OFFICE OF SPONSORED RESEARCH

(RESEARCH COORDINATION)

 

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.

 

AGENCY INDEX NOTEBOOKS

This series contains sheets with lists of proposals.

RETENTION: Retain in office while active, then destroy by

recycling.

 

AGENCY NEAR-PRINT INFORMATIONAL MATERIAL

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

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

ANNUAL RESEARCH REPORTS FILES

This series contains photocopies of reports sent to campus

offices, worksheets, and ~harts.

RETENTION: Retain permanently in office.

 

BOOKKEEPING FILES

This series includes but may not be limited to campus and off-campus correspondence, photocopies of personnel forms sent to Human Resource Management, Position Descriptions, photocopies of leave slips, and leave summary log sheets.

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

 

BUDGET FILES

This series includes but may not be limited to student assistant pay summaries, leave summaries, photocopies of Purchase Orders, photocopies of supply orders, and computer-generated monthly ledger sheets received from Accounting Services.

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

 

COORDINATOR OF GRANTS AND CONTRACTS WORKING FILES

This series includes but may not be limited to photocopies of statistical reports and procedural guidelines.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

FACULTY RESEARCH INTEREST PUBLICATION

This series contains departmental publications.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

FEDERAL AGENCIES BIDS, 1983-1983 (OBSOLETE)

This series contains photocopies of applications sent off campus.

RETENTION: Destroy by recycling.

 

FILE INDEX NOTEBOOK

This series contains sheets listing files by number and name.

RETENTION: Retain in office while active, then destroy by

recycling.

 

FUNDED FILES

This series includes but may not be limited to contracts, photocopies of proposals, and Sponsored Project Approval Forms.

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

 

GENERAL OFFICE CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

OFFICE OF BUSINESS AFFAIRS FINANCIAL STATEMENTS

This series contains statements received from Office of Business

Affairs.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

ONE-TIME DEPARTMENTAL STRENGTHS AND WEAKNESSES FILE, 1983-1983

(OBSOLETE)

This series contains statistical worksheets and photocopies of

report sent to Board of Regents and off campus.

RETENTION: Transfer to University Archives.

 

PROPOSAL ACTIVITY CARD FILE

This series contains cards with research proposals received from campus offices.

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

 

PROPOSALS LOG

This series contains log sheets with date, name of principle

investigator, agency, and where sent.

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

 

REPORTS TO THE LOUISIANA DIVISION OF ADMINISTRATION

This series contains approved monthly reports.

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

 

RESEARCH MANAGEMENT SYSTEMS FROM OUTSIDE UNIVERSITIES FILES

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

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

 

RESOURCE FILES

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

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

 

RESOURCE NOTEBOOKS

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

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

 

SUMMARY ACTIVITIES FILES

This series contains photocopies of annual reports sent to Office

of the Chancellor, worksheets, and charts.

RETENTION: Retain 3 years in office, then 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.

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.