DEPARTMENT OF ENTOMOLOGY

 

80419 RESEARCH/TEACHING SUMAARIES

This series contains photocopies of statistical reports sent to Louisiana Agricultural Experiment Station.

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

 

ACCOUNTING LEDGERS

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

RETENTION: Retain in office until superseded, then destroy by recycling.

 

ACCOUNTING POSTING 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 computer-generated monthly ledgers received from Accounting Services.

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

 

ANNUAL RESEARCH REPORTS

This series contains photocopies of Current Research Information Systems reports sent to Louisiana Agricultural Experiment Station and Cooperative State Research Services Reports sent to Louisiana Agricultural Experiment Station.

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

 

CHIEF CLERK WORKING FILES

This series contains procedural guidelines received from campus offices, budget worksheets, computer-generated monthly ledgers received from Accounting Services, ledgers, and Entomology Department Requests for Purchase.

RETENTION: Purchasing records: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

 

COLLEGE ACCOUNT FILES

This series contains correspondence, photocopies of Requests for Budget Adjustments sent to Budget and Planning, photocopies of monthly financial statements received from off campus, 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.

 

COMPUTER TERMINAL LOGON IDENTIFICATION CODE LIST

This series contains photocopies of computer terminal logon identification code lists sent to SNCC.

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

 

COOPERATIVE STATE RESEARCH SERVICES REPORTS

This series contains Cooperative State Research Services reports sent to Louisiana Agricultural Experiment Station.

RETENTION: Retain in office while active, 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 CURRICULUM FILES

This series contains campus near-print informational material, photocopies of examinations, photocopies of Enrollment Summaries received from Student Records and Registration, schedule booklets received from Student Records and Registration, file lists, and course descriptions.

RETENTION: Examinations: Retain in office 1 year after term submitted, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

COURSE AND FACULTY SCHEDULING FILES

This series includes but may not be limited to NCR copies of Requests for Drop-Add of Sections 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, computer-generated Course Management Reports received from Student Records and Registration, and NCR copies of Class Lists received from Student Records and Registration.

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

 

DEPARTMENT HEAD ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, computer-generated budget reports received from Louisiana Agricultural Experiment Station and Budget and Planning, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, award letters, file lists, department head faculty evaluations, Promotion/Tenure forms, Entomology yearbook worksheet, file notes, and photocopies of Enrollment Summaries received from Graduate School.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Personnel records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Budget records: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

 

DEPARTMENT HEAD CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

 

DEPARTMENT HEAD MEETING MINUTES

This series contains meeting minutes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

EMPLOYERS REPORTS OF INJURY

This series contains photocopies of computer-generated Employers

Report of Injury sent to Louisiana Agricultural Experiment

Station.

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

 

EQUIPMENT FILES

This series includes but may not be limited to campus correspondence, photocopies of invoices, photocopies of inventory forms, equipment locator sheets, and NCR copies of Facility Services Work Requests sent to Facility Services.

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

 

FACILITY SERVICES WORK REQUESTS

This series contains NCR copies of Work Requests sent to Facility

Services.

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

 

FACULTY AND RESEARCH ASSOCIATE 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 received from Human Resource Management, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, Change-in-Status Reports of Continuation or Separation, photocopies of Promotion/Tenure forms sent to Louisiana Agricultural Experiment Station, and vitae 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 APPLICATION FILES

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

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

 

FACULTY PROMOTION AND TENURE FILES

This series includes but may not be limited to letters of endorsement, faculty appointment forms sent to Graduate School, curricula vitae, photocopies of faculty grant summary statements, and photocopies of faculty publications.

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.

 

FIELD TRIP PERMISSION FORMS

This series contains NCR copies of Field Trip Permission forms

sent to Office of the Dean.

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

 

FIVE-YEAR PLANNING GUIDE FILES

This series contains campus correspondence.

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

then recycling.

 

FOUNDATION ACCOUNTS FILES

This series contains campus correspondence, photocopies of invoices sent to Louisiana Agricultural Experiment Station, photocopies of deposit slips sent to Louisiana Agricultural Experiment Station, photocopies of checks sent to Louisiana Agricultural Experiment Station, and computer-generated ledger sheets received from Accounting Services.

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

 

GRADUATE INQUIRY FILES

This series contains campus and off-campus correspondence, letters of reference received from off campus, resumes received from off campus, and computer-generated Graduate School Applicants by Department and Curriculum reports received from Graduate School.

RETENTION: Attending student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Records of students not attending:

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

 

GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of student examinations, graduate assistantship applications, GRE reports, requests for examination, and correspondence including letters of recommendation.

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 applications, photocopies of grant reports, photocopies of deposit slips sent to Louisiana Agricultural Experiment Station, computer-generated ledger sheets received from Accounting Services, photocopies of checks sent to Louisiana Agricultural Experiment Station, and photocopies of Records of Grant Establishment received from Louisiana Agricultural Experiment Station.

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

 

GRANT PROPOSALS

This series contains photocopies of grant proposals sent to

Louisiana Agricultural Experiment Station.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then recycling.

 

LEAVE FILES

This series contains campus correspondence, leave slips, annual leave summaries received from Human Resource Management, and computer-generated Leave Tracking reports received from Automated Systems.

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

 

LIFE SCIENCES BUILDING SPACE NEEDS FILES

This series contains campus correspondence and Life Sciences

Space Needs reports.

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

then recycling.

 

LOUISIANA RESEARCH PROJECT FILES

This series contains campus and off-campus correspondence, photocopies of progress reports sent to Louisiana Agricultural Experiment Station, and photocopies of termination reports sent to Louisiana Agricultural Experiment Station.

RETENTION: Retain in office 7 years after termination of contract, then destroy by shredding then landfill.

 

LSU CATALOGS

This series contains LSU catalogs.

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

 

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of the following sent to

Student Records and Registration: Midterm Grade Sheets and Final

Grade Sheets.

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

destroy by shredding then landfill.

 

NATIONAL DEFENSE EDUCATION ACT FELLOWSHIP APPLICATION FILES,

1966-1969 (OBOSLETE)

This series contains correspondence and photocopies of computer-generated applications sent to National Defense Education Act

Fellowship.

RETENTION: Destroy by shredding then landfill.

 

NATIONAL SCIENCE FOUNDATION SURVEY FILES

This series contains correspondence and photocopies of computer-generated survey forms sent to National Science Foundation.

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

PAYROLL ACCOUNTING FILES, 1979-1985 (OBSOLETE)

This series contains computer-generated budget sheets received from Accounting Services, Payroll Check Distribution Reports received from Accounting Services, student timesheets, and photocopies of Expenditure Lists sent to Accounting Services.

RETENTION: Destroy by shredding then landfill.

 

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity

Reports received from Budget and Planning.

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

 

PETTY CASH VOUCHERS

This series contains photocopies of Petty Cash Vouchers sent to

Louisiana Agricultural Experiment Station.

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.

 

QUALITY THRUST PROPOSAL FILES, 1984-1985 (OBSOLETE)

This series contains campus correspondence, file notes, and file

lists.

RETENTION: Destroy by shredding then recycling.

 

REPORTS, 1956-1988 (OBSOLETE)

This series contains Department Self Analysis sent to Louisiana

Agricultural Experiment Station, and photocopies of the following

sent to Louisiana Agricultural Experiment Station: Biennial

Reports, Board of Regents Reviews, and Water Damage Reports.

RETENTION: Transfer to University Archives.

 

SAFETY CORRESPONDENCE

This series contains campus correspondence received from Campus

Safety.

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

then recycling.

 

STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of referrals received from Human Resource Management, photocopies of resumes, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, photocopies of evaluations, photocopies of step increases received from Human Resource Management, and photocopies of job 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 ASSISTANT 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.

 

TRAVEL EXPENSE VOUCHERS, 1980-1984 (OBSOLETE)

This series contains photocopies of Travel Expense Vouchers sent

to Louisiana Agricultural Experiment Station.

RETENTION: Destroy by shredding then recycling.

 

UNDERGRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, and the following sent to Student Records and Registration: carbon copies of Grade Sheets, NCR copies of schedule cards, and photocopies of Degree Audits.

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

 

UNIVERSITY ADMINISTRATIVE SPECIALIST WORKING FILES

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of Requests for Budget Adjustments sent to Louisiana Agricultural Experiment Station, petty cash log sheets, photocopies of Federal Budgets sent to Louisiana Agricultural Experiment Station, photocopies of deposit slips sent to Louisiana Agricultural Experiment Station, photocopies of checks sent to Louisiana Agricultural Experiment Station, file lists, file notes, and photocopies of caller identification numbers sent to Telecommunications.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then recycling. Logs and budget records: Retain 3 years in office, then destroy by recycling. All other contents:

Retain in office while active, then destroy by recycling.

 

VEHICLE FILES

This series contains Vehicle Use Log sheets, NCR copies of Purchase Orders sent to Purchasing, carbon copies of gas tickets received from off campus, and computer-generated lists of employees traffic records received from off campus.

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.

 

WORKING FILES

This series contains checking log sheets, procedural guidelines received from campus offices, file lists, and file notes.

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