OFFICE OF EXECUTIVE DIRECTOR

LSU MUSEUM COMPLEX

 

ADMINISTRATIVE ASSISTANT ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, news clippings, photocopies of procedural guidelines received from campus offices, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of budget reports received from Budget and Planning, monthly ledger sheets received from LSU Foundation, photocopies or original loan agreements sent or received from off campus, photographs, file notes, photocopies of invoices received from off campus, photocopies of Daily Vehicle Log sheets sent to Property Control, article manuscripts sent off campus, letters of reference received from off campus, resumes received from off campus, and photocopies of the following sent to Human Resource Management:

Employee Withholding Tax Statements, 1-9 Employee Processing Forms, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, PER-l Requests to Fill a vacancy, PER-2 Personnel Appointment forms, PER-3 Personnel Status Changes, PER-25 Academic Contracts, PER-40 Unclassified Contracts, Position Descriptions, and timesheets.

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. Correspondence:

Retain 5 years in office, then destroy by shredding then landfill. Budget records and logs: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.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.

 

COMPLEX FORMATION FILES, 1981-1982 (OBSOLETE)

This series contains Five-Year Reports sent to Office of the Vice-Chancellor, campus and off-campus correspondence, meeting minutes, campus and off-campus near-print informational material, policy statements received from campus offices, and procedural guidelines received from campus offices.

RETENTION: Transfer to University Archives.

 

COMPLEX FOUNDATION ACCOUNTS NOTEBOOK

This series contains Monthly Revenues, Expenses, and Balance By

Account Reports received from Accounting Services.

RETENTION: Retain in office until summarized, then destroy by

recycling.

 

COMPLEX INFORMATION FILES

This series contains campus correspondence and news clippings.

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

then recycling.

 

DEPARTMENT TRANSACTION REGISTER NOTEBOOK

This series contains transaction register sheets.

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

 

EXECUTIVE DIRECTOR CORRESPONDENCE FILES

This series contains campus and off-campus correspondence, annual reports sent to campus offices, off-campus near-print informational material, monthly ledger sheets received from Accounting Services, photographs, and invitations sent off campus

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

 

FINANCIAL AND BUDGET FILES

This series contains campus correspondence, Operating Budgets for Fiscal Years received from Budget and Planning, Requests for Budget Adjustments received from Budget and Planning, photocopies of budget reports sent to Budget and Planning, photocopies of Check Requests sent to Office of Bursar Operations, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, and photocopies of Travel Expense Vouchers sent to Accounting Services.

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

 

GENERAL FILES

This series contains photocopies of annual reports sent to Office of the Vice-Chancellor, photocopies of campus and off-campus correspondence, meeting minutes sent off campus, campus and off-campus near-print informational material, news clippings, policy statements received from campus offices, procedural guidelines received from campus offices, photocopies or original bids sent to Budget and Planning or off campus, photocopies or original contracts sent to Budget and Planning, photocopies of accreditation applications sent off campus, article manuscripts sent off campus, photocopies of Supplemental Position Information Sheets sent off campus, photocopies of grant applications sent to Office of the Vice-Chancellor, resumes received from off campus, letters of reference received from off campus, and photocopies of the following sent to Human Resource Management: Employee Withholding Tax Statements, 1-9 Employee Processing Forms, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, Per-i Requests to Fill a Vacancy, Per-2 Personnel Appointments, Per-3 Personnel Status Changes, Per-25 Academic Contracts, Per-40 Unclassified Contracts, and timesheets.

RETENTION: 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 and contract records: 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 landfill.

 

LEAVE TRACKING NOTEBOOK

This series contains the following received from Human Resource Management: monthly summaries, fiscal summaries, and annual Leave Tracking Reports.

RETENTION: Leave Tracking Reports: 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.

 

PROCEDURAL GUIDELINES NOTEBOOKS

This series contains procedural guidelines received from campus offices.

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

 

SCRAPBOOK

This series contains news clippings and photographs.

RETENTION: Transfer to University Archives.

 

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.

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.

 

MUSEUM OF GEOSCIENCE

(No Longer Exists)

 

LSU MEMORIAL TOWER MUSEUM

(formerly: ANGLO-AMERICAN ART MUSEUM)

 

COLLECTION DOCUMENTARY FILES

This series contains campus and off-campus correspondence, photocopies of invoices sent to Accounting Services, photocopies of letters of donation sent to LSU Foundation or Office of the Chancellor, photocopies of letters of appraisal sent to LSU Foundation or Office of the Chancellor, and photographs.

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

 

COLLECTION OBJECTS CARD FILE

This series contains cards with subject heading, type of object, year, and accession number.

RETENTION: Retain permanently in office.

 

EXHIBITS FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, contracts received from off campus, photocopies of invoices sent to Purchasing, photocopies or original loan agreements sent off campus or received from off campus, and photographs received from Public Relations or off campus.

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

 

FLOOD FILES

This series contains photocopies of periodic reports sent to campus offices, campus and off-campus correspondence, news clippings, photocopies of invoices sent to Accounting Services, NCR copies of Purchase Orders received from Purchasing, NCR copies of requisitions sent to Purchasing and NCR copies of Work Requests sent to Facility Services.

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.

 

FRIENDS OF THE MUSEUM MEMBERSHIP CARD FILE

This series contains membership cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

INSURANCE INFORMATION FILES

This series contains campus and off-campus correspondence and NCR copies of Internal Transactions received from Systems Office.

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.

 

MUSEUM INVENTORY FILES

This series contains campus correspondence and Equipment

Inventories received from Property Control.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Inventories: Retain 1 year in office, then destroy by landfill.

 

PERSONNEL ACTIVITY REPORTS NOTEBOOK

This series contains procedural guidelines received from

Accounting Services and Personnel Activity Reports received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

PHOTOGRAPHIC NEGATIVES FILE

This series contains negatives, color transparencies, and slides

received from Public Relations.

RETENTION: Retain permanently in office.

 

 

MUSEUM OF NATURAL SCIENCE

 

ACCOUNTING FILES

This series contains 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 shredding then 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.

 

AMPHIBIANS AND REPTILES CATALOGS

This series contains collection catalogs.

RETENTION: Retain permanently in office.

 

ANNUAL AND SICK LEAVE FILES

This series contains computer-generated Attendance and Leave Records received from Human Resource Management and leave slips.

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

 

ANNUAL REPORTS

This series contains photocopies of annual reports sent to

Department of Zoology.

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

Archives.

 

AUTHOR CARD FILE

This series contains card file.

RETENTION: Retain in office while active, then destroy by

landfill.

 

CATALOGUE OF BIRDS AND MAAAALS

This series contains collection catalogues.

RETENTION: Retain permanently in office.

 

CATALOGUE OF BIRDS AND STUDENT FIELD NOTES

This series contains catalogue of birds and field notes.

RETENTION: Retain permanently in office.

 

CATALOGUE OF FISHES

This series contains collection catalogues.

RETENTION: Retain permanently in office.

 

COLLECTING PERMITS

This series contains collecting permits received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

 

COLLECTION CARD FILE

This series contains collection cards.

RETENTION: Retain permanently in office.

 

COLLECTION MANAGER ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, procedural guidelines, and photocopies of invoices sent to Accounting Services.

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

 

COLLECTION MANAGER WORKING FILES

This series contains off-campus correspondence and freezer maps.

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

 

CORRESPONDENCE FILES

This series contains campus and off-campus correspondence and file notes.

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

 

CURATOR OF AMPHIBIANS CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

CURATOR OF REPTILES CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

DATA AND MANUSCRIPTS

This series contains data and manuscripts.

RETENTION: Retain permanently in office.

 

DATA CARD FILE

This series contains data cards.

RETENTION: Retain permanently in office.

 

DIRECTOR OF AMERICAN ORNATHOLOGIST UNION CORRESPONDENCE, 1959-

1961 (OBSOLETE)

This series contains off-campus correspondence.

RETENTION: Transfer to University Archives.

 

EXPEDITIONS FILES

This series contains campus and off-campus correspondence,

photocopies of translated reports, and agreements.

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

Archives.

 

FACULTY AND STAFF PERSONNEL FILES

This series contains resumes received from off campus, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, leave slips, vita received from off campus, letters of reference received from off campus, and photocopies or NCR copies of the following sent to Human Resource Management: Position Descriptions, LSU-1 Personnel Actions, 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.

 

FELLOWS AND PATRONS FILES

This series contains campus and off-campus correspondence,

bylaws, constitution, and rosters.

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

Archives.

 

FIELD CATALOGS

This series contains field catalogs received from students and

off campus.

RETENTION: Retain permanently in office.

 

FIELD NOTES

This series contains field notes.

RETENTION: Retain permanently in office.

 

GENERAL CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

Archives.

 

GRADUATE ADVISOR FILES

This series contains photocopies of transcripts received from off campus, letters of reference received from off campus, and file notes.

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

 

GRADUATE ASSISTANTS PERSONNEL FILES

This series contains campus correspondence, photocopies of Per-17 appointment notifications sent to Human Resource Management, file notes, 1-9 Eligibilities for Employment, photocopies of W-4s and Loyalty Oaths.

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

 

GRANTS FILES

This series contains campus correspondence, photocopies of monthly ledger sheets received from Accounting Services, photocopies of student timesheets sent to Human Resource Management, photocopies of proposals sent off campus, photocopies of budgets, photocopies of budget reports sent off campus, photocopies of progress reports sent off campus, and permits received from off campus.

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

 

INFORMATION FILES

This series contains photocopies of campus correspondence, campus near-print informational material, procedural guidelines, file notes, and file lists.

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

 

JOB APPLICANTS FOR FIRST AND SECOND AMPHIBIANS POSITION FILES,

1986-1990 (OBSOLETE)

This series contains applications received from off campus and

vitae received from off campus.

RETENTION: Destroy by landfill.

 

LEDGERS

This series contains ledgers.

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

 

LOAN CORRESPONDENCE

This series contains off-campus correspondence.

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

Archives.

 

LOAN MATERIALS FILES

This series contains off-campus correspondence, invoices, and Loan Log sheets with item, date, place sent, acknowledgement of receipt, and date returned.

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 shredding then landfill. All logs: Retain 3 years in office, then destroy by recycling.

 

MANUALS

This series contains manuals received from off campus.

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

 

MANUSCRIPTS

This series contains manuscripts received from off campus.

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

 

MEETINGS FILES

This series contains meeting minutes and file notes.

RETENTION: Retain 3 years in office, then transfer to University

Archives.

 

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.

 

ON-GOING PROJECTS FILES

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

OPERATING BUDGETS FOR FISCAL YEARS

This series contains computer-generated Operating Budget for

Fiscal Year received from Budget and Planning.

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

 

ORNATHOLOGICAL SOCIETY FILES

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

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

 

PERMANENT CATALOGUE OF TISSUES

This series contains collection catalogues.

RETENTION: Retain permanently in office.

 

REPRINTS

This series contains photocopies of reprints received from off

campus or generated here.

RETENTION: Retain permanently in office.

 

SCIENTIFIC PAPERS, 1934-1989

This series contains scientific papers.

RETENTION: Transfer to University Archives.

 

SECRETARY REFERENCE NOTEBOOKS

This series contains procedural guidelines received from campus offices and file notes.

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

 

SECRETARY WORKING FILES

This series contains campus and off-campus correspondence1 campus and off-campus near-print informational material1 procedural guidelines received from campus offices, file notes, file lists, and schedules.

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

 

SLIDES

This series contains slides.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

SPECIMEN LOAN FILES

This series contains off-campus correspondence and photocopies of specimen vouchers received from off campus.

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

 

STUDENT ASSISTANTS PERSONNEL FILES

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

 

SUBJECT MATTER FILES

This series contains off-campus near-print informational material, procedural guidelines, photocopies of Grade Sheets received from Student Records and Registration, and file lists.

RETENTION: Procedural guidelines: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. Grade sheets: Retain in office 1 year after term submitted, then destroy by shredding then landfill. All other records: Retain in office while active or until superseded, then destroy by landfill.

 

SUPPLIERS FILES

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

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

 

SUPPLY CARD FILE

This series contains supply cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

TAXONOMIC CARD FILE

This series contains taxonomic cards.

RETENTION: Retain permanently in office.

 

THESES AND DISSERTATIONS

This series contains theses and dissertations.

RETENTION: Retain permanently in office.

 

UNIVERSITY ADMINISTRATIVE SPECIALIST REFERENCE FILES

This series contains file lists, photocopies of graduate appointment forms sent to Human Resource Management, and Key Log sheets with name, date, room, etc.

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

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

 

UNIVERSITY SAFETY MANUAL

This series contains University Safety Manual received from

Campus Safety

RETENTION: Retain in office until superseded, 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.

 

 

MUSEUM OF NATURAL SCIENCE

Draft Retention and Disposal Schedule: Amendment

 

(The following records were transferred to your office from the former Museum of Geoscience)

 

ACCOUNTING LEDGERS

This series contains computer-generated monthly ledger sheets received from Accounting Services.

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

 

ARCHEOLOGICAL AND ETHNOLOGICAL MATERIALS FILES

This series contains off-campus correspondence, site forms, file

notes, photographs, and negatives.

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

Archives

 

ARCHEOLOGICAL EXCAVATION AND ETHNOLOGICAL COLLECTIONS FILES

This series contains off-campus correspondence, photocopies of articles received from campus offices and off campus, photocopies of pictures received from off campus, inventory sheets, and loan forms

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

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES (OBSOLETE)

This series contains off-campus correspondence, off-campus near-print informational material, file notes, abstracts received from off campus, photocopies of grant applications sent off campus, and manuscripts.

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

 

ASSISTANT DIRECTOR CORRESPONDENCE (OBSOLETE)

This series contains campus and off-campus correspondence.

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

then landfill.

 

ASSISTANT DIRECTOR WORKING NOTES

This series contains working notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ASSOCIATE FILES

This series contains campus and off-campus correspondence, meeting minutes received from off campus, campus near-print informational material, and photocopies of reports.

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.

 

BOND MONEY PURCHASING FILES

This series contains photocopies of Internal Transactions sent to

Accounting Services and photocopies of invoices sent to

Accounting Services.

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

Center, then destroy by landfill.

 

COLLECTION CATALOGUES

This series contains collection catalogues.

RETENTION: Retain permanently in office.

 

COLLECTION LOAN FILES

This series contains Loan Form sheets with checkout date, to

whom, etc.

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

 

DIANAMATION FILES

This series contains off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines received from campus offices, contracts, and file lists.

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

 

DINOSTORE ACCOUNTING FILES (OBSOLETE)

This series contains computer-generated monthly ledger sheets received from Accounting Services; log sheets with telephone calls, who called, time, etc.; and photocopies or NCR copies of the following sent to Accounting Services: invoices, transmittals, and receipts.

RETENTION: Logs: Retain 3 years in office, then destroy by recycling. All other contents: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.

 

DINOTREK FILES (OBSOLETE)

This series contains photocopies of exhibit statistical reports, master copies of brochures, campus and off-campus near-print informational material, news clippings, photocopies of contracts sent off campus, photocopies of invoices sent to Accounting Services, photocopies of receiving reports received from off campus, and file lists.

RETENTION: Master copies of brochures: Retain in office while active, then transfer to University Archives. Contracts: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

DINOTREK FLYERS AND BROCHURES (OBSOLETE)

This series contains flyers and brochures.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

DONATIONS FILES

This series contains photographs and sheets with appraisal and

descriptive information.

RETENTION: Retain permanently in office.

 

DONOR CONTACT FILES

This series contains sheets with name, address, contact, and

results.

RETENTION: Retain permanently in office.

 

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 FILES

This series contains computer-generated or carbon copies of Space

Inventories received from Facility Services and Inventory of

Museum Objects.

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

 

ETHNOLOGICAL DATA COLLECTION NOTEBOOKS

This series contains computer-generated reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

FIELD MAPS, 1934-1941 (OBSOLETE)

This series contains site maps.

RETENTION: Transfer to University Archives.

 

FORAMINIFORA AND OSTRACHITA CARD CATALOGUE

This series contains cards with location, age, description, etc.

RETENTION: Retain permanently in office.

 

GENERAL FILES

This series contains campus correspondence and file lists.

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.

 

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 landfill.

 

HISTORIC DATA NOTEBOOKS

This series contains photocopies of articles received from campus offices and off campus.

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

 

INVERTEBRATE LOCALITY INDEX CARDS

This series contains cards with age, collector, date, state, and

country.

RETENTION: Retain permanently in office.

 

LOUISIANA ARCHEOLOGICAL FILES, 1967-1982 (OBSOLETE)

This series contains off-campus correspondence, photocopies of papers received from off campus, photocopies of manuscripts received from off campus, meeting agendas received from off campus, photocopies of grant proposals sent off campus, and file notes.

RETENTION: Transfer to University Archives.

 

LOUISIANA SITE PHOTOGRAPHS CATALOGS

This series contains photograph catalogs.

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

 

MICROFICHE OF ZOOLOGICAL RECORDS IN LONDON

This series contains microfiche.

RETENTION: Retain in office while active, then destroy by

landfill.

 

MUSEUM OF GEOSCIENCE MANAGEMENT FILES, 1970-1987 (OBSOLETE)

This series contains campus and off-campus correspondence and

campus near-print informational material.

RETENTION: Transfer to University Archives.

 

NEGATIVES

This series contains negatives.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

NEWSLETTERS

This series contains newsletters.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

OFF-CAMPUS ORGANIZATIONS FILES

This series contains photocopies of annual reports received from off campus, campus near-print informational material, and procedural guidelines received from off campus.

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

 

PALEOECOLOGY FILES

This series contains off-campus correspondence, site forms, file notes, photographs, and negatives.

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

 

PATTON COLLECTION INDEX CARD FILE

This series contains cards with author, title, and publication date.

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

 

PHOTOGRAPHS

This series contains photographs.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

PROCEDURAL GUIDELINES

This series contains photocopies of procedural guidelines received from campus offices.

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

 

PROJECTS FILES

This series contains calendars, file notes, and Weekly Reports

from Regional Archeologist received from research archeologists.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

PUBLICATIONS

This series contains photocopies of publications generated here and received from off campus.

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

 

PUBLISHED AND UNPUBLISHED MANUSCRIPTS

This series contains manuscripts.

RETENTION: Retain permanently in office.

 

REPORTS

This series contains photocopies of reports.

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

Archives.

 

REPRINTS INDEX

This series contains an index.

RETENTION: Retain in office while active, then destroy by

landfill.

 

RUSSELL COLLECTION INDEX FILE

This series contains cards with author, title, and journal name.

RETENTION: Retain in office while active, then destroy by

landfill.

 

SITE FORMS AND WPA PROGRAM FILES, 1931-1941 (OBSOLETE)

This series contains off-campus correspondence, file notes, excavation records, and photographs.

RETENTION: Transfer to University Archives.

 

SITE NOTEBOOKS

This series contains Site Survey forms, catalog forms, photographs, Specimen Catalog forms, and Site Updates.

RETENTION: Retain permanently in office.

 

SITE RECORD CARD FILE

This series contains site cards.

RETENTION: Retain permanently in office.

 

SUPPLIER FILES

This series contains vendor catalogs received from off campus.

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

 

UNIVERSITY ADMINISTRATIVE SPECIALIST ADMINISTRATIVE FILES (OBSOLETE)

This series contains campus and off-campus correspondence, computer-generated Equipment Inventories received from Property Control, meeting minutes, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of Budget Proposed Allocations A,B and C sent to Budget and Planning, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, photocopies of grants received from off campus, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of grant awards received from campus offices, warranties received from off campus, file lists, and Vehicle Log sheets.

RETENTION: Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Budget records, purchasing records and logs: Retain 3 years in office, then destroy by recycling. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Grant records:

Retain in office 3 years after year of compilation, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

 

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES (OBSOLETE)

This series contains photocopies of weekly reports received from off campus, campus near-print informational material, procedural guidelines received from campus offices, photocopies of invoices sent to Accounting Services, photocopies of requisitions sent to Purchasing, photocopies of Travel Expense Vouchers sent to Accounting Services, resumes received from off campus, photocopies of bills sent to Accounting Services, photocopies of timesheets sent to Human Resource Management, file notes, photocopies of checks sent to LSU Foundation, photocopies of transmittals sent to Office of Bursar Operations, photocopies of Petty Cash Vouchers sent to Accounting Services, computer-generated Payroll Check Distribution Reports received from Human Resource Management, photocopies of Documents Paid During the Period received from Accounting Services, computer-generated Leave Tracking Reports received from Accounting Services, photocopies of Foundation Check Requests received from LSU Foundation, computer-generated Personnel Activity Reports received from Accounting Services, photocopies of ledgers sent to LSU Union, photocopies of reports sent off campus, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, and photocopies of organizational charts.

RETENTION: Personnel, payroll, and leave records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Budgets and 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.

 

VERTEBRATE COLLECTION INDEX CARD FILE

This series contains cards with collection number, name, and description.

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