DEPARTMENT OF AGRONOMY

 

ACCOUNTING CLERK REFERENCE FILES

This series contains photocopies of campus correspondence and manuals received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

ACCOUNTING LEDGERS

This series contains computer-generated ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

ACCOUNTING SPECIALIST WORKING FILES

This series contains photocopies of campus correspondence.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ACCOUNTS PAYABLE FILES

This series includes but may not be limited to 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, 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.

 

ADMINISTRATIVE SPECIALIST ADMINISTRATIVE FILES

This series includes but may not be limited to computer-generated

Faculty Assignment Reports received from Student Records and

Registration, photocopies of policy statements received from the

Office of the Chancellor, and procedural guidelines.

RETENTION: Retain in office while active, then destroy by

recycling.

 

AGRONOMY ALUMNI FILES

This series contains file lists, file notes, meeting minutes, and procedural guidelines.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

AGRONOMY ANNUAL REPORTS

This series contains annual reports sent to Office of the Dean.

RETENTION: Retain in office while active, then destroy by

recycling.

 

AGRONOMY DEPARTMENT HISTORY SCPRABOOK

This series contains campus near-print informational material,

newspaper clippings, and photographs.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

AGRONOMY DEPARTMENT VISITORS SIGN-IN BOOK

This series contains a sign-in book.

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

 

ANNUAL STATISTICAL REPORTS

This series contains annual reports sent to Louisiana

Agricultural Experiment Station.

RETENTION: Retain in office while active, then destroy by

recycling.

 

BLUEPRINTS

This series contains blueprints of Sturgis Hall and Perkins Road

Farm.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

CAMPUS CORRESPONDENCE FILES, 1977-1985 (OBSOLETE)

This series contains campus correspondence and faculty evaluations.

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

Destroy by shredding then recycling.

 

CONFERENCE ROOMS RESERVATION BOOKS

This series contains reservation books.

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

 

COURSE ADDITION FILES

This series includes but may not be limited to photocopies of Request for Addition of Courses sent to Academic Affairs and campus correspondence.

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

 

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, and computer-generated Course Management Reports received from Student Records and Registration.

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

 

DEPARTMENT HEAD ADMINISTRATIVE FILES

This series contains file lists, file notes, campus and off-campus correspondence, procedural guidelines received from campus offices, and computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budgets: Retain 3 years in office, then destroy by recycling. All other contents: Retain

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

 

DEPARTMENTAL FILES

This series contains photocopies of annual reports sent of Office of the Dean, campus and off-campus correspondence, policy statements received from Office of the Chancellor, and procedural guidelines received from campus offices.

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.

 

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 PERSONNEL FILES

This series includes but may not be limited to teacher evaluations received from Office of the Dean, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, and photocopies of Change-in-Status Reports of Continuation or Separation 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.

 

FACULTY PUBLICATIONS

This series contains faculty publications.

RETENTION: Retain permanently in office.

 

FACULTY RECRUITMENT FILES

This series includes but may not be limited to file notes, evaluations received from Office of the Dean, photocopies of PER-1 Requests for Permission to Fill a Vacancy sent to Human Resource Management, photocopies of job notices sent to Human Resource Management, and correspondence including letters of recommendation.

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

 

GRADUATE STUDENT APPLICATIONS FILES

This series contains prospective student evaluations,

correspondence, transcripts received from off campus, photocopies of GRE scores received from Admissions, photocopies of TOEFL scores received from Admissions, photocopies of Credentials Analysis received from Admissions, and applications received from off campus.

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.

 

INSURANCE INFORMATION FILES

This series contains photocopies of campus and off-campus correspondence and off-campus near-print informational material.

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

 

INTERNAL LEDGER NOTEBOOKS

This series contains internal ledgers.

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

 

INVENTORY OF OFFICE EQUIPMENT

This series contains computer-generated Inventories of Office

Equipment sent to Property Control.

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

 

LEAVE FILES

This series contains NCR copies of Leave Slips sent to Louisiana Agricultural Experiment Station, leave cards, and computer-generated Annual Leave Summaries 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.

 

LEAVE TRACKING REPORTS

This series contains computer-generated Leave Tracking Reports

received from Automated Systems.

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

 

LIST OF FACULTY PUBLICATIONS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

 

LOUSISANA AGRICULTURAL EXPERIMENT STATION MONTHLY LEDGER SHEETS

This series contains carbon copies of monthly ledger sheets

received from Louisiana Agricultural Experiment Station.

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

 

LOUISIANA AGRICULTURAL EXPERIMENT STATION PUBLICATIONS

This series contains mimeo series publications received from

Louisiana Agricultural Experiment Station.

RETENTION: Retain in office while active, then transfer to University Archives.

 

LSU CATALOGS

This series contains LSU Catalogs received from Student Records and Registration.

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

 

NON-FACULTY PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes received from off campus, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, photocopies of performance evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies of Position 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.

 

PAYROLL FILES

This series contains computer-generated budget sheets received from Accounting Services, Payroll Check Distribution Reports received from Accounting Services, student timesheets, photocopies of Expenditure Lists sent to Accounting Services, copies of textbook orders sent to LSU Union Bookstore, photocopies of telephone bills, photocopies of publication invoices, and photocopies of Travel Expense Vouchers sent to Accounting Services.

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

 

PROCEDURES FILES

This series contains photocopies of faculty meeting minutes, 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 while active or until superseded, then destroy by recycling.

 

PROCEDURAL GUIDELINES

This series contains procedural guidelines received from campus offices.

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

 

SAFETY RECORD FILES

This series contains photocopies of correspondence, meeting minutes, campus near-print informational material, photocopies of Vehicle Authorization Forms sent off campus, and photocopies of building plans received from Louisiana Agricultural Experiment Station.

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

 

STATE AND FEDERAL PROJECTS FILES

This series includes but may not be limited to photocopies of grant applications and photocopies of grant reports.

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

 

STUDENT ASSISTANT PERSONNEL FILES

This series includes but may not be limited to photocopies of timesheets and photocopies of the following sent to Student Aid and Scholarships: 1-9 Employee Eligibility Verifications, W-2s, Loyalty Oaths, and PER-17 turn-around documents.

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

 

STURGIS HALL INFORMATION FILES

This series contains campus near-print informational material received from Space and Inventory Design, Project Manauls received from Space and Inventory Design, samples of materials received from vendors, and specifications received from off campus.

RETENTION: Retain permanently in office.

 

SYLLABI

This series contains syllabi.

RETENTION: Retain in office while active, then destroy by

recycling.

 

TERMINATED PROJECTS MANPOWER AND FUNDS INVENTORY FILES, 1966-1985

(OBSOLETE)

This series contains file lists, file notes, and budget

worksheets.

RETENTION: Destroy by recycling.

 

TEXTBOOK ORDER 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.

 

THESES AND DISSERTATIONS

This series contains theses and dissertations.

RETENTION: Retain permanently in office.

 

UNDERGRADUATE CANDIDATES FOR DEGREE FILES

This series contains photocopies of Official Check-Out Sheets for the Bachelor's Degree received from Office of the Dean and photocopies of Degree Candidate Lists received from Office of the Dean.

RETENTION: Retain in office 1 year after graduation term or term of last attendance, then destroy by shredding then landfill.

 

VENDOR AND CAMPUS STORE CATALOGS

This series contains catalogs.

RETENTION: Retain in office while active or until superseded, 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.