CAMD

 

ACCOUNTING AND BUDGET FILES

This series contains NCR copies of Purchase Orders sent to Purchasing, Receiving Reports sent to Purchasing, requisitions sent to Purchasing, computer-generated monthly ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of invoices sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, computer-generated Payroll Check Distribution Reports received from Human Resource Management, photocopies of wage timesheets sent to Human Resource Management, computer-generated PARs received from Accounting Services, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

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

 

ADMINISTRATIVE SERVICE ASSISTANT WORKING FILES

This series contains campus and off-campus near-print informational material, procedural guidelines received from campus offices, file lists, and key log sheets with name, key number, etc.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

BLUEPRINTS OF STORAGE RING

This series contains blueprints received from off campus.

RETENTION: Retain permanently in office.

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

SECRETARY WORKING FILES

This series contains procedural guidelines received from campus offices and photocopies of student timesheets sent to Human Resource Management.

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 All other contents: Retain in office while active or until superseded, then destroy by recycling.

 

STAFF AND GRADUATE STUDENT PERSONNEL FILES

This series contains resumes, photocopies of performance evaluations, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource Management:

Position Descriptions, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, Per-2 Personnel Appointments, Per-3 Personnel Status Changes, Per-26s, Per-40 Contracts, Per-ls, Per-18

Affirmative Action Compliance Reports, and Requests for Authorization to Advertise.

RETENTION: Staff personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Graduate student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, 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.