Policy:

The University is required by State Statute to have a Records Management Program to ensure that vital records are identified and maintained. Having an active Records Management Program is important in preserving the history and culture of Louisiana Tech University.

All records created by University officers or employees in the course of their duties on behalf of the University are retained for as long as they are required to meet the legal, administrative and operational requirements of the University, after which time they are either destroyed or transferred to the University Archives. The final disposition (either destruction or transfer to the Archives) of records is carried out according to approved records schedules.

Procedures: Refer to website: http://www.sos.louisiana.gov/tabid/487/Default.aspx

Records Retention Schedule - Form SS ARC 932

1. Records found in your office are grouped into a “series” (requisitions, appointment forms, invoices, correspondence, payroll records, minutes, etc.). Each of these would be a series.
   
2. Decision is made as to retention time and place and method of disposal.
   
3. Schedule is completed, filed with the University Records Officer for action, forwarded to Baton Rouge for approval, returned to the department, and retained to follow.

Amended Retention Schedule - Form SS ARC 932

1. The current Retention Schedule should be reviewed at least once a year and changes made as additional series are found or as technology changes, etc.
   
2. The amended Schedule is filed with the University Records Officer for action, forwarded to Baton Rouge for approval, returned to the department, and retained to follow.

Disposal of Records - Form SS ARC 930 "Request for Authority to Dispose of Records"

1. By following the Records Retention Schedule, select series to be shredded or burned.
   
2. List on form the inclusive dates of the series selected (i.e., 1990-1999). Items to be discarded do not need approval–only those to be shredded or burned.
   
3. List on form the title of the series as it appears on the Schedule as well as its item number on the Schedule. (This minimizes the time required to obtain approval.)
   
4. The form is then forwarded to the University Records Officer for action, forwarded to Baton Rouge for approval, returned to the department, and retained to follow.
   
5. Take the time to go through all records and materials prior to disposal. It should be noted that even though an item might not be listed on the current Schedule, if it is either confidential or sensitive material–SHRED it!! Don’t run the risk of discarding something that shouldn’t be discarded!

Archiving of Records

1. Before taking any items from your office to the Prescott Library Archives, call 2935 for instructions.
   
2. Any other records specified as permanent are to be dealt with as listed on the Schedule.

Certificate of Destruction - Form SS ARC 933

1. After disposal of records–discarding, shredding, burning, or archiving–complete the “Certificate of Destruction” and send a signed copy to the University Records Officer.
   
2. File a copy in your Records Management notebook for future reference.

Definition

AY	Academic Year (September through May)
FY	Fiscal Year (July through June)
CY	Calendar Year
ACT	Active
Archives	University Archives
Series	A group of related or similar records, regardless of medium, that may be filed together as a unit, used in a similar manner, and typically are evaluated as a unit for determining retention periods. (i.e.) requisitions, appointment forms, invoices, correspondence, payroll records, minutes, etc.