BASIN RESEARCH INSTITUTE

CCEER

APPLICANT FILES

This series contains the following received from off campus:

letters of reference, applications, and resumes.

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

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus near-print informational material, procedural guidelines received from campus offices, photocopies of invoices, photocopies of expenditure reports, photocopies of floor plans received from Facility Services, photocopies of Five-Year Budget Plans, and organizational charts.

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

DIRECTOR GENERAL FILES, 1985-1988 (OBSOLETE)

This series contains campus and off-campus correspondence and

procedural guidelines.

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

Archives.

DIRECTOR WORKING FILES

This series contains campus and off-campus correspondence, file

notes, and file lists.

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

Archives.

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

EXPENDITURE AND LEDGER FILES

This series contains campus and off-campus correspondence, procedural guidelines, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, NCR copies of receiving reports received from Purchasing, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of receipts received from off campus, NCR copies of delivery tickets received from Campus Stores, reports, computer-generated Invoices Paid During the Period reports received from Accounting Services, photocopies of Requests for Authorization to Travel sent to Accounting Services, and photocopies of checks received from Office of Bursar Operations.

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

GENERAL FILES

This series contains campus near-print informational material,

computer-generated monthly ledger sheets received from Accounting

Services, photocopies of Travel Expense Vouchers sent to

Accounting Services, photocopies of Space Inventories sent to

Facility Services, and applications received from off campus.

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

INVENTORY CARD FILE

This series contains cards with date, cost, serial number, LSU number, and Purchase Order number.

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

MAILING LISTS

This series contains computer-generated Mailing Lists.

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

then recycling.

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity

Reports received from Human Resource Management.

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

then recycling.

POLICY STATEMENTS NOTEBOOK

This series contains photocopies of policy statements received from Office of the Chancellor.

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

POSTING REPORTS

This series contains computer-generated Posting Reports.

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

PROPOSALS

This series contains photocopies of proposals sent off campus.

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

SECRETARY GENERAL FILES

This series contains campus and off-campus correspondence, campus near-print informational material, instruction manuals received from off campus, file lists, file notes, newsletters received from Accounting Services, schedules, and computer-generated Payroll Check Distribution Reports received from Human Resource Management.

RETENTION: Payroll Check Distribution Reports: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

STAFF PERSONNEL FILES

This series contains resumes, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, leave slips, photocopies of advertisements sent off campus, timesheets sent to Payroll, and photocopies or NCR copies of the following sent to Human Resource

Management: Position Descriptions, LSU-l Personnel Actions, LSU5 Attendance and Leave Records, Per-2 Personnel Appointments, Per-3 Personnel Status Changes, Per-25 Contracts, Per-is, I-9s, W-4s, and Loyalty Oaths.

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

STUDENT ASSISTANT PERSONNEL FILES

This series contains photocopies of timesheets sent to Accounting Services, and photocopies of the following sent to Student Aid and Scholarships: Form 1-9 Employee Elibibility Verifications, W4s, Loyalty Oaths, Employment Processing Forms, Social Security cards, driver's licenses, and passports.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, 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.

COASTAL ECOLOGY INSTITUTE

CCEER

BUDGET FILES

This series contains computer-generated Operating Budgets for

Fiscal Years received from Accounting Services.

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

COASTAL ECOLOGY INSTITUTE ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, news clippings, photocopies of procedural guidelines received from campus offices, photocopies of budget reports, file notes, file lists, drafts of proposals, space requests, floor plans received from off campus, and photocopies of proposal routing forms.

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.

FACULTY, STAFF, AND STUDENT ASSISTANT PERSONNEL FILES

This series contains resumes, photocopies of performance evaluations, photocopies of step increases received from Human Resource Management, leave slips, photocopies of Promotion and Tenure Forms sent to Academic Affairs, 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-25 Contracts, 1-9 Eligibility Forms, Loyalty Oaths, and Per-40 Contracts.

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

GRANT ANNOUNCEMENTS

This series contains grant announcements received from off campus.

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

SECRETARY WORKING FILES

This series contains photocopies of procedural guidelines,

Blanket Approvals sent to Accounting Services, and Daily Vehicle

Log sheets with date, vehicle, miles, and name.

RETENTION: Procedural guidelines: Retain in office until

superseded, then destroy by recycling. All other contents:

Retain 3 years in office, then destroy by recycling.

TRAVEL FILES

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

RETENTION: Retain 3 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.

COASTAL FISHERIES INSTITUTE

CCEER

5520 DOCUMENT NAMES FILES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

ACCOUNTING FILES

This series contains photocopies of monthly vehicle reports sent to Property Control, credit card number notification letters received from off campus, Charts of Accounts received from Special Projects and Administration, and photocopies of the following sent to Special Projects and Administration: Internal Transactions, invoices, requisitions, and Travel Expense Vouchers.

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

CHARTS OF ACCOUNTS

This series contains photocopies of Charts of Accounts received from Special Projects and Administration.

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

COASTAL FISHERIES INSTITUTE BUDGET REPORTS

This series contains computer-generated monthly reports sent to

faculty.

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

COASTAL FISHERIES INSTITUTE PUBLICATIONS

This series contains publications.

RETENTION: Retain in office while active, then transfer to

University Archives.

COMPUTER EQUIPMENT DATA FILES, 1985-1985 (OBSOLETE)

This series contains photocopies of off-campus correspondence, off-campus near-print informational material, photocopies of equipment and maintenance contracts, invoices, NCR copies of Purchase Orders, photocopies of receiving reports, and Computing Budget Summaries received from SNCC.

RETENTION: Destroy by shredding, then landfill.

COMPUTER EQUIPMENT INVENTORY NOTEBOOK, 1986-1987 (OBSOLETE)

This series contains photocopies of Equipment Maintenance and

Repair reports, NCR copies of Purchase Orders, file notes, and

System Inventory forms.

RETENTION: Destroy by recycling.

DEPARTMENTAL SECRETARY WORKING FILES

This series contains photocopies of campus correspondence, Equipment Inventories received from Property Control, off-campus near-print informational material, file notes, and file lists.

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

DIRECTOR COASTAL-FISHERIES-INSTITUTE-FUNDED RESEARCH PROPOSAL FILES

This series contains photocopies of off-campus correspondence and photocopies of research proposals received from researchers.

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

DIRECTOR CORRESPONDENCE

This series contains photocopies of campus and off-campus

correspondence.

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

Archives.

DIRECTOR OUTSIDE-AGENCY-FUNDED RESEARCH PROPOSALS FILES

This series contains photocopies of contracts and photocopies of research proposals.

RETENTION: Retain in office 3 years after termination of contract, 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.

EQUIPMENT INVENTORIES

This series contains photocopies of Equipment Inventories.

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

EQUIPMENT PURCHASE FILES

This series contains photocopies of receiving reports and

photocopies of requisitions.

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

FACULTY AND STAFF PERSONNEL FORMS FILES

This series contains NCR copies of the following sent to the Office of the Director: Per-i Requests for Permission to Fill a Vacancy, Per-2 Personnel Appointments, and Per-3 Personnel Status Changes.

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

FACULTY SPENDING COASTAL FISHERIES INSTITUTE STATE FUNDS FILES

This series contains computer-generated monthly spending reports.

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

FISHERIES ADVISORY BOARD LETTERS SENT

This series contains photocopies of letters sent.

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

then recycling.

GENERAL FILES

This series contains campus correspondence, file notes, file lists, and photocopies of Per-17s received from Student Aid and Scholarships.

RETENTION: Per-17s: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

GRANT PROJECTS COST-SHARING NOTEBOOKS

This series contains photocopies of Payroll Check Distribution Reports, photocopies of Records of Grant Establishments received from Special Projects and Administration, and photocopies of cost-sharing distribution campus correspondence sent to CCEER.

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

IBM 5520 DOCUMENTATION

This series contains documentation.

RETENTION: Retain in office while active, then destroy by

landfill.

IBM 5520 JOB LOG NOTEBOOKS

This series contains job log sheets.

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

IN-HOUSE REPORTS FILES, 1983-1987 (OBSOLETE)

This series contains photocopies of reports and photocopies of

campus correspondence.

RETENTION: Destroy by shredding, then recycling.

INSTITUTE EMPLOYEE RESUMES NOTEBOOK

This series contains resumes.

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

INSTITUTE FILES

This series contains campus and off-campus correspondence, meeting minutes, policy statements received from Office of the Chancellor, photocopies of performance evaluations sent to Office of the Director, originals or photocopies of strategic planning reports, photocopies of questionnaires sent to Board of Supervisors, and photocopies of requests for proposals received from campus offices and off campus.

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

JOB APPLICANT FILES

This series contains letters of reference received from off

campus and resumes received from off campus.

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

LSU CATALOGS

This series contains LSU Catalogs received from Student Records and Registration.

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

LSU POLICY STATEMENTS AND PERMANENT MEMORANDA

This series contains policy statements received from Office of the Chancellor and permanent memoranda received from Office of the President.

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

LSU SAFETY MANUAL NOTEBOOK

This series contains safety manual received from Campus Safety.

RETENTION: Retain in office until superseded, then destroy by

recycling.

MARFIN PROPOSALS

This series contains proposals sent off campus.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then landfill.

MARINE FISH TAG REPORT NOTEBOOK

This series contains sheets with names, addresses, telephone numbers, type of fish, tag number, etc.

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

MONTHLY FISHERIES INSTITUTE RESEARCH ACCOUNTING REPORTS

This series contains monthly accounting reports received from

Special Projects and Administration.

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

MONTHLY LEDGER SHEETS

This series contains computer-generated monthly ledger sheets received from Center for Wetland Resources.

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

PERSONNEL ACTIVITY REPORTS NOTEBOOK

This series contains photocopies of Payroll Check Distribution Reports and photocopies of Personnel Activity Reports.

RETENTION: Payroll Check Distribution Reports: Retain 3 years in office, then destroy by recycling. Personnel Activity Reports:

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

PERSONNEL PROCEDURES AND ACCOUNTING PROCEDURES FILES, 1986-1987 (OBSOLETE)

This series contains computer-generated personnel lists received from Office of the Director, originals and photocopies of salary distribution worksheets, and photocopies of sample completed forms.

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

RESEARCH ASSOCIATE AND FACULTY PERSONNEL FILES

This series contains photocopies of campus and off-campus correspondence and photocopies of the following sent to Office of the Director: performance evaluations, Per-i Requests to Fill a Vacancy, Per-3 Personnel Status Changes, and Position Descriptions.

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

RESEARCH ASSOCIATE BUDGET FILES

This series contains photocopies of Operating Budgets for Fiscal Years received from Special Projects and Administration, budget reports received from Special Projects and Administration, and photocopies of the following sent to Special Projects and

Administration: Per-3 Personnel Status Changes and Per 17 Contracts.

RETENTION: Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents:

Retain 3 years in office, then destroy by recycling.

RESEARCH ASSOCIATE CAMPUS CORRESPONDENCE

This series contains photocopies of campus correspondence.

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

then recycling.

RESEARCH ASSOCIATE PROCEDURAL FILES

This series contains sample form letters and sample completed forms.

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

RESEARCH ASSOCIATE WORKING FILES

This series contains photocopies of reports received from Office of the Director, photocopies of campus correspondence, photocopies of Budget Proposed Allocations A,B, and C, NCR copies of Per-3 Personnel Status Changes sent to Office of the Director, photocopies of budget reports received from Office of the Director, and photocopies of monthly vehicle log sheets sent to Property Control.

RETENTION: Per-3 Personnel Status Changes: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Log sheets and budget records: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

RESEARCH PROPOSALS

This series contains research proposals sent off campus.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then landfill.

SEARCH FILES

This series contains campus and off-campus correspondence and resumes received from off campus.

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

STUDENT ASSISTANT PERSONNEL FILES

This series contains photocopies of Per-2 Personnel Appointments sent to Office of the Director, photocopies of Per-3 Personnel Status Changes sent to Office of the Director, and photocopies or original applications.

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

STUDENT ASSISTANT PERSONNEL NOTEBOOK

This series contains photocopies of Per-17s and photocopies of student employment processing forms received from Special Projects and Administration.

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

TELEPHONE MESSAGE BOOKS

This series contains telephone message books.

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

TRANSIENT EMPLOYEE EMPLOYMENT PROCESSING FORMS NOTEBOOK

This series contains photocopies of Employment Processing Forms received from Special Projects and Administration.

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

VENDOR CATALOGS

This series contains vendor catalogs received from off campus.

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

WORD PERFECT SYMBOLS NOTEBOOK

This series contains Word Perfect symbols.

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.

COASTAL STUDIES INSTITUTE

CCEER

ABSTRACTS

This series contains abstracts of printed matter.

RETENTION: Retain in office while active, then destroy by

recycling.

ACCOUNTING FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Requests for Budget Adjustment sent to Budget and Planning, photocopies of Budget reports received from campus offices, photocopies of check requests sent to LSU Foundation, photocopies of Internal Transactions sent to Accounting Services, NCR copies of invoices sent to Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports sent to Purchasing, NCR copies of requisitions sent to Purchasing, photocopies of Travel Expense Vouchers sent to Accounting Services, computer-generated Payroll Check Distribution Reports received from Payroll, photocopies of student timesheets and wage timesheets sent to Accounting Services, photocopies of proposal sent to campus offices, and computer generated Invoices Paid During the Period reports.

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

ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of meter reading forms sent to Copy Management, codes for copiers, photocopies of Internal Transactions sent to Purchasing, and NCR copies of Purchase Orders sent to Purchasing.

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

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

CARTOGRAPHY JOBS

This series contains completed cartography jobs.

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

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

DIRECTOR CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes: a) when used to produce hard copy that is maintained in organized files or b) when 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.

EQUIPMENT FILES

This series contains correspondence, computer-generated Equipment

Inventories, and NCR copies of Purchase Orders sent to

Purchasing.

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

MANUSCRIPTS

This series contains manuscripts received from faculty in this department.

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

MANUSCRIPTS AND PROPOSALS

This series contains photocopies of manuscripts sent off campus and photocopies of proposals sent off campus.

RETENTION: Proposals: Retain in office 3 years after termination of contract, then destroy by shredding then recycling. Manuscripts: Retain in office while active, then destroy by recycling.

MAPS

This series contains maps received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

POLICE STATEMENTS AND PROCEDURAL GUIDELINES

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

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

READING FILES

This series contains campus and off-campus correspondence and proposals.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Proposals: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

REFERENCE FILES

This series contains photocopies of campus and off-campus correspondence and photocopies of visa applications sent off campus.

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

REPORTS

This series contains computer-generated reports received from

SNCC.

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

RESEARCH REPORTS

This series contains research reports.

RETENTION: Retain permanently in office.

SECURITY FILES, 1955-1959 (OBSOLETE)

This series contains off-campus correspondence.

RETENTION: Transfer to University Archives.

STAFF LEAVE FILES

This series contains campus correspondence, leave reports received form Human Resource Management, leave slips, and computer-generated annual Leave Summaries received from Human Resource Management.

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

STUDENT ASSISTANT PERSONNEL FILES

This series contains photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: Form 1-9 Employee Eligibility Verifications, W-4s, Loyalty Oaths, Employment Processing Forms, photocopies of Social Security cards, photocopies of driver's licenses, and photocopies of passports.

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

STAFF AND FACULTY PERSONNEL FILES

This series contains photocopies of resumes, photocopies of performance evaluations, step increase forms received from Human Resource Management, photocopies of leave slips, personnel appointment forms, continuation and separation forms, photocopies of resumes, photocopies of Position Descriptions sent to Human Resource Management, 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, and Per-3 Personnel Status Changes.

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

TRAVEL FILES

This series contains photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Requests for Authorization to Travel sent to Accounting Services, and receipts.

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

WORD PROCESSING HARD COPY FILES

This series contains campus and off-campus correspondence.

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

then recycling.

INFORMATION SERVICES DIVISION

CCEER

ACTIVITIES FILES

This series contains photocopies of annual reports, off-campus correspondence, campus and off-campus near-print informational material, and grant announcements received from off campus.

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

ALLIANCE FOR ENVIRONMENTAL EDUCATION FILES

This series contains off-campus correspondence, off-campus nearprint informational material, and file lists.

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

CATALOGS

This series contains catalogs received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

CHECK-IN CARD FILE

This series contains Check-In Cards.

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

CIRCULATION FILES

This series contains circulation cards and request forms.

RETENTION: Retain in office while active, then destroy by

landfill.

COORDINATOR WORKING FILES

This series contains off campus correspondence, NCR copies of invoices sent to Accounting Services, file lists, and resumes received from off campus.

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

Resumes: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

DIRECTOR REFERENCE FILES

This series contains campus correspondence, photocopies of meeting minutes, off-campus near-print informational material, policy statements received from Office of the Chancellor, and resumes received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Resumes: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office until superseded, then 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.

FLIERS

This series contains fliers received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

GENERAL FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, NCR copies of invoices sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, and computer-generated reports.

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. Near-print: Retain in office until superseded, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by landfill.

GRANTS AND CONTRACTS FILES

This series contains photocopies of grant applications and photocopies of grant reports.

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

GRANTS AND PROPOSALS FILES

This series contains off-campus correspondence, off-campus nearprint informational material, photocopies of grants sent off campus, file lists, and photocopies of proposals sent off campus.

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

HARD COPY FOR DATABASE FILES

This series contains hard copies of database files.

RETENTION: Retain in office while active, then destroy by

recycling.

REFERENCE NOTEBOOKS

This series contains all or some of the following: off-campus near-print informational material, curriculum guides, workshop presentations, news clippings, mailing lists, and instructions.

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

LOUISIANA ENERGY AND ENVIRONMENTAL RESOURCE AND INFORMATION CENTER FILES

This series contains campus and off-campus correspondence, news clippings, budgets, photocopies of proposals sent off campus, file lists, and program descriptions.

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

NEAR-PRINT INFORMATIONAL MATERIAL

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

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

OFFICE ADMINISTRATIVE FILES

This series contains NCR copies of Travel Expense Vouchers sent to Accounting Services, resumes, biographical sketches, and budgets.

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

OPERATION PHYSICS GRANT FILES

This series contains campus and off-campus correspondence, NCR copies of Purchase Orders sent to Purchasing, and evaluations.

RETENTION: Retain in office 3 years after year of compilation, then destroy by shredding then recycling.

PROCEDURAL MANUALS

This series contains procedural manuals.

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

Duplicates: Retain in office until superseded, then destroy by

recycling.

PROGRAMS FILES

This series contains off-campus correspondence, off-campus nearprint informational material, and file notes.

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

PROJECTS FILES

This series contains off-campus correspondence, off-campus nearprint informational material, drafts of constitution, file notes, and photocopies of articles.

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

REFERENCE FILES

This series contains all or some of the following: campus and off-campus near-print informational material, file lists, file notes, and worksheets.

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

RESEARCH ASSOCIATE REFERENCE FILES

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

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

RESEARCH ASSOCIATE WORKING FILES

This series contains all or some of the following: master forms, photocopies of subscriptions sent off campus, photocopies of monthly reports sent to Office of the Director, photocopies of campus and off-campus correspondence, applications, file lists, file notes, photocopies of policy statements received from Office of the Chancellor, and off-campus near-print informational material.

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

SCIENCE AND ENGINEERING FAIRS FILES

This series contains campus and off-campus correspondence, news clippings, file lists, photocopies of articles, and file notes.

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

USER SURVEY SHEETS

This series contains survey sheets.

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

VERTICAL FILES

This series contains campus and off-campus near-print

informational material, news clippings, and video cassettes.

RETENTION: Retain permanently in office.

VIDEO TRAINING CASSETTES

This series contains video training cassettes.

RETENTION: Retain permanently in office.

WEEKLY ACQUISITIONS LISTS NOTEBOOKS

This series contains computer-generated acquisition lists.

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.

LOUISIANA MINING AND MINERAL RESOURCES RESEARCH INSTITUTE

CCEER

LOUISIANA MINING AND MINERAL RESOURCES RESEARCH INSTITUTE ADMINISTRATIVE FILES

This series contains photocopies of annual reports sent off campus, campus and off-campus correspondence, NCR copies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, computer-generated monthly ledger sheets sent to Accounting Services, NCR copies of Purchase Orders received from Purchasing, photocopies of Receiving Reports received from Purchasing, NCR copies of requisitions sent to Purchasing, NCR copies of Travel Expense Vouchers sent to Accounting Services, computer-generated budgets received from Budget and Planning, and photocopies of proposals sent off campus.

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.

NUCLEAR SCIENCE CENTER

CCEER

ACCOUNTING FILES

This series contains Business Office Procedures received from Business Affairs, NCR copies of Purchase Orders sent to Purchasing, Receiving Reports sent to Purchasing, Requisitions sent to Purchasing, monthly ledger sheets received from Accounting Services, and photocopies or NCR copies of the following sent to Accounting Services: Travel Expense Vouchers, invoices, and Internal Transactions.

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

ADMINISTRATIVE FILES

This series contains campus correspondence, photocopies of meeting minutes received from campus offices, campus near-print informational material, file lists, and file notes.

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.

BUDGET FILES