and resumes received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by recycling.

 

GENERAL INFORMATION FILES

This series contains photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, and computer-generated student schedules.

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

 

GRANT NOTEBOOKS

This series contains grants.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then landfill.

 

INCOMPLETE STUDENT FILES

This series contains photocopies of 1040 tax forms received from students, photocopies of transcripts received from off campus, and autobiographies received from students.

RETENTION: Retain in office 1 year after completion of job or contract, then destroy by landfill.

 

LSU CATALOGS

This series contains LSU catalogs.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

 

PEER TUTOR LOG

This series contains Peer Tutor Log sheets with name, hours

tutored, subject, and who tutored by.

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

 

SENSITIVE INFORMATION FILES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

STUDENT SUPPORT SERVICES REQUIREMENTS NOTEBOOKS

This series contains Student Support Services Requirements.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

TRANSFER CREDIT TRANSLATION TABLES

This series contains computer-generated Transfer Credit

Translation Table received from Student Records and Registration.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

UNDERGRADUATE AND GRADUATE STUDENT FILES

This series contains applications, student contracts, Needs

Assessments, and data sheets.

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.

 

WORKSHOPS AND TRAINING NOTEBOOKS

This series contains workshop and training information.

RETENTION: Retain in office until superseded, then destroy by

landfill.