DEPARTMENT OF AGRICULTURAL ECONOMICS AND AGRIBUSINESS

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.

ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of Project Accounting Sheets sent to the Agricultural Center, photocopies of Assignment of Scientist Year sent to Agricultural Center, photocopies of Academic Personnel Reports received from Academic Services, and Course Evaluations.

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

ADMINISTRATIVE SECRETARY WORKING FILES

This series contains Textbook Orders sent to LSU Union Bookstore and off campus, computer-generated Class Lists received from Office of the Dean, computer-generated Mailing Lists received from Accounting Services, and photocopies of Telephone Directory Verification sheets sent to Public Relations.

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

AFFIRMATIVE ACTION FILES

This series contains photocopies of annual reports sent to Equal Employment Opportunity, campus and off-campus correspondence, file lists, file notes, and computer-generated lists of prospective employees received from off campus.

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

BOARD OF REGENTS REVIEW FILES

This series contains photocopies of campus correspondence and

Department Program Review sent to Graduate School.

RETENTION: Retain in office while active, then destroy by

recycling.

BUDGET FILES

This series includes but may not be limited to ledger sheets, NCR copies of Internal Transactions sent to Accounting Services, file notes, 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 Adjustments 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 PREPARATION FILES

This series contains campus correspondence, file notes, file

lists, and worksheets.

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

CAMPUS CORRESPONDENCE AND NEWSLETTERS

This series contains campus correspondence and newsletters.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. Newsletters: Retain in office while active, then destroy by landfill.

CLOSING ACCOUNTS FILES

This series contains photocopies of budget reports sent to

Louisiana Agricultural Experiment Station and salary savings

worksheets

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

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

COURSE AND FACULTY EVALUATIONS

This series contains evaluations.

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

then landfill.

COURSE MANAGEMENT FILES

This series includes but may not be limited to the followings computer-generated reports received from Student Records and

Registration: Course Management Reports, Requests for Drop/Add of Sections, Faculty Assignment reports, Class Schedule Reports, Enrollment Management Reports, and Comparative Enrollment Data.

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

COVER DESIGN FOR PUBLICATIONS

This series contains cover designs.

RETENTION: Retain in office while active, then destroy by

landfill.

DAE COVERS FILES, 1960-1982 (OBSOLETE)

This series contains cardstock covers of departmental research publications.

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

DEPARTMENTAL ENROLLMENT DATA FILES

This series contains computer-generated Enrollment Summaries received from Budget and Planning, photocopies of Board of Regents Reports received from Board of Regents, and computer-generated Class Schedules Management Reports received from Budget and Planning.

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

DEPARTMENTAL HISTORY FILES

This series contains photocopies of campus and off-campus

correspondence, and newspaper clippings.

RETENTION: Retain in office while active, then transfer to

University Archives.

DEPARTMENTAL PLANNING FILES

This series contains photocopies of annual reports sent to Office of the Dean and photocopies of campus correspondence sent to Office of the Dean.

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

DEPARTMENT AUTOMOBILES FILES

This series contains NCR copies of annual reports sent to the

Louisiana Agricultural Experimental Station, photocopies of

campus correspondence, and photocopies of Motor Vehicle Log

Sheets sent to the Louisiana Agricultural Experiment Station.

RETENTION: Retain 3 years in office, 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 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.

EQUIPMENT INVENTORY FILES

This series contains photocopies of Office Equipment Inventories

sent to Property Control and campus correspondence.

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

FACULTY EVALUATION AND AWARD FILES

This series includes but may not be limited to letters of endorsement, faculty meeting minutes, photocopies of faculty publications, photocopies of awards received from faculty, newspaper clippings, and programs.

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

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of endorsement, faculty meeting minutes, curricula vitae, photocopies of faculty grant summary statements, and Letters of Review received from off campus.

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 in office while active, then destroy by

recycling.

FACULTY RECRUITMENT FILES

This series contains campus and off-campus correspondence, Position Descriptions, vitae received from off campus, photocopies of transcripts received from off campus, and photocopies of Position Announcements sent off campus.

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

FACULTY, STAFF AND STUDENT PERSONNEL FILES

This series contains the following sent to Agriculture Center and Office of the Dean: NCR copies of Change-in-Status Reports of Continuation or Separation, NCR copies of employee performance evaluations, photocopies of employee withholding tax statements, photocopies of 1-9 Employee Eligibility Verifications, photocopies of job applicant letters of reference, photocopies of job applicant resumes, NCR copies of LSU-l Personnel Actions, photocopies of LSU-5 Attendance and Leave Records, NCR copies of PER-l Requests for Permission to Fill a Vacancy, NCR copies of PER-2 Personnel Appointments, NCR copies of PER-3 Personnel Status Changes, NCR copies of PER-17 turn-around documents, NCR copies of PER-40 Contracts for Unclassified Employees, and photocopies of Position Descriptions.

RETENTION: Student personnel records: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Faculty and staff personnel records: 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 near-print informational material, procedural guidelines received from Louisiana Agricultural Experiment Station, and the followings computer-generated reports received from Student Records and Registration: Class Management Reports, Class Schedule Reports, and Faculty Class Assignments.

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

GRADUATE FACULTY NOMINATIONS

This series contains photocopies of Graduate Faculty Nominations sent to Graduate School.

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

GRADUATE PROGRAM FILES

This series contains photocopies of campus correspondence, campus near-print informational material, course outlines received from off campus, and file notes.

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

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of final examinations, graduate assistantship applications, photocopies of GRE reports received from off campus, requests for examination, correspondence, photocopies of Program of Study sent to Graduate School, photocopies of Requests for Change in Program of Study sent to Graduate School, photocopies of Applications for Admission to Candidacy sent to Graduate School, Graduate Committee Recommendations received from Graduate Committee, Graduate Committee Recommendations for Assistantships received from Graduate Committee, Progress Reports, and photocopies of transcripts received from Graduate School.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

GRADUATE STUDENT INQUIRY FILES

This series includes but may not be limited to graduate assistantship applications, photocopies of GRE reports received from off campus, correspondence, photocopies of transcripts received from off campus, and photocopies of TOEFL scores received from off campus.

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

GRANTS AND CONTRACTS FILES

This series contains photocopies of grant applications, photocopies of grant reports, campus and off-campus correspondence, photocopies of Requests for Budget Adjustment sent to Agriculture Center, computer-generated Record of Grant Establishment received from Grants and Contracts, and photocopies of Personnel Activity Reports sent to Accounting Services.

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

INFORMATION FILES

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

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

INVENTORY FILES

This series contains campus correspondence, file lists, instructions, computer-generated Office Equipment Inventory received from Property Control, and equipment inventories.

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

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 landfill.

LEDGER NOTEBOOKS

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

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

LOUISIANA AGRICULTURAL EXPERIMENT STATION ANNUAL PROGRESS

REPORTS, 1958-1976 (OBSOLETE)

This series contains photocopies of Louisiana Agricultural

Experiment Station annual reports sent to Louisiana Agricultural

Experiment Station.

RETENTION: Transfer to University Archives.

MANUALS

This series contains manuals.

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

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of Midterm Grade Sheets received from Student Records and Registration and carbon copies of Final Grade Sheets received from Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then 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.

OPERATING BUDGETS FOR FISCAL YEARS

This series contains computer-generated Operating Budgets for

Fiscal Years received from Budget and Planning.

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

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of policy statements received from Office of the Chancellor and procedural guidelines received from Office of the Dean.

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

POSITION ANNOUNCEMENT AND APPLICANT FILES

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

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

PUBLICATIONS NOTEBOOK

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

READING FILES

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

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

REQUESTS FOR OUT-OF-STATE TRAVEL NOTEBOOK

This series contains photocopies of Out-of-State Travel

Authorization Requests sent to Louisiana Agricultural Experiment

Station.

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

RESEARCH/TEACHING SUMMARIES

This series contains Research/Teaching Summaries.

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

SAFETY FILES

This series contains photocopies of campus correspondence, meeting minutes, campus near-print informational material, motor vehicle driving reports received from off campus, and Requests for Authorization to Travel sent to Accounting Services.

RETENTION: Requests for Authorization to Travel: Retain 3 years in office, then destroy b¼landfill. All other contents: Retain in office while active, then destroy by shredding then landfill.

SCHOLARSHIP AND FOUNDATION FILES

This series contains campus and off-campus correspondence, newspaper clippings, news releases received from Public Relations, photocopies of invoices sent to Accounting Services, photocopies of Invoices Paid During the Period Reports received from Accounting Services, and computer-generated monthly ledger sheets received from Accounting Services.

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

SPECIAL PROJECTS FILES

This series includes but may not be limited to photocopies of campus and off-campus correspondence and special projects information.

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

STAFF AND FACULTY LEAVE FILES

This series includes but may not be limited to campus correspondence, computer-generated monthly leave reports received from Human Resource Management, leave slips, and annual leave summaries received from Human Resource Management and Louisiana Agricultural Experiment Station.

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

TEXTBOOK ORDERS FILES

This series contains photocopies of book information requests and

book order worksheets.

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 STUDENT FILES

This series contains photocopies of transcripts received from off campus, computer-generated Degree Audit Reports received from Office of the Dean, photocopies of ACT scores received from off campus, letters of recommendation received from off campus, photocopies of Academic Probation received from Office of the Dean, photocopies of Advisor Cards received from Student Records and Registration, and photocopies of Grade Reports received from Student Records and Registration.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then 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.