DEPARTMENT OF ANIMAL SCIENCE

 

ACCOUNTING FILES

This series contains campus correspondence, code number lists, photocopies of invoices, photocopies of inventory forms, equipment location sheets, NCR copies of Work Requests sent to Facility Services, Travel Blanket Orders, photocopies of receiving reports sent to Accounting Services, requisitions, Travel Expense Vouchers sent to Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, computer-generated ledger sheets received from Accounting Services, and ledger reports.

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

 

ACCOUNTING POSTING FILES

This series includes but may not be limited to photocopies of invoices sent to Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, receiving reports, photocopies 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.

 

ANIMAL INVENTORY

This series contains inventories of live animals.

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

 

BLANKET ORDER CONTROL BOOK

This series contains sheets arranged by vendor listing: date, Animal Science number, vendor, allocated professor or unit, account number, purchase Order number, Purchase Order amount, and invoice number.

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

 

C.R.I.S. REPORT FILES

This series contains CRIS reports sent off campus and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

CAMERA ROOM SIGN-OUT LOG, 1989-1989 (OBSOLETE)

This series contains log sheets with date, name, time out, and

time in.

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

 

CHAIR CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

CHECK LOG

This series contains sheets listing date check was received, vendor, department number, check number, amount, account

deposited in, and unit generating funds.

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

 

COMPUTER ACCESS TO CAMPUS-WIDE DEPARTMENTS MANUAL

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

RETENTION: Retain in office until superseded, then destroy by landfill.

 

COMPUTER ROOM KEY SIGN-OUT LOG, 1988-1989 (OBSOLETE)

This series contains log sheets with name, date, and time checked

in.

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

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

DEPARTMENT HEAD WORKING FILES

This series contains campus correspondence, budget reports, photocopies of Operating Budgets for Fiscal Years received from Budget and Planning, file notes, and file lists.

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

Retain in office while active, then destroy by recycling.

 

DEPOSITS LOG

This series contains sheets listing date of deposit, deposit number, log number, vendor, check number, amount of check, and unit name.

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 INVENTORIES

This series contains computer-generated Office Equipment

Inventories received from Property Control.

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

 

FACULTY AND STAFF PERSONNEL FILES

This series contains vitae received from off campus, Biographical Data Cards, NCR copies or photocopies of employee performance evaluations sent to Louisiana Agricultural Experiment Station, job applicant resumes received from off campus, and photocopies 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-17 turn-around documents, PER-25s, and W-4s.

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

 

GRADE BOOKS

This series contains grade books.

RETENTION: Retain in office 1 year after term submitted, then

destroy by shredding then landfill.

 

GRADUATE ASSISTANTSHIPS PILES

This series includes but may not be limited to 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, photocopies of 1-9 Verifications of Eligibility for Employment sent to Human Resource Management, photocopies of W-4 forms sent to Human Resource Management, 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 STUDENT FILES

This series contains graduate address lists received from Graduate Admissions, campus correspondence, campus near-print informational material, examination result lists, annual statistical progress reports, and file notes.

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

 

GRANT FILES

This series contains photocopies of proposals received from faculty and photocopies of annual reports received from faculty.

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

 

IN-STATE TRAVEL LOG

This series contains log sheets listing date, name of traveller, and destination.

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

 

LEAVE CARDS, 1970-1984 (OBSOLETE)

This series contains leave cards.

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

 

LEAVE FILES

This series includes but may not be limited to campus correspondence, computer-generated monthly PAR leave reports received from Human Resource Management, leave slips, computer-generated Annual Leave Summaries received from Human Resource Management, and photocopies of leave requests sent to Louisiana Agricultural Experiment Station or Office of the Dean.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, 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.

 

PAYROLL TIMESHEET FILES

This series contains computer-generated budget sheets received from Accounting Services, Payroll Check Distribution Reports received from Accounting Services, and student timesheets.

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

 

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity

Reports received from Accounting Services.

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

 

POLICY STATEMENTS AND PRESIDENTIAL MEMORANDA

This series contains photocopies of Presidential Memoranda received from Office of the President and photocopies of policy statements received from Office of the Chancellor.

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

 

PUBLICATION COLLECTION

This series contains journals.

RETENTION: Retain permanently in office.

 

PURCHASE ORDERS

This series contains NCR copies of Purchase Orders sent to

Purchasing.

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

 

SAFETY FILES

This series contains campus correspondence, photocopies of procedural guidelines received from campus offices, and originals and photocopies of driving records received from off campus.

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

 

SCHOLARSHIP FILES

This series contains campus correspondence, computer-generated monthly ledger sheets received from Accounting Services, and photocopies of checks received from LSU Foundation.

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

 

STUDENT ASSISTANT FILES

This series includes but may not be limited to photocopies of Applications for Registration of Permanent Preexisting Disability sent to Louisiana Agricultural Experiment Station or Office of the Dean, photocopies of Social Security cards, photocopies of drivers license, and photocopies of the following sent to Student Aid and Scholarships: 1-9 Employee Eligibility Verifications, W-2, Loyalty Oath, 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.

 

STUDENT PAYROLL FILES

This series contains photocopies of timesheets sent to Office of the Dean and Louisiana Agricultural Experiment Station and photocopies of payroll vouchers sent to Louisiana Agricultural Experiment Station or Office of the Dean.

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

 

THESES

This series contains theses.

RETENTION: Retain permanently in office.

 

UNDERGRADUATES MAJORING IN ANIMAL SCIENCE FILES

This series contains campus and off-campus correspondence, NCR copies of Grade Reports received from Student Records and Registration, photocopies of ACT scores received from off campus, photocopies of Degree Audits received from Student Records and Registration, and photocopies of schedule cards 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.

 

VOUCHER LOG

This series contains sheets arranged by Animal Science department numbers listing: date, Animal Science number, vendor, allocated professor or unit, account number, Purchase Order number, Purchase Order amount, and invoices number.

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

 

WAGE PAYROLL FILES

This series contains photocopies of the following sent to Louisiana Agricultural Experiment Station or Office of the Dean:

timesheets and Payroll Vouchers.

RETENTION: Retain 3 years in office, 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.