DEPARTMENT OF AGRICULTURAL ENGINEERING

ACCOUNTING FILES

This series contains computer-generated Invoices Paid During the Period Reports received from Accounting Services, photocopies of monthly ledger sheets received from Accounting Services, NCR copies of Purchase Orders sent to Purchasing, Travel Expense Vouchers, photocopies of Requests for Authorization to Travel sent to Office of the Dean, photocopies of Payroll Check Distribution Reports received from Accounting Services, NCR copies and photocopies of Blanket Orders sent to LSU Agricultural Center, photocopies of Petty Cash forms sent to Accounting Services, and photocopies of Direct Charge invoices sent to Accounting Services.

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

ACCOUNTING LEDGERS

This series contains photocopies of ledger sheets received from

Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

ACCREDITATION FILES

This series contains photocopies of off-campus correspondence and procedural guidelines received from off-campus.

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

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.

BLANKET ORDERS

This series contains photocopies or NCR copies of Blanket Orders

sent to LSU Agricultural Center.

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

CLASS LISTS

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.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

COURSE OFFERING LISTS

This series contains Course Offering Lists.

RETENTION: Retain in office while active, then destroy by

recycling.

DAILY PHYSICAL PLANT LOG

This series contains daily log sheets.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series contains photocopies of grant applications and awards, annotated surveys and reports, master forms, meeting minutes, campus and off-campus correspondence, newspaper clippings, file notes, and procedural guidelines.

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 All other contents: Retain in office while active or until superseded, then destroy by recycling.

DEPARTMENTAL FILES

This series contains photocopies of annual reports, photocopies of campus and off-campus correspondence, off-campus near-print informational material, policy statements, procedural guidelines, faculty evaluations, and computer-generated Faculty Summary Reports received from Measurement and Evaluation Center.

RETENTION: Evaluations: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

DIRECT CHARGE INVOICES

This series contains photocopies of Direct Charge Invoices sent

to Accounting Services.

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

Center, then destroy by shredding then recycling.

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are 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. 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 ASSOCIATES PERSONNEL FILES

This series contains teacher evaluations received from Office of the Dean, personnel appointment forms, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, promotion and tenure forms sent to Office of the Dean, and continuation and separation forms.

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

GRADUATE ASSISTANTSHIPS FILES

This series contains photocopies of timesheets, campus correspondence, photocopies of PER-14 appointment notifications sent to Human Resource Management, photocopies of PER-17 appointment notifications sent to Human Resource Management, file notes, reports received from students, Form I-9s Eligibility for Employment, photocopies of W-4s, and Loyalty Oaths.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

GRADUATE PROGRAM INQUIRY FILES

This series contains off-campus correspondence.

RETENTION: Retain in office while active, then destroy by

landfill.

GRANT PROPOSAL FILES

This series contains procedural guidelines received from off

campus and photocopies of proposals sent off campus.

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

INVOICES PAID DURING THE PERIOD REPORT

This series contains computer-generated Invoices Paid During the

Period Reports received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

MOTORPOOL BILLING FILES

This series contains photocopies of Internal Transactions sent to

LSU Agricultural Center and Accounting Services, and photocopies

of work orders sent to departments.

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

MOTORPOOL FILES

This series contains log sheets and campus near-print informational material.

RETENTION: Log sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

PAYROLL ACCOUNTING FILES

This series contains Payroll Check Distribution Reports received from Accounting Services and student timesheets.

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

PETTY CASH FORMS

This series contains photocopies of Petty Cash forms sent to

Accounting Services.

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

PROFESSOR PUBLICATIONS

This series contains publications received from faculty.

RETENTION: Retain in office while active, then destroy by

recycling.

PROGRAM MANUALS

This series contains program manuals.

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

PURCHASE ORDERS

This series contains NCR copies of Purchase Orders sent to LSU

Agricultural Center and Purchasing.

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

STAFF PERSONNEL FILES

This series contains photocopies of resumes, photocopies of appointment forms sent to Office of the Dean, photocopies of evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies of job descriptions sent to 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 timecards and photocopies of the following sent to Student Aid and Scholarships: Form 1-9 employee Eligibility Verifications, W-2s, Loyalty Oaths, and

TADS.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

STUDENT FILES

This series contains photocopies of Degree Audits received from

Office of the Dean, NCR copies of Grade Reports received from

Student Records and Registration, and photocopies of Course

Substitution forms.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by shredding then landfill.

TRAVEL FILES

This series contains Travel Expense Vouchers and photocopies of

Requests for Authorization to Travel sent to Office of the Dean.

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

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains campus near-print informational material, file notes, and report drafts.

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

VEHICLE FILES

This series contains photocopies of vehicle registration sent to

LSU Agricultural Center, photocopies of Daily Vehicle Log Sheets,

and photocopies of repair reports sent to Accounting Services.

RETENTION: Retain 5 years in office, 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.