DEPARTMENT OF BIOCHEMISTRY

ACCOUNTING POSTING FILES

This series includes but may not be limited to invoices, photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of invoices sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, and photocopies of monthly statements received from Accounting Services.

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

ACCOUNTING SPECIALIST WORKING FILES

This series contains photocopies of campus and off-campus correspondence, procedural guidelines, photocopies of purchase Orders sent to Purchasing, photocopies receiving reports received from Purchasing, file notes, NCR copies of packing lists received off campus, photocopies of statements received from off campus, and file lists.

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

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.

ASSISTANT TO CHAIRMAN WORKING FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of minutes of meetings, campus and off-campus near-print informational material, procedural guidelines, file lists, and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

AWARDS AND SCHOLARSHIPS INFORMATION FILES

This series contains off-campus near-print informational material and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

BIOCHEMISTRY ALUMNI FILES

This series contains campus and off-campus correspondence, photocopies of lists of alumni received from Alumni Office, and computer-generated lists of alumni received from Alumni Office.

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

BIOGRAPHICAL DATA CARDS NOTEBOOK

This series contains annotated photocopies of Biographical Data

Cards sent to Personnel.

RETENTION: Retain in office while active, then destroy by

recycling.

BLANKET ORDER FILES

This series contains NCR copies of invoices sent to Accounting

Services, computer-generated monthly ledger sheets received from

Accounting Services, NCR copies of Purchase Orders sent to

Purchasing, Transaction Registers, and maintenance contracts sent

to Property Control.

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

Center, then destroy by landfill.

CHAIRMAN BUDGET INFORMATION FILES

This series contains campus correspondence, photocopies of

minutes of meetings, computer-generated Operating Budgets for

Fiscal Years received from Budget and Planning, file notes, and

Biochemistry Budget sheets.

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

CHAIRMAN CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

CHART OF ACCOUNTS NOTEBOOK

This series contains computer-generated Chart of Accounts received from Accounting Services.

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

COMPLETED GRANT WORK FILES

This series contains photocopies of United Parcel and Federal Express bills received from off campus, computer-generated Monthly Billing Reports received from Instructional Support, and photocopies of telephone bills received from Telecommunications.

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

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to photocopies of Requests for Drop-Add of Section sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, computer-generated Class Schedule Reports received from Student Records and Registration, campus correspondence, file notes, statistical worksheets, computer-generated Course Management Reports received from Student Records and Registration, computer-generated Class Lists received from Student Records and Registration, carbon copies of Grade Sheets received from Student Records and Registration, and syllabi.

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

CVA COMPUTER INFORMATIONAL NOTEBOOK

This series contains file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

DEAN SALARY SAVINGS NOTEBOOK

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

DEPARTMENTAL ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, procedural guidelines received from campus offices, reports, master forms, meeting minutes, newspaper clippings, file notes, and photocopies of policy statements received from Office of the Chancellor.

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 recycling.

DISSERTATIONS AND THESES

This series contains dissertations and theses.

RETENTION: Retain permanently in office.

DOCUMENTS PAID DURING THE PERIOD NOTEBOOK

This series contains computer-generated Documents Paid During the

Period reports received from Accounting Services.

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

EVALUATIONS

This series contains evaluations.

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

FACULTY AND STAFF CORRESPONDENCE FILES

This series contains campus and off-campus correspondence and photocopies of tests.

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

FACULTY RECRUITMENT FILES

This series includes but may not be limited to file notes,

Requests for Authorization, photocopies of job notices sent to

Human Resource Management, correspondence including letters of

recommendation, and curriculum vitae received from off campus.

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

GENERAL FILES

This series contains accident report forms sent to Risk

Management campus and off-campus near-print informational

material, campus and off-campus correspondence, photocopies of

Acts of Donation sent to Agricultural Experiment Station, adjunct

faculty appointments, American Express corporate card received from off-campus, procedural guidelines received from off campus, teaching and research grants received from Grants and Contracts, bank deposit authorizations sent to Accounting Services, budget reports received from Office of the Dean, annual report sent to Office of the Dean, photocopies of reports sent to Board of Regents and Office of the Chancellor, budget requests sent to Office of the Dean, Copy Machine log sheets, Dry Ice log sheets, Requisitions for Quick Copy Service sent to Duplication Services, file notes, Enrollment Summaries received from Student Records and Registration, Equipment Available received from Property Control, Equipment Inventory Action Requests sent to Property Control, photocopies of evaluations sent to Office of the Dean, faculty meeting minutes, grant routing forms sent to Office of the Dean, Instructional Research Center checkouts sent to Instructional Resources, photocopies of Equipment Inventories sent to Property Control, photocopies of job specifications received from Personnel, key authorization forms, LAES Proposal Routing forms sent to LAES, leave reports received from Office of the Vice-Chancellor, computer-generated Operating Budgets for Fiscal Years received from Office of the Dean, master forms, Mailing Lists received from Accounting Services, photocopies of Telephone Equipment Inventories received from Telephone Equipment Office, and file lists.

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

Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Grant records: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Budget records, reports, logs, and purchasing records: Retain 3 years in office, then destroy by landfill.

Inventories: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

GRADE BOOKS

This series contains grade books.

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

destroy by shredding then landfill.

GRADUATE SCHOOL INFORMATION FILES

This series contains photocopies of campus correspondence received from Graduate School, photocopies of policy statements received from Graduate School, and photocopies of procedural guidelines received from Graduate School.

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

GRADUATE STUDENT ADMISSIONS FILES

This series includes but may not be limited to file notes, campus correspondence, annotated form letters, statistical worksheets, applications received from off campus, transcripts received from off campus, test scores received from off campus, and letters of recommendation received from off campus.

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

GRADUATE STUDENT FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of 1-9 Employee Eligibility Verifications sent to Personnel, photocopies of Programs of Study sent to Graduate School, photocopies of transcripts received from off campus, photocopies of GRE scores received from off campus, photocopies of applications sent to Graduate School, teaching evaluations, and letters of recommendation received from off campus.

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

GRANT FILES

This series contains photocopies of campus correspondence, photocopies of invoices received from Accounting Services, photocopies of Grant Organization sheets received from Grants and Contracts, and photocopies of contracts received from Grants and Contracts.

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

LEAVE TRACKING REPORTS

This series contains computer-generated Leave Tracking Reports

received from Human Resource Management.

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

LEDGERS

This series contains computer-generated ledgers received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

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.

NEWSLETTER NOTEBOOK

This series contains photocopies of newsletters received from

Accounting Services.

RETENTION: Retain in office while active, then destroy by

recycling.

OPERATING BUDGETS FOR FISCAL YEARS NOTEBOOK

This series contains computer-generated Operating Budgets for

Fiscal Years lists received from Budget and Planning.

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

OTHER UNIVERSITIES GRADUATE PROGRAM INFORMATION FILES

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

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

PAYROLL ACCOUNTING FILES

This series contains computer-generated budget sheets received from Accounting Services, computer-generated Payroll Check Distribution Reports received from Accounting Services, photocopies of student timesheets sent to Payroll, and photocopies of Expenditure Lists sent to Accounting Services.

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

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity

Reports received from Human Resource Management.

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

PETTY CASH LOGS

This series contains log sheets listing petty cash transactions

by date.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of policy statements received from Office of the Chancellor, Presidential Memoranda received from Office of the President, and procedural guidelines received from campus offices.

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

PROGRAMMER INFORMATION NOTEBOOKS

This series contains photocopies of campus and off-campus correspondence, photocopies of news releases sent to campus offices, and photocopies of policy statements received from Office of the Chancellor.

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

PURCHASE ORDERS NOTEBOOKS

This series contains file lists and photocopies of Purchase

Orders sent to Purchasing or Agricultural Center.

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

REJECTED GRADUATE STUDENT APPLICATION FILES

This series includes but may not be limited to GRE reports, Credentials Analyses received from Admissions, and correspondence including letters of recommendation.

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

REQUEST FOR BUDGET ADJUSTMENTS

This series contains photocopies of Requests for Budget

Adjustments sent to Office of the Dean.

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

RESEARCH LETTERS RECEIVED NOTEBOOK

This series contains photocopies of letters received.

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

then recycling.

SALARY BUDGETARY REQUIREMENTS REPORTS

This series contains computer-generated Salary Budgetary

Requirements reports received from Budget and Planning.

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

SECRETARY WORKING FILES

This series contains photocopies of minutes of staff meetings, off-campus near-print informational material, file lists, photocopies of budget forms sent to Office of the Dean, and file notes.

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

STAFF AND FACULTY PERSONNEL FILES

This series includes but may not be limited to photocopies of evaluations sent to Office of the Dean, leave slips, summary proposal budgets, NCR copies of PER-2s sent to Office of the Dean, NCR copies of PER-3 sent to Office of the Dean, file notes, letters of recommendation received from off campus, photocopies of Graduate Faculty Nominations sent to Office of the Dean, and photocopies of faculty publications received from off campus.

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

STAFF TIMESHEETS NOTEBOOK

This series contains photocopies of vouchers sent to Payroll.

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

Center, then destroy by recycling.

STUDENT ASSISTANT FILES

This series contains photocopies of class schedules received from Student Records and Registration, photocopies of applications sent to Student Aid and Employment, photocopies of W-4s sent to Accounting Services, photocopies of Social Security cards received from student, and photocopies of student employment processing forms received from Human Resource Management.

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

TEXTBOOK ORDERS FILES

This series contains photocopies of book information requests sent to LSU Union Bookstore, book order worksheets, and campus correspondence.

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

TRAVEL NOTEBOOK

This series contains photocopies of Requests for Authorization to

Travel sent to Office of the Dean.

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

VENDOR LISTS NOTEBOOK

This series contains photocopies of file lists.

RETENTION: Retain in office while active, 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.