BIOLOGICAL SCIENCES

COLLEGE OF BASIC SCIENCES

BIOLOGICAL SCIENCES FILES

This series contains photocopies of Requests for Budget Adjustments sent to Office of the Dean, photocopies of budget reports received from Office of the Dean, NCR copies of internal transactions sent to Accounting Services, NCR copies of invoices received from Accounting Services, computer-generated monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to purchasing, NCR copies of receiving reports sent to purchasing, NCR copies of requisitions sent to purchasing, photocopies of employee performance evaluations sent to Human Resource Management, photocopies of employee withholding tax statements sent to Human Resource Management, NCR copies of Employment processing Forms, photocopies of LSU-l personnel Actions sent to Human Resource Management, photocopies of PER-l Requests.. .to Fill Vacancy sent to Human Resource Management, photocopies of PER-2 personnel Appointments sent to Human Resource Management, photocopies of PER-3 personnel Status Changes sent to Human Resource Management, photocopies of position Descriptions received from Human Resource Management, photocopies of student timesheets sent to Accounting Services, photocopies of proposals sent to granting agencies, and photocopies of grant applications received from off campus. 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. Accounting records:

Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Grant records: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

COURSE FILES

This series contains computer-generated Class Management Reports received from Student Records and Registration, carbon copies of Grade Sheets received from Student Records and Registration, and NCR copies of Class Lists received from Student Records and Registration.

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

EVALUATIONS FILES

This series contains Teaching assistants evaluations and course evaluations.

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

JOB APPLICANT FILES

This series contains photocopies of job applicant letters of reference and photocopies of job applicant resumes.

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

LETTERS SENT

This series contains photocopies of letters sent on and off-campus.

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

MASTER SYLLABI AND EXAMINATIONS

This series contains master copies of syllabi and examinations.

RETENTION: Retain in office while active, then destroy by

recycling.

SCANTRONS OF TESTS ADMINISTERED

This series contains scantrons of tests received from students.

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

destroy by shredding then 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 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.