RESIDENCE FOOD SERVICES
ACCIDENT REPORTS
This series contains photocopies of accident reports sent to Human Resource Management.
RETENTION: Record (master) copy: Retain in office 30 years after settlement, then destroy by shredding then recycling.
Duplicates: Retain in office while active, then destroy by recycling.
ACCOUNTING LEDGERS
This series contains monthly ledger sheets received from
Accounting Services.
RETENTION: Retain in office until superseded, then destroy by
recycling.
ACCOUNTING SPECIALIST WORKING FILES
This series contains Daily Operation Reports.
RETENTION: Retain 3 years in office, then destroy by recycling.
ACCOUNTING SUPERVISOR WORKING FILES
This series contains campus and off-campus correspondence, campus near-print informational material, procedural guidelines received from Accounting Services, reports received from campus offices, schedules, file notes, and file lists.
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 All other contents: Retain in office while active or until superseded, then destroy by landfill.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 DIRECTOR ADMINISTRATIVE FILES
This series contains campus and off-campus correspondence, Meal Census Reports, policy statements, procedural guidelines, computer-generated Operating Budget for the Fiscal Year received from Budget and Planning, and budget reports.
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Retain in office until superseded, then destroy by recycling.
ASSISTANT MANAGER STUDENT ASSISTANT FILES
This series contains policy statements, procedural guidelines, duty sheets, and schedules.
RETENTION: Duty sheets: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.
ASSISTANT TO DIRECTOR ACCOUNT ADMINISTRATION FILES
This series contains campus and off-campus correspondence, equipment inventories, NCR copies of Internal Transactions sent to Accounting Services, NCR copies of invoices sent to Accounting Services, NCR copies of Purchase Orders sent to Purchasing, file notes, file lists, and licenses.
RETENTION: Correspondence: Retain 5 years in otf ice, then destroy by shredding then landfill. Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.
ASSISTANT TO DIRECTOR ADMINISTRATIVE FILES
This series contains campus correspondence, photocopies of meeting minutes received from committees, campus and off-campus near-print informational material, file lists, file notes, worksheets and program source codes.
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 landfill.
ASSISTANT TO DIRECTOR PURCHASING FILES
This series contains campus and off-campus correspondence, photocopies of Purchase Orders, file lists, and file notes.
RETENTION: Correspondence: Retain 5 years in office, then
destroy by shredding then landfill. purchase orders: Retain 3 years in office, then destroy by recycling. All other contents:
Retain in office while active, then destroy by recycling.
BAKESHOP FILES
This series contains photocopies of inventories, NCR copies of invoices, Bakeshop production sheets, Production Assignment sheets, menus, photocopies of accident reports, and photocopies of training records.
RETENTION: Training records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Accident reports:
Retain in office 30 years after settlement, then destroy by shredding then recycling. Invoices: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by recycling.
BID FILES
This series contains photocopies of requisitions received from
Purchasing and bids received from off campus.
RETENTION: Retain in office 3 years after termination of
contract, then destroy by shredding then landfill.
BOARD PLAN FILES
This series contains transaction cards with name, identification number, and date; NCR copies of vouchers received from Office of Bursar Operations; and NCR copies of student meal plan selections received from students.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
BROUSSARD CAFETERIA FILES
This series contains NCR copies of Internal Transactions sent to
Accounting Services, daily operation reports received from
cafeterias, and cash receipt books received from campus offices.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
BUSINESS SERVICE MANAGER ADMINISTRATIVE FILES
This series contains campus and off-campus correspondence, policy statements, procedural guidelines, computer-generated Operating Budget for the Fiscal Year received from Budget and Planning, applications received from off campus, leave slips, and computer-generated monthly leave reports received from Human Resource Management.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Leave slips: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
Applications: Retain 1 year in office, then destroy by shredding then landfill. Budgets and leave reports: Retain 3 years in office, then destroy by shredding then recycling. All other contents: Retain in office until superseded, then destroy by recycling.
CAFETERIA BUILDING SPECIFICATIONS AND BLUEPRINTS
This series contains photocopies of building specifications and
blueprints received from off campus.
RETENTION: Retain permanently in office.
CAKE ORDERS
This series contains cake orders.
RETENTION: Retain 3 years in office, then destroy by landfill.
CAMPUS POLICIES AND PROCEDURES FILES
This series contains 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.
CASH LOG
This series contains log sheets with daily cash sales report
notes received from cashiers.
RETENTION: Retain 3 years in office, then destroy by landfill.
CASH REPORTS
This series contains Cash Reports.
RETENTION: Retain 3 years in office, then destroy by landfill.
CERTIFICATES OF QUALITY
This series contains Certificates of Quality received from off
campus.
RETENTION: Retain in office while active, then destroy by landfill.
CHECK INFORMATION FILES
This series contains campus near-print informational material and
photocopies of checks sent to campus offices.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by shredding then landfill.
CHECK LOG
This series contains log sheets with date, check number, name, bank, and amount.
RETENTION: Retain 3 years in office, then destroy by landfill.
COORDINATOR WORKING FILES
This series contains file lists, comments received from diners,
and menus.
RETENTION: Retain in office while active, then transfer to
University Archives.
CORRESPONDENCE
This series contains campus and off-campus correspondence.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
DAILY BONUS TRANSACTIONS
This series contains Daily Bonus Transactions.
RETENTION: Retain in office until summarized, then destroy by
recycling.
DAILY CASH LOG
This series contains log sheets with name and money counted.
RETENTION: Retain 3 years in office, then destroy by recycling.
DIRECTOR ADMINISTRATIVE FILES
This series contains campus and off-campus near-print informational material, photocopies of Operating Budget for the Fiscal Year received from Budget and Planning, photocopies of financial statements, photocopies of worksheets, photocopies of inventory reports, photocopies of meal plan rate sheets, photocopies of schedules, photocopies of Capital Outlay Budget Requests, photocopies of Capital Outlay Budget Approvals received from Office of the Vice-Chancellor, computer-generated Enrollment Summaries received from Budget and Planning, photocopies of meal plan counts, schedules, file notes, and file lists.
RETENTION: Retain 3 years in office, then destroy by 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.
EMPORIUM REPORTS
This series contains Emporium reports.
RETENTION: Retain 3 years in office, then destroy by landfill.
EQUIPMENT FILES
This series contains building specifications received from off campus, off-campus near-print informational material, NCR copies of invoices sent to Accounting Services, NCR copies of requisitions sent to Accounting Services, and photocopies of maintenance contracts sent off campus.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
EQUIPMENT INVENTORY CARD FILE
This series contains cards with date bought, serial number, LSU number, etc.
RETENTION: Retain in office while active, then destroy by landfill.
EQUIPMENT INVENTORIES
This series contains photocopies of Equipment Inventories sent to
Property Control.
RETENTION: Retain 1 year in office, then destroy by recycling.
EQUIPMENT PURCHASING FILES
This series contains NCR copies of Purchase Orders, warranties received from off campus, and instructions.
RETENTION: Warranties: Retain in office for life of equipment, then destroy by landfill. Purchase orders: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.
EQUIPMENT WARRANTY FILES
This series contains warranties received from off campus and instructions received from off campus.
RETENTION: Retain in office for life of equipment, then destroy by landfill.
EQUIPMENT WARRANTIES
This series contains warranties received from off campus.
RETENTION: Retain in office for life of equipment, then destroy
by landfill.
FINANCIAL STATEMENT FILES
This series contains worksheets and financial statements.
RETENTION: Retain 2 years in office, then destroy by recycling.
FOOD INVENTORIES
This series contains computer-generated Food Inventories.
RETENTION: Retain 1 year in office, then destroy by landfill.
GENERAL ADMINISTRATIVE FILES, 1983-1991 (OBSOLETE)
This series contains production sheets, annotated menus, and
employee schedules.
RETENTION: Retain 3 years in office, then destroy by recycling.
GENERAL LEDGER FILES
This series contains NCR copies of Internal Transactions received from Accounting Services, worksheets, NCR copies of Payroll Vouchers sent to Payroll, and NCR copies of Cash Receipt Vouchers sent to Office of Bursar Operations.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
GENERAL LEDGER LISTINGS
This series contains computer-generated General Ledger Listings.
RETENTION: Retain 3 years in office, then destroy by landfill.
GRAPHIC ARTS PAGES
This series contains graphic arts pages.
RETENTION: Retain in office while active, then destroy by
landfill.
INVENTORY CONTROL REPORTS
This series contains computer-generated Inventory Control
Reports.
RETENTION: Retain in office until superseded, then destroy by
landfill.
INVENTORY PROCUREMENT CARD FILE
This series contains cards with date ordered, where from, cost, date received, and quantity received.
RETENTION: Retain 1 year in office, then destroy by landfill.
INVOICES
This series contains NCR copies of invoices.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by landfill.
LAUNDRY LOG
This series contains log sheets with date, how much, and time
received.
RETENTION: Retain 3 years in office, then destroy by landfill.
LAVILLE CAFETERIA FILES
This series contains photocopies of campus correspondence, food inventories, Position Descriptions, applications received from off campus, photocopies of accident reports, handbooks, evaluations of food, produce price lists received from Food Store, and photocopies of invoices sent to Food Store.
RETENTION: Invoices: Retain 2 years in office, then 5 years Records Center, then destroy by recycling. Accident reports:
Record (master) copy: Retain in office 30 years after settlement, then destroy by shredding then recycling.
Duplicates: Retain in office while active, then destroy by shredding then recycling. Handbooks and price lists: Retain office while active or until superseded, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by recycling.
LEAVE SLIPS
This series contains leave slips.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
LEAVE TRACKING REPORTS
This series contains computer-generated Leave Tracking Reports 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 recycling.
MANAGER ADMINISTRATIVE FILES
This series contains campus and off-campus correspondence, timesheets, and duty sheets.
RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by recycling.
MANAGER POLICIES AND PROCEDURES FILES
This series contains policy statements received from Office of the Chancellor and Residence Food Services procedural guidelines.
RETENTION: Policy statements: Retain in office until superseded, then destroy by recycling. procedural guidelines:
Retain permanently in office.
MASTER FORMS
This series contains master forms.
RETENTION: Record (master) copy: Retain permanently in office.
Duplicates: Retain in office while active or until superseded,
then destroy by landfill.
MEAL CENSUS REPORTS
This series contains Meal Census Reports.
RETENTION: Retain 3 years in office, then destroy by landfill.
MEAL PLANS
This series contains Meal Plans.
RETENTION: Retain in office while active, then destroy by
recycling.
MENUS
This series contains annotated menus.
RETENTION: Retain in office while active, then transfer to
University Archives.
MENUS
This series contains menus.
RETENTION: Retain in office while active, then transfer to
University Archives.
ORDER BOOKS
This series contains order books with date, number, and amount.
RETENTION: Retain 3 years in office, then destroy by landfill.
ORDERING LOG
This series contains log sheets with amount, number, and date.
RETENTION: Retain 3 years in office, then destroy by landfill.
ORDERS
This series contains orders.
RETENTION: Retain 3 years in office, then destroy by landfill.
PAYROLL CHECK DISTRIBUTION REPORTS
This series contains computer-generated Payroll Check
Distribution Reports received from Human Resource Management.
RETENTION: Retain 3 years in office, then destroy by shredding
then recycling.
PAYROLL VOUCHERS
This series contains computer-generated Payroll Vouchers received from Accounting Services.
RETENTION: Retain in office until superseded, then destroy by landfill.
PERSONNEL EVALUATION FILES
This series contains photocopies of letters sent to campus and off-campus and photocopies of performance evaluations.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
PROBLEM LOG
This series contains log sheets with name and what happened.
RETENTION: Retain 3 years in office, then destroy by recycling.
PRODUCT EVALUATIONS
This series contains photocopies of product evaluations.
RETENTION: Retain 3 years in office, then destroy by recycling.
PRODUCTION SHEETS
This series contains annotated production sheets.
RETENTION: Retain 3 years in office, then destroy by landfill.
PRODUCTION SHEETS LOG, 1985-1989 (OBSOLETE)
This series contains log sheets with amount of food used and food left over.
RETENTION: Retain 3 years in office, then destroy by recycling.
PROMOTION/PUBLICITY FILES
This series contains campus and off-campus correspondence, photocopies of bids received from campus offices and NCR copies of requisitions sent to Purchasing.
RETENTION: Bids: Record (master) copy: Retain in office 3 years after termination of contract, then destroy by shredding then landfill. Duplicates: Retain in office while active, then destroy by shredding then recycling. correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.
PROMOTIONAL PROJECTS FILES
This series contains campus correspondence and campus near-print
informational material.
RETENTION: Retain 5 years in office, then transfer to University
Archives.
RAISE RECOMMENDATIONS
This series contains computer-generated Raise Recommendations 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 recycling.
RECEIVING FILES
This series contains NCR copies of Internal Transactions sent to
Accounting Services and NCR copies of Receiving Reports received
from off campus.
RETENTION: Retain 3 years in office, then destroy by landfill.
RECEIVING REPORTS
This series contains NCR copies of Receiving Reports received
from Purchasing.
RETENTION: Retain 3 years in office, then destroy by landfill.
RECIPE CARD FILE
This series contains recipe cards.
RETENTION: Retain in office while active, then destroy by
landfill.
REGISTER TAPES
This series contains register tapes.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by recycling.
REQUESTS FOR LEAVE
This series contains leave requests.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.
REQUISITIONS
This series contains photocopies of requisitions received from
Purchasing.
RETENTION: Retain 3 years in office, then destroy by recycling.
SPECIAL FUNDING GROUPS FILES
This series contains NCR copies of Internal Transactions sent to
Accounting Services and photocopies of computer-generated
billing.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by landfill.
STAFF PERSONNEL FILES
This series contains photocopies of resumes, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies or NCR copies of the following sent to Human Resource Management: Position Descriptions, LSU-l Personnel Actions, LSU-5 Attendance and Leave Records, Per-2 Personnel Appointments, and Per-3 Personnel Status Changes.
RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.
STANDING BLANKET ORDER LOG
This series contains log sheets with date received, invoice
number, and who charged to
RETENTION: Retain 3 years in office, then destroy by recycling.
STUDENT ASSISTANT CARD FILE
This series contains cards with name, position, Social Security number, dates absent, telephone number, etc.
RETENTION: Retain in office while active, then destroy by shredding then landfill.
STUDENT ASSISTANT INFORMATION FILES
This series contains campus correspondence and procedural guidelines.
RETENTION: Retain in office while active or until superseded, then destroy by recycling.
STUDENT ASSISTANT PERSONNEL FILES
This series contains photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: Form 1-9 Employee Eligibility Verifications, W-4s, Loyalty Oaths, Employment Processing Forms, Social Security cards, driver's licenses, and passports.
RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.
TEMPERATURE LOG
This series contains log sheets with date, time, and temperature.
RETENTION: Retain 3 years in office, then destroy by recycling.
TERMINATED STUDENT EMPLOYEES CARD FILE
This series contains cards with names, dates, etc.
RETENTION: Retain in office while active, then destroy by
shredding then landfill.
TIMECARDS
This series contains timecards.
RETENTION: Retain 7 years in office, then destroy by shredding
then landfill.
UNCLASSIFIED JOB APPLICANT FILES
This series contains letters of reference received from off campus and resumes received from off campus.
RETENTION: Retain 1 year in office, then destroy by shredding then landfill.
USAGE FILES
This series contains NCR copies of invoices, production sheets,
meal usage reports, and NCR copies of daily shipping reports.
RETENTION: Retain 2 years in office, then 5 years in Records
Center, then destroy by landfill.
VENDOR FILES
This series contains NCR copies of Internal Transactions received from departments, NCR copies of Purchase Orders received from off campus, file lists, transmittals, photocopies of Journal Vouchers sent to Accounting Services, and computer-generated bills received from University Stores.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.
VENDOR INVOICE FILES
This series contains NCR copies of Internal Transactions received from Accounting Services and NCR copies of invoices received from off campus.
RETENTION: Retain 2 years in office, then 5 years in Records Center, then 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 that 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.
WORK SCHEDULES
This series contains work schedules.
RETENTION: Retain 3 years in office, then destroy by recycling.