DEPARTMENT OF FOOD SCIENCE

 

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, and copies 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.

 

AMERICAN MEAT SCIENCE ASSOCIATION FILES, 1983-1985 (OBSOLETE)

This series contains campus and off-campus correspondence, photocopies of Internal Transactions sent to Accounting Services, photocopies of invoices received from off campus, photocopies of checks sent to campus offices, photocopies of receipts received from off campus, adding machine tapes, and file notes.

RETENTION: Destroy by shredding then 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, and computer-generated Course Management Reports received from Student Records and Registration.

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

 

DEPARTMENTAL ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of grant applications, photocopies of grant awards, reports, State Employee Group Benefit Memorandum, meeting minutes, file notes, files lists, procedural guidelines generated here and received from campus offices, carbon copies of requisitions sent to Accounting Services, computer-generated Course Management Reports received from Student Records and Registration, computer-generated Faculty Assignment Reports received from Budget and Planning, photocopies of policy statements received from Office of the Chancellor, campus and off-campus near-print informational material, photocopies of Requests for Budget Adjustment sent to Accounting Services, photocopies of budget worksheets, NCR copies of Internal Transactions sent to Accounting Services, NCR copies of invoices sent to Accounting Services, computer-generated monthly ledger sheets received from Accounting Services and Louisiana Agricultural Experiment Station, photocopies of Work Requests sent to Facility Services, photocopies of price lists received from campus offices and off-campus, NCR copies of receiving reports sent to Louisiana Agricultural Experiment Station or Accounting Services, photocopies of requisitions sent to Louisiana Agricultural Experiment Station or Accounting Services, photocopies of schedules received from Office of the Dean, photocopies of Teacher Assignments/Room Assignments, computer-

generated Class Schedules received from Student Records and Registration, Class Management Reports received from Student Records and Registration, and photocopies of Textbook Orders sent to LSU Union Bookstore.

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 landfill. Course Management records, reports, and purchasing records: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

EQUIPMENT INVENTORY

This series contains computer-generated Equipment Inventories

received from Property Control.

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

 

FACULTY AND STAFF PERSONNEL FILES

This series includes but may not be limited to pictures, publications, newspaper articles received from off campus, photocopies of Monthly Attendance and Leave Records received from Human Resource Management, teacher evaluations received from Office of the Dean, photocopies of PER-2 Appointment forms sent to Human Resource Management, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, and photocopies of annual project reports sent to 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.

 

GRADUATE CORRESPONDENCE

This series contains campus and off-campus correspondence.

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

then landfill.

 

GRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, photocopies of transcripts received from off campus, photocopies of Grade Sheets received from Student Records and Registration, letters of recommendation received from off campus, photocopies of applications sent to Graduate School, photocopies of GRE scores received from off campus, photocopies of Advisor Cards received from Student Records and Registration, photocopies of Examination Requests sent to Graduate School, photocopies of Programs of Study sent to Graduate School, photocopies of Requests for Change in Program of Study sent to Graduate School, and photocopies of registration 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.

 

GRANTS AND CONTRACTS FILES

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

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

 

INVENTORY CARD FILE

This series contains inventory cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

JOB DESCRIPTIONS NOTEBOOKS

This series contains job descriptions received from off campus.

RETENTION: Retain 2 years in office, then destroy by landfill.

 

LOUISIANA AGRICULTURAL EXPERIMENT STATION PERSONNEL LIST

This series contains Louisiana Agricultural Experiment Station

Personnel Lists received from Louisiana Agricultural Experiment

Station.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

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.

 

OFFICE SUPPLY LIST

This series contains computer-generated Office Supply Lists received from Office Supply.

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

 

PHOTOGRAPH FILES

This series contains photographs and slides.

RETENTION: Transfer to University Archives.

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES NOTEBOOKS

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

 

POSITIONS APPLICATIONS FILES

This series contains campus and off-campus correspondence, vitae, photocopies of transcripts received from off campus, and letters of recommendation.

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

 

STAFF AND FACULTY LEAVE FILES

This series includes but may not be limited to campus correspondence, computer-generated monthly Personnel Activity Reports received from Human Resource Management, leave slips, annual leave summaries received from Human Resource Management, and NCR copies of Academic/Unclassified Leave Requests sent to 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.

 

STUDENT ASSISTANT FILES

This series contains 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.

 

UNDERGRADUATE STUDENT FILES

This series contains correspondence, campus near-print informational material, photocopies of applications received from Student Records and Registration, photocopies of ACT scores received from off campus, and photocopies of Grade Sheets 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.

 

WORD PROCESSOR INFORMATION FILES

This series contains photocopies of campus correspondence and file notes.

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