DEPARTMENT OF MICROBIOLOGY
ACCOUNTING FILES
This series contains photocopies of Requests for Budget Adjustments sent to Accounting Services, photocopies of budget worksheets, photocopies of Internal Transactions received from and sent to campus offices, photocopies of invoices sent to Accounting Services, photocopies of Invoices Paid During the period reports, photocopies of monthly ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Purchase Orders sent to Purchasing, photocopies of quotations sent to Purchasing, photocopies of receiving reports sent to Accounting Services, photocopies of requisitions sent to Purchasing, and photocopies of voucher log sheets.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
ADMINISTRATIVE DATABASES
This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records authorized for destruction in the relevant LSU records retention and disposal schedules, if the hard copy records are maintained in. organized files.
RETENTION: Delete information in the database when no longer needed.
BUDGET FILES, 1979-1984 (OBSOLETE)
This series includes but may not be limited to photocopies of Internal Transactions sent to Accounting Services, file notes, photocopies of original invoices, photocopies of receipts, NCR copies of requisitions sent to Purchasing, schedules of Travel Expense Detail sent off campus, computer-generated Operatinq Budgets for the Fiscal Years received from Budgets and Planning and campus correspondence.
RETENTION: Destroy by shredding then landfill.
BUDGET NOTEBOOK, 1963-1973 (OBSOLETE)
This series contains campus correspondence, budget workpapers,
file notes, and photocopies of salary recommendations sent to
Office of the Dean.
RETENTION: Destroy by shredding then recycling.
BUILDING COORDINATOR FILES
This series contains campus and off-campus correspondence, originals and photocopies of off-campus near-print informational material, photocopies of invoices sent to Purchasing, Purchase Orders sent to Purchasing, requisitions sent to Purchasing, carbon copies of Conceded Loss or Damage Inspection Reports sent off campus, blueprints received from off-campus, and Science Supply monthly statistics received from Science Supply.
RETENTION: Blueprints: Retain permanently in office. All other
contents: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
BUSINESS FILES
This series includes but may not be limited to photocopies of monthly statements received from Accounting Services, carbon copies of Science Supply monthly statements received from Science Supply, photocopies of Requests for purchasing Orders sent to Purchasing, carbon copies of Operating Budgets for Fiscal Years received from Budget and Planning, carbon copies of Issue Copier Supplies received from Copies Management, photocopies of timesheets sent to Payroll, monthly ledger sheets, NCR copies of Purchase Orders sent to Purchasing, student worker timesheets, and photocopies of file notes.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
CHAIRMAN ADMINISTRATIVE FILES
This series contains photocopies of annual reports sent to campus offices, photocopies of campus and off-campus correspondence, photocopies of newspaper clipping or excerpts from publications, photocopies of news releases, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, file notes, photocopies of academic profiles sent to Vice-Chancellor for Academic Affairs, photocopies of Inventories of Office Equipment sent to Property Control, and photocopies of maintenance and repair reports sent to Facility Services.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
CHAIRMAN CORRESPONDENCE NOTEBOOKS, 1966-1977 (OBSOLETE)
This series contains campus and off-campus correspondence and
photocopies of off-campus near-print informational material.
RETENTION: Destroy by shredding then landfill.
CHAIRMAN PERSONNEL AND BUDGET FILES
This series contains photocopies of campus and off-campus correspondence, photocopies of minutes of meetings received from campus offices, photocopies of budget reports received from Office of the Dean, NCR copies of Budget Worksheets, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of expenditure lists, photocopies of monthly financial statements received from Accounting Services, photocopies of employee performance evaluations sent to campus offices, photocopies of job applicant letters of reference received from off campus, photocopies of job applicant resumes received from off campus, and photocopies of Position Descriptions sent to campus offices.
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. Budget records: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.
COURSE MANAGEMENT FILES
This series includes but may not be limited to computer-generated
Course Management Reports received from Student Records and
Registration, Master Class Card lists received from Student
Records and Registration, NCR copies of Request for Drop/Add of
Sections sent to Student Records and Registration, file lists,
and computer-generated Faculty Assignment Reports sent to
Academic Affairs.
RETENTION: Retain 3 years in office, then destroy by landfill.
CURRICULA VITAE NOTEBOOK
This series contains file lists.
RETENTION: Retain in office while active, then destroy by
recycling.
DEPARTMENTAL ACTIVITIES NOTEBOOK, 1969-1974 (OBSOLETE)
This series contains campus correspondence, newspaper clippings or excerpts from publications, and policy statements received from Office of the Chancellor.
RETENTION: Transfer to University Archives.
DEPARTMENTAL INFORMATION FILES
This series contains photocopies of campus correspondence, photocopies of faculty vitae, and photocopies of faculty grant proposals.
RETENTION: Retain 5 years in office, then destroy by shredding then recycling.
DEPARTMENTAL REFERENCE NOTEBOOKS, 1963-1976 (OBSOLETE)
This series contains campus and off-campus correspondence, photocopies of reports sent to Office of the Dean, and file notes.
RETENTION: Transfer to University Archives.
DISKETTE CONTENTS INDEX NOTEBOOKS (OBSOLETE)
This series contains file notes, master forms, and form letters.
RETENTION: Retain in office while active, then destroy by
recycling.
DUE DATE FILES
This series contains photocopies of annual reports sent to Office of the Dean, campus and off-campus correspondence, photocopies of maintenance and repair reports sent to Facility Services, campus and off-campus near-print informational material, news releases received from Public Relations, budget reports sent to Office of the Dean, budget worksheets sent to Office of the Dean, monthly Financial Statements received from Accounting Services, Work Requests sent to Facility Services, Change-in-status reports of continuation or separation sent to Office of the Dean, employee performance evaluations sent to Office of the Dean, LSU-l Personnel Actions sent to Office of the Dean, Payroll Check Distribution Reports received from Accounting Services, and PER-3 Personnel Status Changes sent to Office of the Dean.
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. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget records: Retain 3 years in office, then destroy by recycling. 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.
ENROLLMENT, BUDGET, AND PERSONNEL REPORTS NOTEBOOKS, 1972-1975
(OBSOLETE)
This series contains campus correspondence, statistical reports,
and annual departmental profiles received from Academic Affairs.
RETENTION: Destroy by landfill.
EXPERIMENT STATION BUDGET NOTEBOOK, 1962-1970 (OBSOLETE)
This series contains computer-generated Operating Budgets for
Fiscal Years received from Experiment Station.
RETENTION: Destroy by landfill.
EXTERNAL FUNDING NOTEBOOK, 1974-1977 (OBSOLETE)
This series contains campus correspondence, and research reports
received from Office of Advanced Studies and Research.
RETENTION: Destroy by recycling.
FACULTY EVALUATION FILES
This series includes but may not be limited to file notes, performance evaluations received from Office of the Dean, NCR copies of PER-l Requests for Permission to Fill a Vacancy sent to Human Resource Management, Requests for Authorization, photocopies of Documentation of Individual Faculty Accomplishments and Planned Activity, and correspondence including letters of recommendation.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
FACULTY PERSONNEL FILES
This series contains file notes, campus correspondence, and photocopies of the following sent to Personnel: Change-in-Status Reports of Continuation or Separation, employee performance evaluations, employee withholding tax statements, 1-9 Employee Eligibility Verifications, job applicant letters of reference,
job applicant resumes, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, PER-l Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-l7 turn-around documents, PER-40 Contracts for Unclassified 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.
FACULTY RECRUITMENT FILES
This series contains off-campus correspondence, newspaper clippings or excerpts from publications, job applicant letters of reference received from off campus, and photocopies of job applicant resumes received from off campus.
RETENTION: Retain 1 year in office, then destroy by landfill.
GENERAL CORRESPONDENCE
This series contains photocopies and original copies of campus and off-campus correspondence
RETENTION: Retain 5 years in office, then destroy by shredding then landfill.
GENERAL FILES
This series contains annual reports received from Office of the Dean, campus and off-campus correspondence, computer-generated Inventories of Office Equipment sent to Property Control, equipment maintenance and repair reports sent to Facilities Services, minutes of meetings, newspaper clippings or excerpts from publications, news releases sent to Public Relations, policy statements received from Office of the Chancellor, procedural guidelines received from Office of Academic Affairs, budget reports sent to Office of the Dean, computer-generated Operating Budgets for Fiscal Years received from Office of the Dean, expenditure lists sent to Office of the Dean, monthly financial statements, computer-generated monthly ledger sheets received from Accounting Services, and photocopies of Travel Expense Vouchers sent to Accounting Services.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget records: Retain 3 years in office, then destroy by landfill. All other contents:
Retain in office while active or until superseded, then destroy by recycling.
GRADUATE ALUMNI FILES
This series contains photocopies of campus correspondence, photocopies and original copies of off-campus correspondence, file lists, off-campus near-print informational material, and photocopies and original copies of newspaper clippings or excerpts from publications.
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.
GRADUATE ASSISTANTSHIP FILES
This series contains photocopies of employee withholding tax statements sent to Accounting Services, photocopies of employee performance evaluations sent to Graduate School, photocopies of
1-9 Employee Eligibility Verifications sent to Accounting Services, photocopies of Payroll Check Distribution Reports received from Accounting Services, photocopies of PER-17 turn-around document sent to the Office of the Dean, and photocopies of Position Descriptions sent to Graduate School.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
GRADUATE STUDENT FILES
This series includes but may not be limited to graduate assistantship applications received from off campus, GRE reports received from off campus, photocopies of Requests for Examination sent to Graduate School, off-campus correspondence, letters of recommendation, file notes, registration cards received from Records and Registration, NCR copies of Graduate Assistant Appointment forms sent to Graduate School, and NCR copies of Change in Status forms received from Office of the Dean.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
GRANT PROPOSALS
This series contains photocopies of grant proposals sent off-campus.
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.
LEAVE FILES
This series contains LSU-5 Attendance and Leave Records sent to Personnel, campus correspondence, and leave slips.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
LIFE SCIENCES ANNEX INFORMATION FILES, 1981-1986 (OBSOLETE)
This series contains photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, originals and photocopies of newspaper clippings or excerpts from publications, originals and photocopies of file notes, telephone messages, transparencies of floor plans, and building specification received from Facility Services.
RETENTION: Transfer to University Archives.
LIFE SCIENCES BUILDING ANNEX FACILITY PLANS FILES, 1984-1985 (OBSOLETE)
This series contains photocopies of campus correspondence, campus near-print informational material, newspaper clippings or excerpts from publications, photocopies of procedural guidelines received from Office of Institutional Research, file notes, photocopies of Capital Outlay Budget Requests received from Budget Planning, photocopies of New Facility Space Requirement Reports received from Campus Planning Division, and photocopies
of Student and Employment Profiles received from Campus Planning
Division.
RETENTION: Transfer to University Archives.
LIFE SCIENCES BUILDING NOTEBOOKS, 1965-1975 (OBSOLETE)
This series contains campus and off-campus correspondence, Inventories of Office Equipment received from campus offices, minutes of meetings, campus near-print informational material, originals and photocopies of newspaper clippings or excerpts from publications, policy statements received from Office of the Chancellor, procedural guidelines received from Office of the Chancellor, and file notes.
RETENTION: Destroy by recycling.
LOUISIANA AGRICULTURAL EXPERIMENT STATION FILES
This series contains annual reports received from Agricultural Experiment Station, photocopies of campus correspondence, NCR copies of Requests for Budget Adjustments sent to Office of the Dean, and file notes.
RETENTION: Budget records: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.
MASTER TESTS
This series contains master copies of tests.
RETENTION: Retain in office while active, then destroy by
recycling.
MICROBIOLOGY FACULTY MEETING MINUTES NOTEBOOKS
This series contains photocopies of campus correspondence sent and minutes of meetings.
RETENTION: Retain in office while active, then destroy by recycling.
MICROBIOLOGY SCRAPBOOK, 2 VOLUMES, 1962-1980 (OBSOLETE)
This series contains newspaper clippings or excerpts from
publications.
RETENTION: Transfer to University Archives.
PAYROLL REPORTS
This series contains computer-generated Mailing Lists received from Payroll, computer-generated Payroll Check Distribution Reports received from Payroll, and computer-generated W-2 Mailing Lists received from Payroll.
RETENTION: Retain 3 years in office, then destroy by shredding then recycling.
PERSONNEL ACTIVITY REPORT FILES
This series contains photocopies of campus correspondence,
Personnel Activity Report sent to Office of the Dean, and PAR
Distribution Lists received from Accounting Services.
RETENTION: Retain 3 years in office, then destroy by shredding
then landfill.
POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOKS
This series contains photocopies of policy statements received from Office of the Chancellor, and procedural guidelines received from Academic Affairs.
RETENTION: Retain in office until superseded, then destroy by recycling.
PROSPECTIVE STUDENT APPLICANT FILES
This series contains correspondence, transcripts received from off-campus, letters of recommendation received from off campus, and file notes.
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 student records: Retain in office 1 year after application term, then destroy by shredding then landfill.
PURCHASING FILES
This series contains photocopies of off-campus near-print informational material, NCR copies of Internal Transactions sent to Accounting Services, originals and photocopies of invoices received off campus, photocopies of receiving reports sent to Accounting Services, Departmental Transactions Registers, Price Notifications received from Science Supply Store, carbon- copies of Requests to Science Supply Store sent to Science Supply Store, Microbiology Department Requests for Purchase sent off-campus, photocopies of Requests for Purchase Orders Alteration or Collection sent to Purchasing Office, and Standing/Blanket Order Transaction Register.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
REJECTED GRADUATE STUDENT FILES
This series contains campus and off-campus correspondence, GRE reports received from off campus, and Credentials Analysis received from Admissions.
RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.
REPAIRS TO MEET LIFE SAFETY CODE FILE
This series contains blueline drawings.
RETENTION: Retain permanently in office.
STAFF PERSONNEL FILES
This series contains photocopies of Change-in-Status Reports of Continuation or Separation sent to Personnel, photocopies of employee withholding tax statements sent to Personnel, photocopies of 1-9 Employee Eligibility Verifications sent to Personnel, job applicant letters of reference received from off campus, job applicant resumes received from off-campus, photocopies of LSU-l Personnel Action sent to Personnel, photocopies of LSU-5 Attendance and Leave Records received from Personnel, computer-generated Payroll Check Distribution Reports received from Personnel, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Office of the Dean, NCR
copies of PER-2 Personnel Appointments sent to Personnel, NCR copies of PER-3 Personnel Status Changes sent to Personnel, NCR copies of PER-l7 Turn-Around Documents sent to Personnel, photocopies of PER-40 Contracts for Unclassified Employees sent to Personnel, and photocopies of Position Descriptions sent to Personnel.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
STUDENT ASSISTANTS FILES
This series contains photocopies of employee withholding tax statements sent to Accounting Services, photocopies of 1-9 Employee Eligibility Verifications sent to Student Aid and Scholarships, photocopies of PER-17 turn-around documents sent to Student Payroll, photocopies of employee performance evaluations, NCR copies of PER-13 LSU student appointments sent to Human Resource Management, file notes, photocopies of timesheets sent to Payroll, photocopies of Payroll Vouchers sent to Accounting Services, photocopies of TADs sent to Student Aid and Scholarships, and photocopies of W-4s sent to Accounting Services.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
STUDENT ENROLLMENT NOTEBOOK, 1970-1975 (OBSOLETE)
This series contains periodic statistical reports.
RETENTION: Destroy by landfill.
TELEPHONE MESSAGE BOOKS
This series contains photocopies of telephone messages.
RETENTION: Retain 1 year in office, then destroy by landfill.
UNDERGRADUATE CANDIDATES FOR DEGREE FILES
This series contains Advisor Cards received from Student Records and Registration, photocopies of Degree Audit Reports received from Office of the Dean, NCR copies of grade reports received from Student Records and Registration, and photocopies of College of Basic Sciences Status Sheets.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
UNDERGRADUATE STUDENT FILES
This series contains unofficial transcripts received from Office of the Dean and off-campus correspondence.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
UNTITLED NOTEBOOK, 1979-1984 (OBSOLETE)
This series contains master forms, off-campus near-print information material, procedural guidelines received from campus offices, file lists, file notes, and sample completed forms received from campus offices.
RETENTION: 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 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.