DEPARTMENT OF PLANT BIOLOGY
ACCOUNTING POSTING FILES
This series includes but 'nay not be limited to invoices, photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies of invoices sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, NCR copies of requisitions sent to Purchasing, photocopies of magazine subscriptions, 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 INFORMATION FILES
This series contains photocopies of Requests for Budget Adjustments sent to Budget and Planning, invoices, photocopies of ledger sheets received from Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of Requests for OPAS and IPAS Approvals sent to Office of the Dean, and photocopies of Records of Grant Establishment - A520 received from Office of the Dean.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
BOARD OF REGENTS FIVE-YEAR PLAN AND SELF-STUDY REPORT NOTEBOOKS
This series contains reviews of academic program reports, five-year plans, recommendations to Board of Regents, strategic plans, and responses to statewide review.
RETENTION: Retain permanently in office.
BUDGET FILES
This series includes but may not be limited to ledger sheets, photocopies of Internal Transactions sent to Accounting Services, file notes, off-campus correspondence, 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 Adjustment sent to Office of the Dean, and computer-generated Invoices Paid During the Period reports received from Accounting Services.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
BUDGET REFERENCE NOTEBOOKS
This series contains photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of financial statements received from Accounting Services, computer-generated ledger sheets received from Accounting Services, photocopies of projection summaries of ledgers received from Accounting Services, photocopies of salaries and special funds, customer lists, and Invoices and Documents Paid During the period reports received from Accounting Services.
RETENTION: Retain 3 years in office, then destroy by recycling.
CAMPUS CORRESPONDENCE
This series contains campus correspondence.
RETENTION: Retain 5 years in office, then destroy by shredding
then recycling.
CLASS LISTS NOTEBOOK
This series contains computer-generated Class Lists received from
Student Records and Registration.
RETENTION: Retain in office 1 year after term distributed, then
destroy by shredding then landfill.
CLASS SCHEDULE FILES
This series contains computer-generated class schedule reports received from Student Records and Registration, photocopies of Requests for Addition of New Courses sent to Academic Affairs, NCR copies of Requests for Adding or Dropping of Courses or Sections sent to Student Records and Registration, and Requests for Adding, Changing, or Dropping a Curriculum sent to Academic Affairs.
RETENTION: Retain 3 years in office, then destroy by landfill.
CLERK CHIEF II WORKING FILES
This series contains photocopies of campus and off-campus correspondence, photocopies of Inventories of Office Equipment received from Property Control, photocopies of newspaper clippings or excerpts from publications, photocopies of news releases sent to Public Relations, photocopies of change-in-status reports of continuation or separation sent to Human Resource Management, employee withholding tax statements, 1-9 Employee Eligibility Verifications, job applicant resumes, LSU-5 Attendance and Leave Records, and student assistant timesheets.
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. All other contents: Retain in office while active or until superseded, then destroy by landfill.
CLERK INFORMATION FILES
This series contains photocopies of campus and off-campus correspondence, sample master forms, campus and off-campus near-print informational material, and newspaper clippings or excerpts from publications.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
CLERK WORKING FILES
This series contains campus correspondence, campus near-print informational material, and file lists.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
COMPUTER USERS LOG
This series contains log sheets.
RETENTION: Retain 3 years in office, then destroy by recycling.
CORRESPONDENCE AND MAILING LISTS NOTEBOOKS
This series contains campus and off-campus correspondence and mailing lists.
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.
COURSE AND FACULTY SCHEDULING NOTEBOOKS
This series includes but may not be limited to 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, and computer-generated Course Management Reports received from Student Records and Registration.
RETENTION: Retain 3 years in office, then destroy by recycling.
DEPARTMENTAL ADMINISTRATIVE FILES
This series includes but may not be limited to campus correspondence, procedural guidelines received from campus offices, photocopies of Capital Outlay Budget Requests sent to Board of Supervisors, reports, State Employees Group Benefit Memorandum, master forms, photocopies of Academic personnel Reports received from Human Resource Management, faculty project budget proposals, off-campus correspondence, newspaper clippings, file notes, photocopies of Requests for Changing or Dropping a Course sent to Office of the Dean, photocopies of Requests for Addition of New Course sent to Office of the Dean, computer-generated Management Reports received from Student Records and Registration, computer-generated Faculty Assignment lists received from Budget and Planning, and photocopies of policy statements received from Office of the Chancellor.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Course management records:
Retain in office 1 year after term distributed, 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.
DEPARTMENT OF BOTANY AND PLANT PATHOLOGY BOOKS, 1952-1960
(OBSOLETE)
This series contains Botany and Plant Pathology newsletters.
RETENTION: Transfer to university Archives.
DISSERTATIONS AND THESES
This series contains dissertations and theses.
RETENTION: Retain permanently in office.
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.
FACULTY AND STAFF PERSONNEL FILES
This series contains photocopies of Position Descriptions sent to Human Resource Management, NCR copies of Change-in-Status Reports of Continuation and Separation sent to Office of the Dean, Biographical Data Cards, photocopies of employee performance evaluations, photocopies of employee withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, job applicant letters of reference, job applicant resumes received from off campus, LSU-5 Attendance and Leave Records, computer-generated Payroll Check Distribution Reports received from Accounting Services, and NCR copies of the following sent to Human Resource Management: PER-l Requests for Permission to Fill a Vacancy, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, PER-25 Employment Contracts for Academic Employees received from Human Resource Management, and PER-18 Affirmative Action Compliance Reports.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
FACULTY APPLICATIONS FILES
This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus, and statements of research goals received from off campus.
RETENTION: Retain 1 year in office, then destroy by shredding then landfill.
FACULTY ASSIGNMENT REPORTS
This series contains computer-generated Faculty Assignment
Reports received from Student Records and Registration.
RETENTION: Retain 3 years in office, then destroy by landfill.
FACULTY GRANT FILES
This series contains photocopies of Grant Proposal Routing
Sheets.
RETENTION: Retain in office 3 years after termination of
contract, then destroy by shredding then recycling.
FACULTY PROMOTION AND TENURE FILES
This series includes but may not be limited to curricula vitae, photocopies of faculty grant summary statements, photocopies of Biographical Data Cards, letters of recommendation, teaching evaluation forms, and photocopies of faculty publications.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
GENERAL INFORMATION NOTEBOOKS
This series contains campus and off-campus near-print informational material, photocopies of campus correspondence, photocopies of procedural guidelines received from campus, computer-generated ledger sheets received from Accounting Services, and NCR copies of Personnel Activity Reports received from Human Resource Management.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GRADE SHEETS
This series contains computer-generated grade sheets received from Student Records and Registration.
RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.
GRADUATE AND UNDERGRADUATE STUDENT FILES
This series includes but may not be limited to photocopies of employee withholding tax statements, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, job applicant letters of reference, NCR copies of PER-2 personnel Appointments sent to Human Resource Management, NCR copies of PER-17 turn-around documents sent to Accounting Services, photocopies of Graduate Assistant Employment Processing forms sent to Accounting Services, photocopies of O.R.F. Applications, photocopies of Loyalty Oaths sent to Student Aid and Scholarships, Credentials Analysis received from Student Records and Registration, photocopies of student transcripts received from Student Records and Registration, registration cards, departmental supplementary information, PHD date received lists, photocopies of GRE Reports received from Graduate School, photocopies of applications for admission received from Graduate School, student data sheets, graduate program inquiries, Programs of Study sent to Graduate School, and Degree Audits sent to Office of the Dean.
RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.
GRADUATE BROCHURE WORKING FILES
This series contains campus near-print informational material, file lists, and file notes.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
GRADUATE STUDENT APPLICATION FILES
This series contains correspondence, transcripts received from off campus, photocopies of TOEFL reports received from off campus, photocopies of GRE scores received from off campus, applications received from off campus, and letters of recommendations received from off campus.
RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.
GRANTS INFORMATION NOTEBOOKS
This series contains campus correspondence, Cost Sharing Log
Sheets, grant totals received from Grants and Contracts, photocopies of Records of Grant Establishments received from Grants and Contracts, and sample Personnel Activity Reports.
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then recycling.
INVENTORY LISTS
This series contains computer-generated Inventories of Office
Equipment received from Property Control, maintenance and repair
reports, and procedural guidelines.
RETENTION: Retain 3 years in office, then destroy by recycling.
LISTING OF ACCOUNTS
This series contains computer-generated ledger sheets received from Accounting Services and computer-generated Listings of Records received from Accounting Services.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
MANAGEMENT REPORT FILES
This series contains the following computer-generated reports
received from Student Records and Registration: Course Offerings
Reports, Registration Schedule of Classes Proofs, Class
Management Reports, and Enrollment Management Reports.
RETENTION: Retain 3 years in office, then destroy by recycling.
MISCELLANEOUS FILES
This series contains annual reports sent to Office of the Dean, campus and off-campus correspondence, minutes of meetings, newspaper clippings or excerpts from publications, news releases, policy statements received from Office of the Chancellor, procedural guidelines received from campus offices, budget reports, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, financial statements, Internal Transactions sent to Accounting Services, invoices sent to Accounting Services, Invoices Paid During the Period reports received from Accounting Services, computer-generated ledger sheets received from Accounting Services, Travel Expense Vouchers sent to Accounting Services, NCR copies of Work Requests sent to Facility Services, and photocopies of Vehicle Usage forms sent to Property Control.
RETENTION: Correspondence: Retain 5 years in office, 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. All other contents: Retain in office while active or until superseded, then destroy by landfill.
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 WORKING FILES
This series contains campus and off-campus correspondence, newspaper clippings or excerpts from publications, and news releases.
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.
PERSONNEL ACTIVITY REPORTS FILES
This series contains photocopies of Personnel Activity Reports
received from Human Resource Management and computer-generated
Personnel Activity Reports Distribution Lists received from Human
Resource Management.
RETENTION: Retain 3 years in office, then destroy by recycling.
PERSONNEL ACTIVITY REPORTS INFORMATION NOTEBOOK
This series contains instructions for preparation and documentation of Personnel Activity Reports received from Human Resource Management.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOKS
This series contains photocopies of policy statements received from Office of the Chancellor and procedural guidelines received from campus offices.
RETENTION: Retain in office until superseded, then destroy by recycling.
SEMINAR ANNOUNCEMENTS MASTER FILE NOTEBOOK
This series contains photocopies of news releases.
RETENTION: Retain in office while active, then destroy by
recycling.
SEMINAR NOTEBOOK
This series contains off-campus near-print informational material and seminar announcements received from off campus.
RETENTION: Retain in office while active or until superseded, then destroy by landfill.
STAFF AND FACULTY LEAVE NOTEBOOKS
This series includes but may not be limited to campus correspondence, computer-generated monthly PAR leave reports received from Human Resource Management, leave slips, annual leave summaries received from Human Resource Management, annual reports received from Human Resource Management, photocopies of policy statements received from Human Resource Management, and photocopies of procedural guidelines received from Human Resource Management.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
STUDENT ASSISTANT FILES
This series contains photocopies of employee withholding tax statements sent to Human Resource Management, NCR copies of PER-17 turn-around documents sent to Human Resource Management, student assistant timesheets sent to Accounting Services, NCR copies of PER-13 Student Appointments sent to Office of the Dean, photocopies of Loyalty Oaths sent to Student Aid and Scholarships, NCR copies of PER-ll Work Study Appointments sent to Student Aid and Scholarships, photocopies of 1-9 Employee Eligibility Verifications sent to Student Aid and Scholarships, Student Employment Processing forms sent to Accounting Services, photocopies of Student and Transient Actions sent to Accounting Services, and photocopies of Drug Compliance Summary Statements sent to Student Aid and Scholarships.
RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
STUDENT TIMESHEETS NOTEBOOKS
This series contains photocopies of student assistant timesheets sent to Accounting Services.
RETENTION: Record (master) copy: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Duplicates: Retain in office until summarized, then destroy by shredding then landfill.
TEACHER EVALUATION FILES
This series contains photocopies of evaluation sheets received from Measurement and Evaluation, photocopies of combined comments received from Measurement and Evaluation, and individual student comment sheets received from students.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then 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.