DEPARTMENT OF DAIRY SCIENCE

 

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.

 

BUDGET FILES

This series includes but may not be limited to computer-generated ledger sheets received from Accounting Services, photocopies 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 sent to Accounting Services, NCR copies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Office of the Dean, computer-generated Invoices Paid During the Period reports received from Accounting Services and budget reports sent to campus offices.

RETENTION: Retain 2 years in office, then 5 years in Records Center, 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 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 recycling.

 

DAIRY PANEL FILES

This series contains correspondence and file lists.

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

then landfill.

 

DEPARTMENTAL PROBLEM FILES

This series contains photocopies of reports sent to campus offices, campus and off-campus correspondence, and campus and off-campus near-print informational material.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

DEPARTMENT HEAD ADMINISTRATIVE FILES

This series contains annual reports sent to campus offices, campus and off-campus correspondence, campus near-print informational material, building specifications received from Facility Services, building plans received from Facility Services, file lists, and file notes.

RETENTION: Building plans and specifications; Retain permanently in office. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

 

DEPARTMENT HEAD DEPARTMENT FILES, 1985-1990 (OBSOLETE)

This series contains campus and off-campus correspondence, meeting minutes received from committee chair, file lists, and file notes.

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

 

DEPARTMENT HEAD FACULTY FILES

This series contains campus near-print informational material, budget worksheets, photocopies of employee performance evaluations sent to Office of the Dean, and file lists.

RETENTION: Performance evaluations: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

DEPARTMENT HEAD REFERENCE FILES

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

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.

 

DEPARTMENT HEAD SUBJECT FILES

This series contains campus and off-campus correspondence, file

lists, file notes, and Biographical Data Cards.

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.

 

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 FILES

This series includes but may not be limited to campus correspondence, photocopies of invoices, photocopies of inventory forms, equipment location sheets, photocopies of Receiving Reports sent to Accounting Services, requisitions, NCR copies of Internal Transactions, photocopies of equipment registration received from Louisiana Agricultural Experiment Station, photocopies of repair reports received from vendors, and Daily Vehicle Log sheets.

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

 

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, photocopies of Change-in-Status Reports of Continuation or Separation sent to Human Resource Management, and Promotion/Tenure forms sent to 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.

 

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of final examinations, graduate assistantship applications, GRE reports, requests for examination, correspondence including letters of recommendation, photocopies of Programs of Study sent to Graduate School, vitae, Advisor cards received from Student Records and Registration and NCR copies of Grade Reports received from Graduate School.

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

 

GRANTS AND CONTRACTS FILES

This series contains photocopies of grant contracts received from

campus offices.

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

 

INCOME RECEIPT FILES

This series contains annotated adding machine tapes and NCR

copies or photocopies of deposit reports sent to Louisiana

Agricultural Experiment Station.

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

Center, then destroy by recycling.

 

LSU CATALOGS

This series contains LSU catalogs.

RETENTION: Retain in office while active or until superseded,

then destroy by landfill.

 

MEETING MINUTES

This series contains photocopies of meeting minutes received from committee chair.

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

 

PERSONNEL ACTIVITY FILES

This series includes but may be not limited to campus correspondence and Personnel Activity Report Distribution Lists received from Human Resource Management.

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 campus offices.

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

 

RECEIPTS

This series contains NCR copies of receipts received from

University Stores.

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

Center, then destroy by shredding then landfill.

 

REJECTED JOB APPLICANT FILES

This series contains job applicant letters of reference received from off campus, job applicant resumes received from off campus and position descriptions.

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

 

RESEARCH PROPOSALS

This series contains research proposals.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then landfill.

 

RESEARCH REPORTS

This series contains research reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

SCHEDULE BOOKLETS

This series contains schedule booklets.

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

 

SECRETARY WORKING FILES

This series contains newspaper clippings, photocopies of annual

leave summaries, and photocopies of accident reports sent to

Louisiana Agricultural Experiment Station.

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

 

SPOT EVALUATION FILES

This series contains spot evaluations sent to Office of the Dean and campus near-print informational material.

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

 

STAFF 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, and 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.

 

STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes received from off campus, photocopies of appointment forms 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.

 

STUDENT ASSISTANTSHIP FILES

This series includes but may not be limited to photocopies of the following sent to Human Resource Management: Form 1-9 Employee Eligibility Verifications, W-2s, Loyalty Oaths, and 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 TRIP INSURANCE FILES

This series contains campus near-print informational material and

photocopies of Trip Travel Insurance forms sent to Office of the

Dean.

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

 

STUDENT WORKER PERSONNEL FILES

This series contains photocopies of the following sent to Human Resource Management: employee withholding tax statements, 1-9 Employee Eligibility Verifications, applications, 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.

 

TEXTBOOK ORDERS 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

This series contains theses.

RETENTION: Retain permanently in office.

 

UNDERGRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of ACT scores received from off campus, and photocopies of the following received from Student Records and

Registration: Advisor Cards, schedule cards, and Degree Audits.

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.