BIODYNAMICS INSTITUTE, COLLEGE OF BASIC SCIENCES

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 contains equipment inventories, NCR copies of Work

Requests sent to Facility Services, and computer-generated

Invoices Paid During the Period reports received form Accounting

Services.

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

APPLICATION FILES

This series contains off-campus correspondence, job applicant letters of reference, and job applicant resumes.

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

BUDGET FILES

This series includes but may not be limited to ledger sheets, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of invoices, photocopies of receipts, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustments sent to Office of the Dean, campus correspondence, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports sent to Purchasing, computer-generated Invoices Paid During the Period reports received from Accounting Services, and computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.

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

DEPARTMENTAL FILES

This series contains photocopies of annual reports sent to office of the Dean, campus and off-campus correspondence, and campus and off-campus near-print informational material.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

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 photocopies of maintenance contracts sent to

Purchasing, NCR copies of Purchase Orders sent to Purchasing, and

NCR copies of receiving reports sent to Purchasing.

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

FACULTY AND STAFF PERSONNEL FILES

This series contains photocopies of the following forms sent to Human Resource Management: employee performance evaluations, employee withholding tax statements, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, PER-l Requests.. .to Fill Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-25 Contracts/Academic Employees, 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.

GRANTS AND CONTRACTS FILES

This series contains campus and off-campus correspondence, photocopies of budget reports, NCR copies of Internal Transactions sent to Accounting Services, NCR copies of invoices sent to Accounting Services, computer-generated ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports sent to Purchasing, photocopies of applications, photocopies of approvals, photocopies of Annual Scientific Reports, and NCR copies of requisitions sent to Purchasing.

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

INFORMATION FILES

This series contains policy statements received from Office of the Chancellor, procedural guidelines received from Campus Offices, and computer-generated Personnel Activity Reports received from

Human Resource Management

RETENTION: PAR reports: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office until superseded, then destroy by 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 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.

WORKING FILES

This series contains campus correspondence and copier log sheets with date, number of copes, etc.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Logs: Retain 3 years in office, then destroy by recycling