SCHOOL OF LIBRARY AND INFORMATION SCIENCES

 

7008 ASSIGNMENTS

This series contains photocopies of program printouts.

RETENTION:Retain in office 1 year after term submitted, then

destroy by shredding then landfill.

 

ACCOUNTS PAYABLE REPORTS

This series contains computer-generated reports received from Accounting Services

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

 

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.

 

ADMINISTRATIVE FILES

This series includes but may not be limited to Requests for Authorization to Travel received from Office of the Dean, photocopies of meeting minutes received from campus offices, campus and off-campus correspondence, photocopies of reports sent off campus, photocopies of worksheets, computer-generated ledger sheets received from Accounting Services, photocopies of press releases sent to Public Relations and off campus, photocopies of grant applications sent off campus, photocopies of grant reports sent of f campus, campus near-print informational material, photocopies of surveys sent off campus, building specifications received from Facility Development, file lists, photocopies of Purchase Orders sent to Purchasing, requisitions, photocopies of Internal Transactions sent to Purchasing, and leave slips.

RETENTION: Building Specifications: Retain permanently in office. All other contents: Retain 5 years in office, then destroy by shredding then landfill.

 

ADMINISTRATIVE SERVICES ASSISTANT WORKING FILES

This series contains grant information sent off campus and campus near-print informational material

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

 

ADMISSIONS AND STUDENT RECORDS SECRETARY WORKING FILES

This series includes but may not be limited to photocopies of policy statements received from Office of the Chancellor, photocopies of campus correspondence sent, photocopies of master forms, Credentials Analysis, photocopies of Faculty Handbook, mailing lists, photocopies of class schedules, LSU General Catalogs, file lists, and Codes of Student Conduct.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

ADVISING LISTS

This series contains photocopies of lists with name of student and assigned faculty advisor.

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

 

ADVISOR CARDS

This series contains Advisor Cards received from Student Records and Registration.

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

 

ALUMNI ASSOCIATION FILES

This series contains off-campus correspondence and membership applications received from off campus.

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

 

ALUMNI LISTS

This series contains computer-generated lists received from

Alumni Office.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

ALUMNI NEWSLETTER FILES

This series contains letters received and photocopies of

articles.

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

 

ASSOCIATION NEWSLETTERS

This series contains newsletters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

 

BETA ZETA CARD FILE

This series contains cards noting various membership information. i

RETENTION: Retain in office while active, then destroy by

landfill.

 

BETA ZETA FILES

This series contains correspondence, file lists, and bank statements received from off campus.

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

 

BETA ZETA NEWSLETTER

This series contains newsletters.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

BUDGET FILES

This series contains computer-generated ledger sheets received from Accounting Services and the following sent to Purchasing:

photocopies of requisitions and NCR copies of Purchase Orders.

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

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence received from Office of the Dean.

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

 

CHECK SIGN-OUT LOG

This series contains log sheets with name, date and check number.

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

 

CLASS LISTS

This series contains computer-generated Class Lists received from

Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then landfill.

 

CLASS SCHEDULE BOOKLETS

This series contains class schedule booklets received from

Student Records and Registration.

RETENTION: Retain in office while active, then destroy by

recycling.

 

COMMENCEMENT PROGRAMS

This series contains annotated commencement programs.

RETENTION: Retain permanently in office.

 

COMMITTEE FILES

This series includes but may not be limited to meeting minutes, agendas, appendixes, letters received, and photocopies of reports received from campus offices.

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

 

COMMITTEE ROSTER

This series contains photocopies of lists of committee members.

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

 

COMPREHENSIVE EXAMINATION COMMITTEE FILES

This series contains reports, lists of graduating students, and photocopies of comprehensive examination sent to Office of the Dean.

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

 

COMPREHENSIVE EXAMINATIONS FILES

This series contains photocopies of comprehensive examinations and photocopies of file lists.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling.

 

COMPUTER AND DATABASE SERVICES FILES

This series contains NCR copies of requisitions sent to

Purchasing and NCR copies or photocopies of invoices received

from System Network Computer Center.

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

Center, then destroy by shredding then landfill.

 

COMPUTER INVENTORY LIST

This series contains computer-generated lists noting name, type, location, costs, serial of registration number, LSU number, date received, comments, etc.

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

 

COMPUTER LAB GENERAL INFORMATION FILES

This series contains photocopies of instructions and photocopies of class handouts.

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

 

COMPUTER LAB SIGN-UP SHEETS

This series contains log sheets with dates, times, equipment

availability, and names of users.

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

 

COMPUTER MANUALS

This series contains photocopies of computer software manuals.

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

 

COMPUTER RESOURCE COORDINATOR ADMINISTRATIVE FILES

This series includes but may not be limited to photocopies of contracts/licensing agreements sent of f campus, meeting minutes, equipment specifications received from off campus, photocopies of purchasing guidelines received from Office of the Dean, photocopies of estimates received from Facility Services, photocopies of plans received from Facility Services, hardware and software circulation sheets, proposals sent to Office of the Dean, photocopies of log-on identifications and passwords sent to Office of the Dean, and lab schedules.

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

 

COMPUTER RESOURCES LISTS

This series contains lists of computer resources in the computer lab.

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

 

CORRESPONDENCE

This series contains correspondence.

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

Archives.

COUNCIL ON LIBRARY RESOURCES IMPLEMENTATION GRANT FILE, 1986-1986 (OBSOLETE)

This series contains meeting minutes, correspondence, and budget reports.

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

 

COURSE AND FACULTY EVALUATIONS

This series contains course and faculty evaluation forms.

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

 

COURSE APPROVAL FORMS

This series contains photocopies of course approval forms sent to

Academic Affairs.

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

 

COURSE SCHEDULING FILES

This series contains photocopies of course schedule proposals sent to Student Records and Registration and computer-generated reports received from Student Records and Registration.

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

 

COURSE SYLLABI FILES

This series contains course syllabi and course outlines.

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

 

CURRENT FISCAL YEAR LEDGER SHEETS NOTEBOOK

This series contains file lists and computer-generated ledger

sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

CURRICULUM UPDATE FILES

This series contains photocopies of a syllabus received from off campus and photocopies of a report.

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

 

DEAN ADVISING FILES

This series contains near-print informational material receive from campus, photocopies of class schedules received from Student

Records and Registration and generated here, photocopies of academic calendars received from Student Records and Registration, and Codes of Conduct received from Office of the Chancellor.

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

 

DEAN ADMINISTRATIVE FILES i

This series contains photocopies of job descriptions, photocopies

of job announcements, campus correspondence, photocopies of

letters sent, photocopies of policy statements received from

Office of the Chancellor, photocopies of procedural guidelines received from Graduate School, photocopies of budget spreadsheets, photocopies of grant applications, photocopies of equipment proposals, university catalogs received from off campus, vitae received from off campus, file lists, motor pool reports, maintenance prospects received from Facility Services and photocopies of annual reports received from Continuing Education.

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

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DEAN CORRESPONDENCE FILES

This series contains correspondence and sample microfiche

received from off campus.

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

Archives.

 

DEAN TOPICAL FILES

This series contains correspondence and photocopies of reports

received from campus.

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

Archives.

 

DEPARTMENT CATALOGS

This series contains course catalogs.

RETENTION: Retain in office while active, 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.

 

EXTENSION COURSE BROCHURES

This series contains brochures.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

FACULTY MEETING MINUTES

This series contains faculty meeting minutes.

RETENTION: Retain in office while active, then destroy by

recycling.

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FACULTY VITAE

This series contains photocopies of faculty vitae.

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

 

FIELD EXPERIENCE REPORTS FILES

This series contains student reports and student evaluations.

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

 

GLISSA FILES

This series contains photocopies and originals of the following received from student organization: campus and off-campus correspondence, meeting minutes, directories, and reports.

RETENTION: Retain permanently in office.

 

GOLDEN JUBILEE CELEBRATION PICTURE ALBUMS AND GUEST REGISTER,

1981-1981 (OBSOLETE)

This series contains annotated photograph albums and signed guest

register.

RETENTION: Transfer to University Archives.

 

GRADUATE CARD FILE

This series contains cards with names and date degree was awarded.

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

 

GRADUATE REPORT

This series contains graduate reports received from the Graduate

School.

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

 

GRANT FILES

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

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

 

INCOMPLETE-GRADE LISTS

This series contains computer-generated reports received from

Graduate School.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then recycling.

 

INDEPENDENT STUDIES FORMS

This series contains student contract forms.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by shredding then landfill.

 

INDEPENDENT STUDY PROJECT FILES

This series contains reports received from student and student

evaluations received from project supervisor.

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

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INITIAL CONTACT FILES

This series contains letters received from of f campus and GRE score reports received from off campus.

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

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LAB PROPOSALS

This series contains lab proposals sent to the Office of the Vice-Chancellor.

RETENTION: Retain in office while active, then destroy by

recycling.

 

LIBRARY SCHOOL ADMISSION FILES

This series contains letters of reference received from off campus, photocopies of transcripts received from Graduate School, photocopies of Credentials Analyses received from Graduate School, and admission committee evaluations.

RETENTION: Attending student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Not attending students records: Retain in office 1 year after application term, then destroy by shredding then landfill.

 

LIBRARY SCHOOL BULLETINS AND NEWSLETTERS

This series contains School of Library and Information Sciences

newsletters and bulletins.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

LIBRARY SCHOOL PUBLICITY FILES

This series contains newspaper clippings and photocopies of news

releases.

RETENTION: Retain permanently in office.

 

LIBRARY SCHOOL SELF-STUDY REPORT FILES

This series contains copies of School of Library and Information

Sciences Self-Study Report sent off campus and photocopies of

supporting documents sent of f campus.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

LIS 7004 BUDGET PROJECT ASSIGNMENT SHEETS

This series contains photocopies of project assignment sheets.

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

 

LIS 7008 LECTURE NOTES

This series contains photocopies of class lecture notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

LSU ADMISSION PLAN, 1990

This series contains an admission plan received from Admissions.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

LSU NEWSLETTERS AND CAMPUS CORRESPONDENCE

This series contains campus newsletters and campus correspondence received.

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

 

LSU SELF-STUDY REPORT FILES

This series contains copies of the following received from

Academic Affairs: self-study reports and self-study factbook.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MAILING LABEL SYSTEM MANUAL, 1989-1989 (OBSOLETE)

This series contains an in-house manual.

RETENTION: Destroy by landfill.

 

MANUAL SIGN-OUT SHEETS

This series contains log sheets with name of manual, person, and

dates in and out.

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

 

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.

 

MICROCOMPUTER LABORATORY SUPERVISOR ADMINISTRATIVE FILES

This series contains campus correspondence, diagram sketches of work rooms, lists of CD-ROM packages, sample forms, and instruction manuals.

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

 

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of Midterm Grade Sheets sent to Student Records and Registration and carbon copies of Final Grade Sheets sent to Student Records and Registration.

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

 

MISCELLANEOUS NEWSLETTERS

This series contains newsletters 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.

OFF-CAMPUS COURSE FLYERS

This series contains photocopies of flyers.

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

 

PERSONNEL FILES

This series contains photocopies of evaluations sent to Academic Affairs or Human Resource Management, photocopies of letters of recommendation received from campus offices and off campus, photocopies of faculty publications, photocopies of Promotion and Tenure forms, photocopies of faculty publication lists, photocopies of faculty unpublished reports, committee notes, and the following sent to Human Resource Management: LSU-l Personnel Actions, NCR copies of Per-2 Personnel Appointments, and photocopies of 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.

 

PHOTOGRAPHS

This series contains photographs.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

PLACEMENT FILES

This series contains biographical data sheets received from students, letters of recommendation, and course listings received from students.

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

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

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

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

 

PRESIDENTIAL MEMORANDA

This series contains Presidential Memoranda received from Office of the President.

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

 

PROFESSIONAL EMPLOYMENT FORMS

This series contains professional employment forms.

RETENTION: Retain in office until summarized, then destroy by

shredding then recycling.

 

PROSPECTIVE STUDENT LISTS

This series contains computer-generated lists received from

Graduate School.

RETENTION: Retain in office until superseded, then destroy by

recycling.

QUICK REFERENCE GUIDE TO EQUIPMENT IN COATES 169

This series contains photocopies of instruction sheets.

RETENTION: Retain in office while active, then destroy by

recycling.

 

REPORTS (OBSOLETE)

This series contains photocopies of reports sent off campus.

RETENTION: Destroy by recycling.

 

SCHOOL OF LIBRARY AND INFORMATION SCIENCES ALUMNI NEWSLETTERS

This series contains newsletters.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

SECRETARY AND STUDENT TIMESHEET FILES

This series contains photocopies of timesheets sent to Payroll and computer-generated Payroll Summary reports.

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

 

SELF-STUDY FILES

This series contains summary reports.

RETENTION: Retain permanently in office.

 

SELF-STUDY REPORTS

This series contains photocopies of Self-Study Reports sent off

campus.

RETENTION: Retain permanently in office.

 

STUDENT DATA SHEETS

This series contains student data sheets.

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

 

STUDENT FILES

This series contains Degree Audits received from Student Records and Registration, correspondence, faculty evaluation summaries sent to employers, photocopies of transcripts received from off campus, photocopies of Applications for Degree sent to Academic Affairs, NCR copies of Results of Comprehensive Examinations sent to Graduate School, and the following received from Admissions:

applications, Credentials Analyses, and photocopies of test scores.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

 

STUDENT FILES AND PLACEMENT SECRETARY WORKING FILES

This series contains photocopies of campus correspondence, photocopies of policy statements received from Office of the Chancellor, photocopies of newspaper articles, photocopies of federal register policies received from off campus, photocopies of federal register guidelines received from of f campus, photocopies of contract guidelines received from of f campus, photocopies of lists of grant recipients, photocopies of information sheets, and LSU Staff Handbooks.

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

 

STUDENT LISTS, 1926-1960 (OBSOLETE)

This series contains carbon copies of list of enrolled students.

RETENTION: Retain in office while active, then destroy by

landfill.

 

STUDENT LISTS, 1960-1983 (OBSOLETE)

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

 

SUB-LAN PERIPHERAL SHARING DEVICE FILES

This series contains computer-generated diagrams and instruction sheets.

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

 

TERM PAPERS

This series contains term papers.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then landfill.

 

TREASURER OFFICE LOG

This series contains log sheets.

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

 

VIDEOTAPES

This series contains videotapes generated here and received from

Admissions.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

VISITORS SCHEDULE NOTEBOOK

This series contains schedules.

RETENTION: Retain 3 years in office, 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 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.