BUSINESS DEPARTMENT

LSU PRESS

AAUP NEWSLETTERS

This series contains AAUP newsletters.

RETENTION: Retain in office while active, then destroy by

recycling.

ACCOUNT RECONCILIATION FILES, 1989-1990 (OBSOLETE)

This series contains computer-generated monthly reports received from Office of Bursar Operations, file notes, and NCR copies of annual Write-Off Vouchers received from Office of Bursar Operations.

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

ACCOUNTING AND PAYROLL FILES

This series includes but may not be limited to photocopies and NCR copies of refunds on accounts sent to Accounting Services, ledger sheets received from Accounting Services, photocopies of Payroll Check Distribution Reports, photocopies of timesheets sent to Accounting Services, photocopies or NCR copies of invoices received from off campus, NCR copies of Internal Transactions, NCR copies of Purchase Orders sent to Accounting Services, and computer-generated reports.

RETENTION: Timesheets: Record (master) copy: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

Duplicates: Retain in office until summarized, then destroy by shredding then recycling. All other contents: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.

ACCOUNTS PAYABLE FILES

This series contains computer-generated inventories received from Computing Services, timesheets, photocopies of Time Vouchers sent to Accounting Services, and photocopies or NCR copies of the following sent to Accounting Services and Purchasing: Purchase Orders, requisitions, Internal Transactions, check requests, and vendor invoices.

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

ACCOUNTS PAYABLE REPORTS

This series contains computer-generated reports.

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

ACCOUNTS RECEIVABLE AGING SCHEDULES

This series contains computer-generated monthly reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

ACCOUNTS RECEIVABLE REPORTS

This series contains computer-generated reports.

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

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.

ASSISTANT BUSINESS MANAGER WORKING FILES

This series contains computer-generated payment reports, Proofs of Delivery received from off campus, correspondence, photocopies of customer account statements, photocopies of Credit Memos, photocopies of invoices, and Purchase Orders.

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

ASSISTANT MANAGER GENERAL INFORMATION FILES

This series contains campus correspondence, reports, and publications received from Public Relations.

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

ASSISTANT TO THE BUSINESS MANAGER WORKING FILES

This series includes but may not be limited to off-campus nearprint informational material, correspondence, photocopies of annual Reports sent to Academic Affairs, photocopies of book lists, photocopies of rental agreements received from Graphic Services, campus correspondence, photocopies of Inventory Book Count forms, and photocopies of questionnaires sent off campus.

RETENTION: Questionnaires: Retain permanently in office.

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.

AUTHOR ADDRESS UPDATE FILES

This series contains address location worksheets, returned checks, and reports of sales.

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

AUTHOR AND CUSTOMER ADDRESS CARD FILE, 1935-1975 (OBSOLETE)

This series contains cards with name and address and ledgers.

RETENTION: Destroy by landfill.

B. DALTON FILES

This series includes but may not be limited to photocopies or NCR copies of invoices, NCR copies of Credit Memos, remittance invoices received from off campus, carbon copies of packing lists, orders, correspondence, and statements.

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

BAD CHECK AND INVALID CHARGE CARD CUSTOMER FILES

This series contains sales slips, photocopies of sales slips received from off campus, order forms, and photocopies of bank card slips or returned checks received from Accounting Services.

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

BOOKS AND REFERENCE MATERIALS ORDERED FOR PRESS FILES

This series contains photocopies of letters sent, photocopies of Orders sent off campus, and log sheets with the following information: title, supplies, costs, date ordered, requisition number, department ordering, and date received.

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

BUSINESS MANAGER BUDGET FILES

This series contains accounting statements, computer-generated Operating Budgets for Fiscal Years, campus and off-campus correspondence, Budget Adjustments, worksheets, and photocopies of Receiving Reports.

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.

BUSINESS MANAGER CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

BUSINESS MANAGER INFORMATION FILES

This series contains letters received, procedural guidelines received from Accounting Services, and brochures received from vendors

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.

BUSINESS MANAGER LSU 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.

BUSINESS MANAGER PROCEDURES AND PERSONNEL FILES

This series contains campus correspondence, Civil Service job descriptions received from Human Resource Management, Civil Service requests for new positions sent to Human Resource Management, and Civil Service Pay Scale guidelines received from Human Resource Management.

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

BUSINESS MANAGER PROPERTY CONTROL FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of Daily Vehicle Log sheets sent to Property Control, photocopies of Equipment Inventories sent to Property Control, photocopies of Telecommunications Requests for Service sent to Telecommunications, photocopies of insurance forms received from Property Control, Certificates of Registration received from off campus, and photocopies of Accident Reports sent to Risk Management.

RETENTION: Accident reports: [Record (master) copy: Retain in office 30 years after termination of contract, then destroy by shredding, the landfill. Duplicates: Retain in office while active, then destroy by shredding then landfill.] Insurance forms: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by shredding then landfill.] Equipment records: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

BUSINESS MANAGER ROYALTY STATEMENTS AND PAYMENT FILES

This series contains photocopies of correspondence, photocopies of Royalty Statements, photocopies of cover sheets sent to Accounting Services, photocopies of contracts sent off campus, photocopies of death notices received from off campus, photocopies of wills received from off campus, and file notes.

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

BUSINESS OFFICE COMPUTER-GENERATED REPORTS

This series contains computer-generated reports.

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

BUSINESS OFFICE FILES

This series includes but may not be limited to NCR copies of delivery tickets, photocopies of editorial workload schedules, photocopies of agendas, photocopies of production schedules, photocopies of checks, photocopies of UPS bills, campus and off-campus correspondence, file notes, photocopies of policy statements received from Office of the Chancellor, originals and photocopies of equipment descriptions received from off campus or Purchasing, originals and photocopies of price quotes received from vendor or Purchasing, photocopies of orders flow sheets, and photocopies of computer program instructions.

RETENTION: All accounting records: 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 recycling.

BUSINESS OFFICE LETTERS SENT

This series contains photocopies of letters sent.

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

then recycling.

BUSINESS REPORTS

This series contains computer-generated reports.

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

CASH ORDERS FILES

This series contains letters received from customers, phone order forms, convention order forms, Purchase Orders, correspondence, originals and photocopies of invoices, and check stubs.

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

CASH RECEIPT VOUCHER LOG

This series contains log sheets showing the date, transmittal

numbers, amount received and payment credit number.

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

CAT LISTINGS

This series contains monthly computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

CATS PAJAMAS MANUAL

This series contains photocopies of Cats Pajamas manual.

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

CHANGE OF ADDRESS AND DEATH NOTICE CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

CHART OF ACCOUNTS

This series contains a computer-generated Chart of Accounts.

RETENTION: Retain in office until superseded, then destroy by

landfill.

CIVIL WAR SALES FILES

This series contains order forms received from off campus, NCR

copies of credit card charge slips, and photocopies of invoices.

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

Center, then destroy by landfill.

CIVIL WAR SPECIAL PROMOTION ORDER FORMS

This series contains customer order forms.

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

COMPUTER EQUIPMENT SERVICE RECEIPTS

This series contains carbon copies of service receipts received

from off campus.

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

CONFIRMATION COPY FILES

This series contains NCR copies of invoices.

RETENTION: Retain in office while active, then destroy by

landfill.

CONSIGNMENT FILES

This series includes but may not be limited to correspondence, and the following received from off campus: shipping records, originals and photocopies of inventory reports, sales reports, orders, originals and photocopies of payment records, and NCR copies of invoices.

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

COPIER SUPPLIES ORDER LOG

This series contains logs with item ordered, vendor, date

ordered/received, and amount of purchase.

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

CORRESPONDENCE

This series contains photocopies of letters sent and originals and photocopies of campus correspondence.

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

CORRESPONDENCE FILES

This series contains campus and off-campus correspondence and policy statements received from Office of the Chancellor.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Policy statements: Retain in office until superseded, then destroy by recycling.

COSTS OF SALES REPORTS

This series contains computer-generated reports.

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

CUSTOMER ACCOUNT FILES

This series contains correspondence, order forms received from

customers, and credit reference reports received from off campus.

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

Center, then destroy by landfill.

CUSTOMER ACCOUNT NOTICES

This series contains letters received.

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

then landfill.

CUSTOMER BACK ORDERS FOR A SINGLE TITLE REPORTS

This series contains computer-generated reports of back orders.

RETENTION: Retain in office until superseded, then destroy by

landfill.

CUSTOMER INVOICE FILES

This series contains NCR copies of invoices and NCR copies of

Credit Memos sent off campus.

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

Center, then destroy by landfill.

CUSTOMER PAYMENT FILES

This series contains check stubs received from customers, check lists with customer name and amount of payment, NCR copies of invoices, and NCR copies of Purchase Orders received from customers.

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

CUSTOMER SERVICE FILES

This series contains catalogs, originals and photocopies of postal schedules received from off campus, originals and photocopies of discount schedules, and photocopies of LSU accounting manual received from Accounting Services.

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

CUSTOMER STANDING ORDERS FOR A SINGLE TITLE REPORTS

This series contains computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

DATAPOINT MANUALS

This series contains photocopies of copyrighted manuals received from off campus.

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

DELINQUENT ACCOUNT RECORDS

This series contains photocopies of campus and off-campus correspondence, account statements sent off campus, photocopies of Notices of Bankruptcy received from Office of Business Affairs and off campus, and NCR copies and photocopies of claims sent to collection agencies.

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

DOCUMENTS PAID DURING THE PERIOD

This series contains Documents Paid During the Period reports received from Accounting Services.

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

DRUG FREE CERTIFICATION FOR GRANT APPLICATION FILES

This series contains photocopies of letters received from Office of Research Coordination.

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

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.

ENCUMBRANCE FILES

This series contains NCR copies of Purchase Orders sent to Purchasing, photocopies of requisitions sent to Purchasing, NCR copies of Purchase Order alterations sent to Purchasing, and photocopies of bids received from Purchasing.

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

FID AND SOCIAL SECURITY NUMBERS CLASSIFICATION FILES

This series contains correspondence.

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

then landfill.

FREIGHT BILL PROBLEMS FILES

This series contains originals and photocopies of freight bills

received from off campus and file notes.

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

GENERAL ACCOUNTING INFORMATION FILES

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

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

IN-COLLECTION CUSTOMER ACCOUNTS FILES

This series contains correspondence, photocopies of customer account statements, photocopies of Credit Memos, photocopies of invoices, Purchase Orders, and photocopies of claims sent off campus.

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

INFORMATION SYSTEMS EQUIPMENT OPERATOR III WORKING FILES

This series contains photocopies of procedural guidelines, photocopies of letters received from off campus, photocopies of production schedules, and photocopies of object code lists received from Accounting Services.

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

INTERNAL TRANSACTIONS

This series contains photocopies of Internal Transactions sent to

Office of Bursar Operations.

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

INVENTORY EVALUATION REPORTS

This series contains computer-generated reports.

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

INVENTORY FILES

This series contains count sheets, recount sheets, inventory

reports, and value reports.

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

JOURNAL OF MACROECONOMICS ADMINISTRATIVE FILES

This series includes but may not be limited to correspondence, computer-generated reports, photocopies of checks, file notes, and originals and photocopies of the following: purchase orders received from off campus, requisitions sent to Accounting Services, procedural guidelines received from off campus, sales reports, and inventory reports.

RETENTION: Accounting records: 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. Purchasing records and reports: Retain years in office, then destroy by recycling. All other contents:

Retain in office while active, then destroy by recycling.

JOURNAL OF MACROECONOMICS CUSTOMER ACCOUNTS FILES

This series contains correspondence, computer-generated lists of subscribers photocopies of bills sent to Accounting Services, file lists, campus correspondence sent, photocopies of orders, photocopies of invoices, and photocopies of page proofs.

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

JOURNAL OF MACROECONOMICS MAILING LABELS LISTS

This series contains computer-generated lists.

RETENTION: Retain in office until superseded, then destroy by

landfill.

JOURNAL OF MACROECONOMICS PROGRAM MANUAL

This series contains computer use guidelines received from off campus, photocopies of sample computer-generated reports, letters received from vendor, and file notes.

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

LSU PRESS CATALOGS.

This series contains LSU press catalogs.

RETENTION: Retain in office until superseded, then destroy by

landfill.

MANUFACTURING COST INFORMATION FILES

This series contains photocopies of the following: campus

correspondence, Final Production Plans, Production Cost Forms,

Reprint/Out of Print forms, and spreadsheets.

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

MANUFACTURING FILES

This series includes but may not be limited to carbon copies and photocopies of invoices received from off campus, bid specifications sent off campus, carbon copies of purchase orders sent off campus, campus and off-campus correspondence, LSU Press Catalogs, photocopies of release date lists, photocopies of publication date lists, photocopies of works in process inventory, photocopies of price changes, photocopies of seasonal book lists, photocopies of bills on book accounts received from vendors, tax forms received from vendors, and photocopies of reprint of other publishers lists.

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

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.

MEMBERSHIP DUES FORMS

This series contains photocopies of membership renewal forms sent

to Accounting Services.

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

MISCELLANEOUS ACCOUNTS WITH HISTORY REPORTS

This series contains computer-generated monthly reports received from Office of Bursar Operations.

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

MISCELLANEOUS BUSINESS FILES

This series includes but may not be limited to royalty reports, NCR copies of requisition sent to Accounting Services, ledger sheets received from Accounting Services, transmittal lists, and budgets.

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

MISCELLANEOUS ROYALTY INFORMATION FILES

This series contains campus and off-campus correspondence, photocopies of royalty forms sent to Accounting Services, and computer-generated sales information reports.

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

MONTHLY ACCOUNT RECONCILIATION WORKBOOK, 1987 (OBSOLETE)

This series contains file notes.

RETENTION: Retain in office until superseded, then destroy by

landfill.

MONTHLY SUMMARY REPORTS

This series contains monthly computer-generated summary reports.

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

NON-CHARGE FORMS FILES

This series contains Non-Charge forms and photocopies of

invoices.

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

Center, then destroy by landfill.

OFFICE PROCEDURES AND NOTES FILES

This series contains file notes and campus correspondence.

RETENTION: Procedural guidelines: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active1 then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

OFFICE SUPPLY ORDERS

This series contains photocopies of orders.

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

OPERATING BUDGETS AND LEDGERS

This series contains photocopies of Operating Budgets for Fiscal

Years, and originals and carbon copies of ledger sheets received

from Accounting Services.

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

ORDER FLOW SHEETS

This series contains order flow sheets.

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

ORDERS PROCESSED, LOST, AND OVERDUE REPORTS

This series contains computer-generated reports.

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

PAYMENT CREDIT FILES

This series contains check stubs received from off campus, NCR

copies of invoices, and account statements.

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

Center, then destroy by landfill.

POSTAGE REIMBURSEMENT FILES

This series contains photocopies of telephone bills, checks received from employees, and file notes.

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

POSTING LEDGERS

This series contains ledger sheets.

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

PROBLEM ACCOUNT INVOICE FILES

This series contains NCR copies of invoices and NCR copies of

Credit Memos.

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

Center, then destroy by landfill.

PROCEDURAL GUIDELINES

This series contains procedural guidelines received from Accounting Services and annotated near-print informational material received from off campus.

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

PURGED ACCOUNTS

This series contains computer-generated reports of accounts.

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

PURGED INVOICES REPORTS

This series contains computer-generated reports of purged

invoices.

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

QUARTERLY ROYALTY PAYMENTS AND CONTRACTS FILES

This series contains originals and photocopies of report of sales sent to Accounting Services, photocopies of contracts, photocopies of check requests sent to Accounting Services, and correspondence.

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

R.R. BOWKER DELINQUENT ACCOUNT FILES

This series contains correspondence, invoices received from vendor, Credit Memos, photocopies of checks request sent to Accounting Services, and photocopies of Purchase Orders received from Accounting Services.

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

RECEIPTED TRANSMITTALS

This series contains photocopies of Transmittals sent to Office

of Bursar Operations.

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

RECEIVING REPORTS

This series contains photocopies of receiving reports.

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

REFUNDS FILES

This series contains all or some of the following: photocopies of check requests sent to Accounting Services, photocopies of requests for refunds received from customers, photocopies of credit balance reports, and Credit Memos.

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

REPORTS

This series contains computer-generated reports.

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

ROYALTIES MISCELLANEOUS FILES

This series contains photocopies of royalty statements received from off campus, photocopies of checks, reprint royalty distribution forms, correspondence, and photocopies of contract memos.

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

ROYALTY FILES

This series contains originals and photocopies of computer-generated reports of book sales, photocopies of check requests sent to Accounting Services, photocopies of sales statements, and correspondence.

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

ROYALTY REPORTS

This series contains computer-generated reports.

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

SALES ANALYSIS REPORTS

This series contains computer-generated reports.

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

SALESMAN QUARTERLY REPORT FILES

This series contains photocopies of check requests sent to

Accounting Services and computer-generated reports of sales.

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

SALESMEN COMMISSION REPORTS

This series contains computer-generated monthly sales reports.

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

SAMPLE LETTERS

This series contains sample letters.

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

Duplicates: Retain in office while active, then destroy by

recycling.

SHIPPING DIRECTORIES NOTEBOOKS

This series contains tariff lists received from off campus and file notes.

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

SHIPPING RATES

This series contains computer-generated lists of rates.

RETENTION: Retain in office until superseded, then destroy by

landfill.

SHIPPING TRANSACTIONS REPORTS

This series contains computer-generated reports.

RETENTION: Retain in office until summarized, then destroy by

landfill.

SHIPPING TRANSMITTAL NOTEBOOK

This series contains computer-generated monthly worksheets and

NCR copies of Credit Memos.

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

SPECIAL ORDER FORMS

This series contains order forms.

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

SPRING MAIL SALES FILES

This series contains orders received from customers, NCR copies

of credit card charge slips, and check stubs.

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

Center, then destroy by landfill.

STANDING ORDERS FILES

This series contains originals and carbon copies of Purchase

Orders received from customers, correspondence, and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

STOCK ADJUSTMENTS

This series contains Damaged/Defective Book Returns

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

SUBSCRIPTION RENEWALS

This series contains photocopies of subscription renewals sent to

Accounting Services.

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

UNITED STATES POSTAL SERVICE FILES

This series contains originals and photocopies of US Parcel

Search Requests, photocopies of book jackets, photocopies of

labels, and photocopies of invoices.

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

UPS AND RPS TRANSACTION REPORTS

This series contains log books with the following information:

date, pick-up numbers, cost estimates and weekly summaries.

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

UPS REGISTER BOOKS

This series contains UPS Register Books with carbon copies of

pick up records

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

VENDOR CATALOGS

This series contains vendor catalogs.

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

VENDOR CORRESPONDENCE

This series contains correspondence.

RETENTION: Retain 5 years in office, 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.

WRITE-OFF ACCOUNTS FILES

This series contains correspondence, originals and photocopies of

statements of account, and NCR copies of invoices.

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

Center, then destroy by landfill.

ZEPPELIN PUBLISHING COMPANY FILES

This series contains correspondence and photocopies of canceled

checks received from customer.

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

Center, then destroy by shredding then landfill.