DEPARTMENT OF HORTICULTURE

ACADEMIC LEAVE SLIPS

This series contains leave slips 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.

ACCOUNTING LEDGERS FILES

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

RETENTION: Handwritten ledgers: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office until superseded, then destroy by recycling.

ACCOUNTING SPECIALIST REFERENCE FILES

This series contains Invoices Log sheets, campus near-print informational material, 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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

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 ledger sheets, NCR 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, NCR copies of requisitions sent to Budget and Planning, photocopies of Requests for Budget Adjustment sent to Office of the Dean, computer-generated Invoices Paid During the Period Reports received from Accounting Services, photocopies of student assistant timesheets sent to Payroll, and computer-generated Payroll Check Distribution Reports received from Payroll.

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

BULLETINS

This series contains bulletins received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

BULLETINS, 1940-1975 (OBSOLETE)

This series contains bulletins.

RETENTION: Transfer to University Archives.

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

CLASS LISTS

This series contains computer-generated Class Lists received from

Student Records and Registration.

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

destroy by shredding then landfill.

CLASS MANAGEMENT REPORTS

This series contains computer-generated Class Management Reports

received from Student Records and Registration.

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

COURSE MANAGEMENT FILES

This series includes but may not be limited to computer-generated Course Management Reports received from Student Records and Registration, photocopies of Requests for Drop/Add of Sections sent to Student Records and Registration, NCR copies of Grade Change Reports sent to Office of the Dean, photocopies of Section Change forms sent to Student Records and Registration, and photocopies of class syllabi.

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

COURSE TRACKING FILES

This series contains computer-generated Course Management Reports received from Student Records and Registration, computer-generated Faculty Assignments Reports received from Student Records and Registration, photocopies of course outlines, computer-generated Enrollment Summaries received from Budget and Planning, photocopies of commencement rosters, and computer-generated Departmental Profiles received from Budget and Planning.

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

DEPARTMENTAL ADMINISTRATIVE FILES

This series contains NCR copies of Grade Distribution Sheets received from Student Records and Registration, campus and off-campus correspondence, meeting minutes, file notes, photocopies of Strategic Planning reports sent to Louisiana Agricultural Experiment Station, campus and off-campus near-print informational material, procedural guidelines, photocopies of 1-9 Employee Eligibility Verifications sent to Louisiana Agricultural Experiment Station, job applicant resumes received from off campus NCR copies of PER-17 turn-around documents sent to Human Resource Management, FFA tests, photocopies of Graduate Faculty Nominations sent to Office of the Dean, commencement rosters, file lists, conversion charts, computer-generated faculty and staff leave records received from Louisiana Agricultural Experiment Station, organizational charts, photocopies of Telephone Service Requests sent to Telecommunications, photocopies of birth certificates received from employees, photocopies of Social Security cards received from employees, NCR

copies of Work Requests sent to Facility Services, photocopies of Security Reports received from LSU Police, photocopies of position announcements sent to Human Resource Management, and photocopies of W-4s sent to Human Resource Management.

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

DEPARTMENTAL REPORTS

This series contains photocopies of departmental reports received from Graduate Council.

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

FACULTY. AND STAFF PERSONNEL FILES

This series contains teacher evaluations received from Office of the Dean, PER-2 Personnel Appointments, PER-3 Personnel Status Changes, Change-in-Status Reports of Continuation or Separation, photocopies of employee withholding tax statements sent to Louisiana Agricultural Experiment Station, job applicant letters of reference received from off campus, job applicant resumes received from off campus, and photocopies of faculty articles.

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

FACULTY RECRUITMENT FILES

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

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

GENERAL DEPARTMENTAL FILES

This series contains photocopies of annual reports sent to Office of the Dean, campus and off-campus near-print informational material, budget worksheets, photocopies of Purchase Orders sent to Louisiana Agricultural Experiment Station, carbon copies of PER-17 turn-around documents, Position Descriptions sent to Human Resource Management, NCR copies of Applications of Leave sent to Louisiana Agricultural Experiment Station, photocopies of Budget Requests sent to Louisiana Agricultural Experiment Station, computer-generated Operating Budgets for Fiscal Years received from Budget and Planning, photocopies of Project Descriptions sent to Louisiana Agricultural Experiment Station, photocopies of Equipment Inventory Reports sent to Louisiana Agricultural Experiment Station, road maps, computer-generated Additions and Changes to the Payroll received from Payroll, and photographs.

RETENTION: Photographs: Retain permanently in office.

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

GRADUATE STUDENT APPLICATION FILES

This series contains prospective student evaluations, correspondence, and transcripts received from off campus.

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

GRADUATE STUDENT FILES

This series contains campus correspondence, photocopies of transcripts received from off campus and the following received from Student Records and Registration: carbon copies of Grade Sheets and photocopies of Advisor Cards.

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 campus correspondence, photocopies of invoices received from off campus, computer-generated monthly ledger sheets received from Louisiana Agricultural Experiment Station or Office of the Dean, NCR copies of Purchase Orders sent to Louisiana Agricultural Experiment Station, and computer-generated Invoices Paid During the Period reports received from Louisiana Agricultural Experiment Station.

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

HORTICULTURE ALUMNI ASSOCIATION CARD FILES

This series contains Horticulture Alumni Association cards.

RETENTION: Retain in office while active, 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.

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 CHECK DISTRIBUTION REPORTS

This series contains computer-generated Payroll Check

Distribution Reports received from Payroll.

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

then recycling.

PAYROLL VOUCHERS

This series contains photocopies of Payroll Vouchers sent to

Louisiana Agricultural Experiment Station.

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

PEACH VARIETIES LOG, 1954-1954 (OBSOLETE)

This series contains Peach Varieties log sheets.

RETENTION: Destroy by recycling.

PHOTOGRAPHS, 1937-1962 (OBSOLETE)

This series contains photographs.

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.

PROJECT FILES, 1931-1986 (OBSOLETE)

This series contains photocopies of monthly ledger sheets received from Louisiana Agricultural Experiment Station and project reports.

RETENTION: Transfer to University Archives.

PROSPECTIVE UNDERGRADUATE STUDENT CORRESPONDENCE

This series contains correspondence.

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

destroy by shredding then landfill.

REFERENCE FILES, 1969-1977 (OBSOLETE)

This series contains correspondence and off-campus near-print

informational material.

RETENTION: Destroy by shredding then landfill.

RESEARCH PAPERS FILES, 1965-1972 (OBSOLETE)

This series contains research papers, correspondence, off-campus

near-print informational material, and photographs.

RETENTION: Transfer to University Archives.

SCHOLARSHIP FILES

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

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

SECRETARY REFERENCE FILES

This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, and computer-generated Office Supply lists received from Office Supply.

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

STUDENT QUALIFYING EXAMINATIONS

This series contains student qualifying examinations.

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

destroy by shredding then landfill.

TELEPHONE LOG CARD FILE

This series contains telephone log cards.

RETENTION: Retain in office while active, then destroy by

landfill.

TELEPHONE MESSAGE BOOKS

This series contains NCR copies of telephone messages.

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

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 AND STUDENT REPORTS

This series contains theses and student reports.

RETENTION: Retain permanently in office.

UNDERGRADUATE MAJORS FILES

This series contains NCR copies of Grade Reports received from Student Records and Registration, photocopies of Advisor Cards received from Student Records and Registration, and photocopies of scholarships.

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

VEHICLE REGISTRATIONS

This series contains vehicle registrations received from off

campus.

RETENTION: Retain for life of vehicle, then destroy by 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.