OFFICE OF ASSISTANT DEAN

Of SPECIAL COLLECTIONS

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.

APPROVAL FOR TEMPORARY REMOVAL OF MATERIALS FORMS

This series contains NCR copies of Approval for Temporary Removal

of Materials forms.

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

ASSISTANT DEAN ADMINISTRATIVE FILES

This series includes but may not be limited to Libraries schedules1 campus and off-campus correspondence, renovation plans, file notes, campus and off-campus near-print informational material, meeting minutes received from campus offices, surveys, and drafts of policy statements.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

ASSISTANT DEAN COMMITTEE ACTIVITY FILES

This series includes but may not be limited to campus and off-campus correspondence, meeting minutes received from campus offices, and photocopies of employment applications received from University Press.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Applications: Retain 1 year in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

ASSISTANT DEAN PERSONNEL FILES

This series contains performance evaluations.

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

ASSISTANT DEAN READING FILES

This series contains photocopies of campus correspondence sent.

RETENTION: Retain in office while active, then destroy by

shredding then recycling.

BOOK DEALERS AND APPRAISERS FILES

This series includes but may not be limited to off-campus correspondence, price lists, and off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

BUDGET FILES

This series contains campus and off-campus correspondence, financial reports, computer-generated monthly ledger sheets received from Accounting Services, financial statements received from Administrative Services, procedural guidelines, and computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by recycling.

BUILDING AND EQUIPMENT FILES

This series contains annotated photocopies of campus correspondence, off-campus near-print informational material, photocopies of bid summary sheets, photocopies of specifications, and photocopies of receipts.

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

COLLECTIONS FILES

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

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

DEPARTMENTS AND UNITS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

COMPENSATORY TIMESHEETS

This series contains timesheets.

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

DEVELOPMENT FILES

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.

EVENT FILES

This series contains campus and off-campus correspondence, drafts

of lectures, and publication proofs.

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

Archives.

EXHIBITION FILES

This series contains campus and off-campus correspondence, file

notes, file lists, invoices, newspaper clippings, and brochures.

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

Archives.

EXTERNAL ASSOCIATIONS AND GROUPS FILES

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

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

GENERAL CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

GRANT FILES

This series contains off-campus correspondence, photocopies of grant proposals, off-campus near-print informational material, photocopies of applications, reports, and student transcripts.

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

HALON SYSTEM BLUEPRINTS

This series contains blueprints.

RETENTION: Retain permanently in office.

LOAN FILES

This series contains campus correspondence and drafts of policy statements.

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

LOCAL INFORMATION FILES

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

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

LSU CATALOGS

This series contains LSU Catalogs.

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

LSU LIBRARIES FILES

This series contains campus correspondence and photocopies of publication excerpts.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

MASTER FORMS

This series contains master forms.

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

Duplicates: Retain in office while active, then destroy by

landfill.

MISCELLANEOUS FILES

This series contains drafts of brochures, specifications, off-campus correspondence, and off-campus near-print informational material.

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

PERSONNEL FILES

This series contains photocopies of Position Descriptions received from Office of the Dean and correspondence.

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

Retain 2 years in office, then destroy by recycling.

PHOTOCOPY RECEIPTS

This series contains NCR copies of receipts.

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

Center, then destroy by landfill.

POLICIES AND PROCEDURES FILES

This series contains drafts of policy statements, policy statements generated here, campus correspondence, procedural guidelines received from campus offices, and photocopies of policy statements received from off campus.

RETENTION: Original policy statements: Retain permanently in office. All other contents: Retain in office until superseded, then destroy by recycling.

PLANNING FILES

This series contains campus correspondence and goal statements.

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

then recycling.

PUBLIC RELATIONS FILES

This series contains photocopies of campus and off-campus correspondence, drafts of news releases, and campus and off-campus near-print informational material.

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

PUBLICATIONS FILES

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

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

REPORTS FILES

This series contains Special Collections annual reports sent to Office of the Dean, departmental annual reports received from departments, monthly reader services reports, and campus and off-campus correspondence

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

SECURITY FILES

This series contains campus and off-campus correspondence, file notes, and security materials passes.

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

SECURITY GUARD ADMINISTRATIVE FILES

This series contains supply inventories, campus correspondence, student employment regulations, student applications, and student assistant log-in sheets.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Inventories and applications: Retain 1 year in office, then destroy by landfill. Log-in sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

SECURITY GUARD EVENTS FILES

This series contains photocopies of campus correspondence, work schedules, calendars of events, exhibit evaluation survey sheets, Wells Fargo Guard Services daily reports, and LSU Police incident reports.

RETENTION: Incident reports: Retain 5 years in office, then destroy by recycling. Surveys and Wells Fargo Guard Service reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

STUDENT TIMESHEETS (OBSOLETE)

This series contains timesheets.

RETENTION: Destroy by recycling.

SUPPLY FILES

This series contains annotated campus correspondence, supply

lists, and shipping documentation.

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

TRAVEL FILES

This series contains Requests for Authorization to Travel sent to Office of the Dean and photocopies of Travel Expense Vouchers sent to Accounting Services.

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

UNIVERSITY FILES

This series contains photocopies of campus correspondence, policy statements received from campus offices, and photocopies of meeting minutes received from campus offices.

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

VENDOR CATALOGS

This series contains catalogs received from off campus.

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

VISITOR SIGN-IN LOG

This series contains log sheets with name, badge number, time came, and time left.

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

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence1 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.

 

ELECTRONIC IMAGING LAB

DATABASES

This series contains databases with original material maintained

in electronic form.

RETENTION: Retain information in the database permanently.

GRANTS AND CONTRACTS FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, photocopies of newspaper clippings, photocopies of news releases sent to Public Relations, photocopies of receiving reports sent to Grants and Contracts and Board of Regents, application drafts, photocopies of proposals sent to Board of Regents and Grants and Contracts, requests to make changes to proposal sent to Board of Regents, contracts, reports received from off campus, photocopies of bids for equipment sent to Board of Regents, file notes, and file lists -

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

WORD PROCESSING FILES

This series contains spreadsheets that are recorded on electronic media such as 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 the 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.

WORKING FILES

This series contains photocopies of campus correspondence, file notes, and file lists.

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

 

LOUISIANA NEWSPAPER PROJECT OFFICE

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.

LOUISIANA NEWSPAPERS AT LSU LIBRARIES CARD FILE

This series contains cards listing Louisiana newspapers held at

LSU.

RETENTION: Retain in office while active, then destroy by

landfill.

LSU MICROFILM BY FILM NUMBER FILES

This series contains target worksheets and family trees.

RETENTION: Retain in office while active, then destroy by

recycling.

MASTER FILES1 1979-1986 (OBSOLETE)

This series includes but may not be limited to newspaper holdings report forms, photocopies of holding lists, and campus and off-campus correspondence.

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

MICROFILMING WORKING FILES

This series includes but may not be limited to file lists, photocopies of campus correspondence, and photocopies of catalog records.

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

"NON-EXTANT LOUISIANA" NEWSPAPER FILES

This series contains annotated photocopies of citations and computer-generated citations.

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

NON-LOUISIANA-NEWSPAPER-PROJECT FILES

This series contains sample copies of newspapers, newspaper

holdings report forms, and letters sent off campus.

RETENTION: Retain permanently in office.

POSITIVE MICROFILM WORK FORMS

This series contains work forms.

RETENTION: Retain in office while active, then destroy by

recycling.

PROJECT ADMINISTRATION FILES

This series includes but may not be limited to campus and off-campus correspondence, Requests for Authorization to Travel, Travel Expense Vouchers, file notes, article reprints, photocopies of reports sent off campus, monthly ledgers received from Accounting Services, and receipts.

RETENTION: Receipts: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Travel records and reports: Retain 3 years in office, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

TITLE FILES

This series includes but may not be limited to computer-generated cataloging records, photocopies of newspaper holding records, photocopies of bibliography selections, and photocopies of target work forms.

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

 

MICROFILMING AND PHOTOGRAPHIC PRESERVATION/SPECIAL COLLECTIONS

BLUE BOOK INVENTORY NOTEBOOK, 1989-1990 (OBSOLETE)

This series contains sheets with dates of issues received.

RETENTION: Destroy by recycling.

CONSERVATION CATALOGS

This series contains catalogs received from off campus.

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

GENERAL ADMINISTRATIVE FILES

This series includes but may not be limited to file notes, off-campus near-print informational material, inventory sheets, policy statements received from Office of the Chancellor, correspondence, annual reports, estimates, photocopies of meeting minutes received from Library Policy Committee, photocopies of Photoduplication Requests, and photocopies of invoices sent off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Estimates: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

HYGROTHERMOGRAPH CHARTS

This series contains charts.

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

INVOICES

This series contains photocopies of invoices.

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

Center, then destroy by recycling.

LOUISIANA NEWSPAPER PROJECT FILM FILES, 1987-1990 (OBSOLETE)

This series contains photocopies of worksheets.

RETENTION: Destroy by recycling.

LOUISIANA NEWSPAPER PROJECT TARGETS, 1988-1990 (OBSOLETE)

This series contains targets of working titles and targets of

completed titles.

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

LOUISIANA NEWSPAPER PROJECT MICROFILM TITLE CARD FILE

This series contains cards with information recording creation of positive films.

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

LSU MICROFILM HOLDINGS CATALOG CARD FILE

This series contains cards on newspaper microfilms at LSU.

RETENTION: Retain permanently in office.

NEGATIVES

This series contains negatives.

RETENTION: Retain in office while active, then transfer to

University Archives.

NEWSPAPER MICROFILM WORKING CARD FILE

This series contains newspaper title cards with year, reels, footage, etc.

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

NEWSPAPER CHECK-IN SHEETS

This series contains check-in sheets.

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

ORDERS FOR PRINTS FILES

This series contains photocopies of monthly reports and original

or photocopies of Photoduplication Request Forms.

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

PHOTODUPLICATION REQUEST FORMS

This series contains original or photocopies of Photoduplication

Request Forms.

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

STATISTICS FILES

This series contains photocopies of monthly reports.

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

STUDENT RECORDS AND TIMESHEETS FILES

This series contains student records and timesheets.

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

SUPPLY AND EQUIPMENT REQUEST FILE

This series contains equipment supply requests and photocopies of

campus correspondence.

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

TECHNICAL REFERENCE FILES

This series contains manuals received from off campus, newspaper clippings and excerpts from articles, and flyers.

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

TRAVEL EXPENSE VOUCHERS

This series contains photocopies of Travel Expense Vouchers sent to Accounting Services.

RETENTION: Retain 3 years in office, 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.

WORKING TITLES FILES

This series contains file lists, film processing record slips, and photocopies of worksheets.

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

 

OFFICE OF HEAD LOUISIANA and LOWER MISSISSIPPI VALLEY COLLECTION

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.

DATATIMES GUIDE MANUAL

This series contains a manual received from Central Reference.

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

DEPARTMENT OF ARCHIVES AND MANUSCRIPTS ACCESSIONS CARD FILE, 1950-1970 (OBSOLETE)

This series contains cards with title, date, subject, descriptive summary, and number.

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

LLMVC ADMINISTRATIVE FILES

This series includes but may not be limited to evaluations, meeting minutes received from campus offices, campus and off-campus correspondence, monthly reports, annual reports, report drafts, photocopies of contracts, and photocopies of articles.

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

Contracts: Retain in office 3 years after termination of contract, then destroy by shredding then recycling. Reports:

Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

LLMVC HEAD CALENDARS AND DIARIES

This series contains annotated calendars and diaries.

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

PURCHASING FILES

This series includes but may not be limited to photocopies of invoices, campus correspondence, and monthly financial summaries received from Accounting Services.

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

RLIN FILES

This series includes but may not be limited to off-campus nearprint informational material and file notes.

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

VENDOR 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.

 

POLITICAL MANUSCRIPTS

LLMVC

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.

ARCHIVAL MATERIALS CATALOGS

This series contains catalogs received from off campus.

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

COLLECTION FILES

This series includes but may not be limited to shipping lists, box lists, correspondence, gift agreements, stack location sheets, and photographs.

RETENTION: Retain permanently in office.

CURATOR OF POLITICAL MUNUSCRIPTS WORKING FILES

This series includes but may not be limited to calendars, meeting minutes, procedural guidelines, photocopies of annual reports, monthly reports, file notes, clippings, photocopies of campus correspondence, events schedules, off-campus near-print informational material, and search committee records.

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

GENERAL CORRESPONDENCE

This series contains correspondence.

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

then landfill.

GENERAL FILES

This series includes but may not be limited to campus and off-campus correspondence, daily log sheets, budgets, student timesheets, NCR copies of Travel Expense Vouchers sent to Accounting Services, photocopies of reports, file lists, student evaluations, and rosters.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Logs, budgets, and travel records: Retain B years in office, then destroy by landfill. Student evaluations: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

NEWS LETTERS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

PROSPECTIVE DONORS AND SPECIAL SUBJECTS FILES

This series contains photocopies of newspaper clippings and photocopies of magazine articles.

RETENTION: Retain in office while active1 then destroy by recycling.

RESEARCH CORRESPONDENCE FILES

This series contains correspondence and file notes.

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

then landfill.

TECHNICAL FILES

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

RETENTION: Process 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.

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.

 

PUBLIC SERVICES

LLMVC

ARCHIVES AND MANUSCRIPTS CARD CATALOG

This series contains cards with access information.

RETENTION: Retain permanently in office.

AUTHORS REPRODUCTION RELEASES

This series contains reproduction releases for theses.

RETENTION: Retain permanently in office.

BIBLIOGRAPHY CARD CATALOG

This series contains cards with bibliographic information.

RETENTION: Retain in office while active, then destroy by

recycling.

BYPASS KEY LOG

This series contains log sheets.

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

CALL SLIP CARD STOCKS

This series contains NCR card stock copies of Special Collections

Call Slips.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

COPY MACHINE LOG

This series contains log sheets with beginning number, finishing

number, date, and price.

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

FINDING AID CARD INDEX FILE

This series contains cards with file notes.

RETENTION: Retain in office while active, then destroy by

landfill.

INVENTORIES

This series contains records inventories.

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

LLMVC INTERLIBRARY LOAN TRANSACTION FORMS FILES

This series contains Interlibrary Loan Transaction Forms and

monthly ILL reports.

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

LOUISIANA COLLECTION CARD CATALOG

This series contains cards with bibliographic information.

RETENTION: Retain permanently in office.

LOUISIANA COLLECTION READER SERVICES FILES

This series contains campus and off-campus correspondence, photocopies of annual reports, and photocopies of excerpts from publications.

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.

LOUISIANA COLLECTION SHELFLIST

This series contains cards with bibliographic information.

RETENTION: Retain permanently in office.

MISCELLANEOUS MAPS AND MAPS OF LOUISIANA TOWNS AND CITIES

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

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

NEWSPAPER CARD FILE

This series contains cards with microfilm reference numbers and newspaper names.

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

NEWSPAPER FINDING AID REFERENCE GUIDES

This series contains reference guides.

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

PUBLIC SERVICES CORRESPONDENCE FILES

This series contains letters of notification, reference requests, permission to publish requests, Photo Duplication Request forms, Call Slips, and fee notification letters.

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

PUBLIC SERVICES HEAD ADMINISTRATIVE FILES

This series includes but may not be limited to file lists, campus and off-campus correspondence, file notes, meeting minutes received from Staff Association, LSU Today, photocopies of articles, and newsletters.

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.

READER REGISTRATION FILES

This series contains LLMVC Reader Registration forms, NCR copies

of Special Collections Call Slips, NCR copies of Photoduplication

Requests, correspondence, and Manuscript Removal Forms.

RETENTION: Retain permanently in office.

REFERENCE TOOLS FILES

This series includes but may not be limited to off-campus nearprint informational material, photocopies of campus correspondence, and photocopies of file lists.

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

REGISTER OF SEARCHERS (OBSOLETE)

This series contains a Register of Searchers.

RETENTION: Retain in office while active, then destroy by

recycling.

SECURITY LOG

This series contains Security Log sheets with name, date, and problem.

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

SPECIAL COLLECTIONS PHOTOCOPY RECEIPTS

This series contains NCR copies of Special Collections Photocopy

Receipt forms.

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

Center, then destroy by shredding then landfill.

STAFF/EXHIBIT CALL SLIP FILES

This series contains Special Collections Call Slips, Request for Plans/Specs forms, LSU Library Restricted Circulation cards, photocopies of Duplication Requests, photocopies of RLG forms, and photocopies of ILL forms.

RETENTION: Retain permanently in office.

STATISTICAL TALLY FILES

This series contains original copies and photocopies of call slips, statistical worksheets, and computer-generated statistical reports.

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

STUDENT ASSISTANT FILES

This series includes but may not be limited to campus and offcampus correspondence, photocopies of timesheets, student information forms, desk schedules, and student evaluations.

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

TELEPHONE REFERENCE CALLS FORMS

This series contains Telephone Reference Calls forms.

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

UNPROCESSED MANUSCRIPTS ALPHABETICAL LISTINGS

This series contains photocopies of file lists.

RETENTION: Retain in office until superseded, then destroy by

recycling.

VERTICAL FILE

This series contains campus near-print informational material, newspaper and magazine clippings, and photocopies of photographs.

RETENTION: Transfer to University Archives.

VERTICAL FILE SUBJECT HEADINGS BOOK

This series contains computer-generated reports.

RETENTION: Retain permanently in office.

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.

 

 

RARE BOOK COLLECTIONS

LLMVC

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

ADMINISTRATIVE SERVICES SUPPLY LIST

This series contains a typescript lists received from

Administrative Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

ART HOUSED IN HILL ADMINISTRATIVE FILES

This series includes but may not be limited to correspondence, loan agreements, policy statements received from Libraries, lists, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Loan agreements: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

ART HOUSED IN HILL FILES

This series contains sheets with name of artist, description of

art work, accession number, donor information, and title.

RETENTION: Retain permanently in office.

AUDUBON REFERENCE FILES

This series contains campus near-print informational material and

photocopies of off-campus near-print informational material.

RETENTION: Retain permanently in office.

BOOKS FOR SPECIAL USE FILE

This series contains Call Slips, Restricted Circulation Cards, and file notes.

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

BRUCE ROGERS AND LIMITED EDITIONS SHELFLIST CARDS (OBSOLETE)

This series contains cards with bibliographic information.

RETENTION: Retain in office while active, then destroy by

recycling.

CALL SLIP CARD STOCKS

This series contains card stock from Call Slips.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

CATALOGING PROJECT CHECK-OUT LOG

This series contains log sheets with date, staff initials, title, number of volumes, date returned, and check-in initials.

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

DESCRIPTION OF ACQUIRED AND PENDING COLLECTIONS NOTEBOOK

This series contains photocopies of sheets describing holdings.

RETENTION: Retain permanently in office.

EXHIBIT FILES

This series includes but may not be limited to file notes, correspondence, equipment rental contracts, supply catalogs, photographs, photographic contact sheets, and labels.

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

FINE/SMALL PRESS COLLECTION DEVELOPMENT FILES

This series includes but may not be limited to file notes, photocopies of excerpts from publications, and individual title cards with information on presses and publications.

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

FRIENDS OF THE LIBRARY FILES

This series includes but may not be limited to correspondence and

event programs.

RETENTION: Retain permanently in office.

INFORMATIONAL FILES

This series includes but may not be limited to off-campus near-print informational material and Rare Books finding aids.

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

INTERLIBRARY LOAN FILES

This series contains interlibrary loan forms, Call Slips, and

correspondence.

RETENTION: Retain permanently in office.

JOHN JAMES AUDUBON BIRDS OF AMERICA SLIDE COLLECTION

This series contains color slides of individual plates.

RETENTION: Retain permanently in office.

LIBRARY ASSOCIATE WORKING FILES, 1987-1989 (OBSOLETE)

This series includes but may not be limited to correspondence, photocopies of articles, procedural guidelines, and photocopies of periodic reports, interlibrary loan forms, and Interlibrary Loan monthly statistical summary sheets.

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

LIBRARY ASSOCIATE WORKING FILES

This series includes but may not be limited to campus correspondence, policy statements, procedural guidelines, photocopies of periodic reports, statistical worksheets, file notes, supply lists, encumbrances reports, photocopies of articles and publication excerpts, and drafts of procedural guidelines.

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

LOCATOR INFORMATION CARD FILE

This series contains cards with information on publishers or addition.

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

LOUISIANA AND RARE BOOK COLLECTIONS HEAD ADMINISTRATIVE FILES,

1950-1985 (OBSOLETE)

This series includes but may not be limited to campus and off-campus correspondence, inventories of holdings, file notes, and off-campus near-print informational material.

RETENTION: Retain in office while active, then transfer to University Archives.

LSU LIBRARIES FILES

This series includes but may not be limited to annual reports received from campus offices, committee reports received from campus offices, policy statements received from campus offices, and photocopies of campus correspondence.

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

MARGARET STONE COLLECTION SLIDE NOTEBOOK

This series contains 298 color slides showing individual

paintings.

RETENTION: Retain permanently in office.

MARGARET STONE FLORA OF LOUISIANA WATERCOLORS CARD FILE

This series contains index cards with acquisitions, location, and descriptive information.

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

MCILHENNY ARTIFACT BROCHURES

This series contains brochures.

RETENTION: Retain permanently in office.

MCILHENNY ARTIFACT CARD FILE

This series contains index cards with descriptive information.

RETENTION: Retain permanently in office.

MCILHENNY ARTIFACT FILES

This series contains paper slips with artist information, title

accession number.

RETENTION: Retain permanently in office.

MCILHENNY COLLECTION INDEX CARD FILE (OBSOLETE)

This series contains index cards with bibliographic and vendor information.

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

MCILHENNY COLLECTION REPORTS

This series contains computer-generated reports containing bibliographic and pricing information received from campus.

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

MCILHENNY INSURANCE FILES

This series contains sheets giving collection information and values.

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

MCILHENNY SUBJECT INDEX CARD FILE (OBSOLETE)

This series contains index cards.

RETENTION: Retain in office while active, then destroy by

landfill.

MIDDLETON LIBRARY FILING RULES MANUALS

This series contains manuals received from Catalog Department.

RETENTION: Retain in office until superseded, then destroy by

recycling.

NORTH READING ROOM SERVICE DESK MANUAL

This series contains procedural guidelines, file notes, photocopies of policy statements received from Libraries Director, and photocopies of off-campus near-print informational material.

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

PARTICULAR COLLECTIONS SHELFLIST CARDS

This series contains index cards with bibliographic information.

RETENTION: Retain permanently in office.

PAST ORDER RECEIPT FILES

This series contains order receipts, cards with bibliographic

information, and collection inventory slips.

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

Records Center, then destroy by landfill. All other contents:

Retain in office while active, then destroy by recycling.

PROCEDURES FILES

This series includes but may not be limited to campus correspondence, procedural guidelines, periodic reports, file notes, file lists, photocopies of timesheets sent to Administrative Services, and student evaluations.

RETENTION: Timesheets: Retain in office until summarized, then destroy by shredding then landfill. Evaluations: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

RARE ACTIVE CARD FILE

This series contains slips and cards with bibliographic or order information.

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

RARE BOOK COLLECTIONS CARD CATALOG

This series contains cards with bibliographic information.

RETENTION: Retain in office until superseded, then destroy by

recycling.

RARE BOOK COLLECTIONS FILES

This series includes but may not be limited to campus and offcampus correspondence, order slips, routine financial records, statistical reports, photocopies of ledger sheets, monthly statistical reports, file notes, photocopies of personnel evaluations sent to Office of the Director, Rare Books policy statements and procedural guidelines, and loan contracts.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Accounting records: Retain 3 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 landfill. Reports: Retain 3 years in office, then destroy by recycling. Contracts: Retain in office 3 years after termination of contract, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

RARE BOOK COLLECTIONS FLOOR CHARTS

This series contains sheets showing the physical arrangement of books in the Hill stacks with location of arrangements.

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

RARE BOOK COLLECTIONS HEAD ADMINISTRATIVE FILES

This series includes but may not be limited to campus and offcampus correspondence, file notes, drafts of reports, committee meeting minutes, current exhibit planning notes and exhibit schedules.

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.

RARE BOOK COLLECTIONS MASTER BOOK CARDS (OBSOLETE)

This series contains punch cards formerly received from Middleton

Library.

RETENTION: Retain in office while active, then destroy by

landfill.

RARE BOOK COLLECTIONS STATISTICS FILES

This series contains daily statistical sheets, monthly summary sheets, record of time spent on exhibitions, monthly Acquisitions and Processing records, North Reading Room Monthly Utilization Records, and master forms.

RETENTION: Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by recycling.

READER REGISTRATION FILES

This series contains Reader Registration Forms and NCR copies of

Call Slips.

RETENTION: Retain permanently in office.

SHOW-AND-TELL CARD FILE

This series contains cards with bibliographic information and locations.

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

SPECIAL COLLECTIONS FILES

This series includes but may not be limited to campus correspondence received from Special Collections, procedural guidelines, and newsletters.

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

STUDENT ASSISTANT WORKING FILES

This series contains statistical worksheets, catalogs, and individualized worksheets.

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

TELEPHONE REFERENCE CALLS SHEETS

This series contains sheets giving date, staff name, patron name, etc.

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

TRACES FILES

This series contains trace slips and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

UNIVERSITY ADMINISTRATIVE FILE

This series includes but may not be limited to policy statements received from Office of the Chancellor and campus near-print informational material.

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.

 

TECHNICAL SERVICES

LLMVC

ACCESSION FILES

This series includes but may not limited to campus and off-campus correspondence, worksheets, photocopies of articles, file lists, receipts, donor agreements, collection inventories, and file notes.

RETENTION: Retain permanently in office.

ACCESSION REGISTER

This series contains accession register sheets with number, accession title, etc.

RETENTION: Retain permanently in office.

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

ARTICLES AND MAPS SHELF LISTS (OBSOLETE)

This series contains cards with names and journal names, cards with lists of names, and cards with names of maps and descriptive information.

RETENTION: Retain permanently in office.

CATALOGING GREEN SLIPS

This series contains green slips with call numbers.

RETENTION: Retain in office while active, then destroy by

landfill.

CHARGE-OUT CARD FILE, 1939-1983 (OBSOLETE)

This series contains cards with name, address, material loaned, date loaned, and date returned.

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

COLLECTION PROSPECTS FILES

This series includes but may not limited to campus and off-campus correspondence, photocopies of publication excerpts, and appraisal reports.

RETENTION: Retain permanently in office.

COLLECTIONS RETURNED FILES

This series includes but may not limited to correspondence, receipts, inventories, photocopies of articles from publications, and loan agreements.

RETENTION: Retain permanently in office.

CROSS REFERENCE CARD FILE, UNKNOWN-1971 (OBSOLETE)

This series contains cards summarizing oral reference service.

RETENTION: Destroy by landfill.

DUPLICATE COLLECTION CARD FILE, 1938-1959 (OBSOLETE)

This series contains cards with collection information.

RETENTION: 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.

GIFT DECISION SLIPS

This series contains Gift Decision Slips with author, title, etc.

RETENTION: Retain in office while active, then destroy by

recycling.

HEAD OF TECHNICAL SERVICES ADMINISTRATIVE FILES, 1987-1989 (OBSOLETE)

This series contains campus and off-campus correspondence, computer-generated copies of electronic mail, policy statements, annual reports, monthly reports, file lists, procedural guidelines, reprints of articles, off-campus near-print informational material, file notes, inventory lists, and grant proposals.

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

HEAD OF TECHNICAL SERVICES MANUSCRIPTS ONLINE CATALOGING FILES

This series includes but may not limited to file notes, inventories, RLIN records, and RLIN newsletters.

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

HEAD OF TECHNICAL SERVICES WORKING FILES, 1948-1989 (OBSOLETE)

This series contains correspondence, file lists, preliminary inventories, photocopies of newspaper articles, file notes, and transcribed oral history interview.

RETENTION: Destroy by shredding then landfill.

ITEMS SENT AND RECEIVED FROM ACQUISITIONS CARD FILE

This series contains notification slips received from off campus and cards with title, author, and year.

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

LLMVC SERIAL HOLDINGS CARD FILE

This series contains cards with date received, volume number, and

number of issues.

RETENTION: Retain permanently in office.

LIBRARY ASSOCIATE WORKING FILES, 1986-1989 (OBSOLETE)

This series contains campus and off-campus correspondence, invoices, tally sheets, annual reports, newsletters, off-campus near-print informational material, photocopies of in-process slips, and schedules.

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

Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

LIST OF UNPROCESSED COLLECTIONS AND ACCRETIONS BY ACCESSION

NUMBER

This series contains file lists.

RETENTION: Retain in office while active or until superseded,

then destroy by recycling.

LOUISIANA AUTHORS AND DRAMATISTS CARD FILE (OBSOLETE)

This series contains cards with names and dates.

RETENTION: Retain in office while active, then destroy by

landfill.

LOUISIANA AND RARE BOOK ROOMS CHARGE SLIPS

This series contains charge slips with title, date, author, etc.

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

MANUSCRIPTS PROCESSOR PERSONAL REFERENCE FILES

This series contains campus near-print informational material, annual reports, photocopies of campus correspondence, file notes, computer-generated reports, reference information sheets received from off campus, and worksheets.

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

MANUSCRIPT PROCESSING PRELIMINARY PROCESSING AND REHOUSING FILES

This series contains photocopies of monthly reports and statistical worksheets.

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

MANUSCRIPT PROCESSING STUDENT ASSISTANT FILES, 1986-1988 (OBSOLETE)

This series includes but may not limited to photocopies of timesheets and campus correspondence.

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

MANUSCRIPT REFERENCE FILES, 1988-1989 (OBSOLETE)

This series contains photocopies of inventories and photocopies of container lists.

RETENTION: Destroy by recycling.

MICROFILM SHELF LIST CARDS

This series contains cards with author, title, dates, and call

numbers

RETENTION: Retain permanently in office.

NOTIS TERMINAL OPERATOR MANUALS

This series contains photocopies of manuals received from off campus.

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

PENDING INVENTORY FILES

This series includes but may not limited to campus and off-campus correspondence, donor agreements, collection inventories, photocopies of published articles, appraisal reports, and file notes.

RETENTION: Retain permanently in office.

PROCESSING ARCHIVIST WORKING FILES

This series includes but may not limited to daily log sheets and campus and off-campus correspondence.

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

PROCESSING MATERIALS CARD.FILE

This series contains cards with notes.

RETENTION: Retain in office while active, then destroy by

landfill.

PROCESSING LOUISIANA STATE DEPOSITORY PUBLICATIONS AND STATISTICS

NOTEBOOK

This series contains photocopies of information sheets on

collections, tally sheets, invoices, and student budget sheets.

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

Records Center, then destroy by landfill. All other contents:

Retain 3 years in office, then destroy by recycling.

PROCESSING STATUS NOTEBOOK

This series contains collection summary inventory sheets and collection physically processed and ready for description sheets.

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

STACKS FLOORPLANS (OBSOLETE)

This series contains photocopies of architectural drawings of

floor plans.

RETENTION: Retain in office while active, then transfer to

University Archives.

SOURCE CARD FILE

This series contains cards with names, addresses, and donated

collections.

RETENTION: Retain permanently in office.

TECHNICAL SERVICES WORKING FILES

This series includes but may not limited to manuscript processing work records, RLIN save records, campus correspondence, conservation log sheets, lists of transfer duplicates, stacks shelf location lists, committee meeting notes, and sample computer-generated reports.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by recycling.

UNPROCESSED COLLECTIONS ACCESSION FOLDERS

This series includes but may not limited to campus and off-campus correspondence, donor agreements, collection inventories, photocopies of articles, appraisal reports, and file notes.

RETENTION: Retain permanently in office.

VERTICAL FILE CARD FILE, 1940-1950 (OBSOLETE)

This series contains catalog cards with author, title, and abstract.

RETENTION: Retain in office while active, 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.

Y-SLIPS

This series contains Y-slips with author, title, date, etc.

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

 

UNIVERSITY ARCHIVES

LLMVC

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.

GUMBOS

This series contains Gumbos.

RETENTION: Retain permanently in office.

LSU ADMINISTRATIVE UNITS CARD FILE

This series contains cards with notes on agency organizational histories.

RETENTION: Retain in office while active, then destroy by landfill

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus near-print informational material.

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

RECORDS SCHEDULE DRAFTS

This series contains master copies of record schedule drafts.

RETENTION: Retain permanently in office.

SURVEY FORM LOG

This series contains sheets with date and procedural changes.

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

UNIVERSITY ARCHIVES ADMINISTRATIVE FILES

This series contains master forms, photocopies of policy statements received from Office of the Chancellor, photocopies of legislative bills received from off campus, photocopies of statutes received from off campus, campus and off-campus correspondence, photocopies of grant application, photocopies of monthly reports, file notes, NCR copies of Requisitions for Copy Service sent to Copy Services, and file lists.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Record (master) copy:

Retain permanently in office. Duplicates: Retain in office while active, then destroy by landfill. Requisitions and grant application: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

UNIVERSITY RECORDS PROJECT CASE FILES

This series contains schedule drafts, campus correspondence, file notes, excerpts from publications, computer-generated Office Contacts Checklists, photocopies of campus correspondence,

Records Inventory Units Summary Form 1, and Records Inventory

Series Report Form 2.

RETENTION: Retain permanently in office.

UNIVERSITY RECORDS PROJECT SURVEY REPORTS FILES

This series contains Records Inventory Unit Summary reports and

Records Inventory Series Reports.

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