DEPARTMENT OF PLANT PATHOLOGY AND CROP PHYSIOLOGY

 

101S NOTEBOOK

This series contains invoices received from vendors, monthly ledger sheets received from Accounting Services, and NCR copies of Purchase Orders received from Purchasing.

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

 

ACCOUNT RECONCILIATION NOTEBOOKS

This series contains sheets showing date, ledger total, book

total, and any difference.

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

 

ACCOUNTING DOCUMENTATION FILES

This series contains letters received, photocopies of Requests for Budget Adjustments received from Office of the Dean or Agricultural Center, photocopies of monthly expenditure statements received from Accounting Services or Agricultural Center, photocopies of Internal Transactions sent to Accounting Services or Agricultural Center, photocopies of invoices sent to Accounting Services or Agricultural Center, photocopies of petty cash vouchers sent to Accounting Services or Agricultural Center, photocopies of Travel Expense Vouchers, photocopies of Purchase Orders sent to Accounting Services and Agricultural Center, file notes, and worksheets.

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

 

ACCOUNTING FILES

This series contains photocopies of Operating Budgets for Fiscal Years received from Budget and Planning or Agricultural Center, photocopies of AD 419 reports sent to Agricultural Center, photocopies of equipment maintenance contracts received from Purchasing and photocopies of campus correspondence.

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

 

AGRICULTURAL CENTER DIRECT CHARGES LOG

This series contains sheets with date, invoice number, amount, item purchased, etc.

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

 

AGRICULTURAL CENTER EMPLOYEE HANDBOOK

This series contains an Agricultural Center Employee Handbook.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

AGRICULTURAL CENTER PURCHASE ORDERS LOG

This series contains sheets with date, faculty member name, vendor, item, amounts, total amount, and account number.

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

 

AGRICULTURAL CENTER SELF-STUDY REPORTS

This series contains self-study reports received from

Agricultural Center.

RETENTION: Retain permanently in office.

 

ANNUAL AND SICK LEAVE FILES

This series contains photocopies of campus correspondence, photocopies of Academic and Classified Leave Records sent to Agricultural Center, and computer-generated monthly Leave Tracking Reports received from Agricultural Center 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.

 

APPLICANT INQUIRY LETTERS SENT

This series contains photocopies of letters sent.

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

then recycling.

 

BUDGET FILES

This series contains photocopies of campus correspondence, photocopies of procedural guidelines received from Budget and Planning, photocopies of Requests for Budget Adjustment received from Agricultural Center, photocopies of Payroll Check Distribution Reports received from Payroll, and budget worksheets.

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

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

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

then recycling.

 

CATALOGS

This series contains campus and off-campus catalogs.

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

 

CHAIR DICTATION TAPES, 1985-1988 (OBSOLETE)

This series contains audiotapes.

RETENTION: Destroy by landfill.

 

COMMERCIAL AND PRIVATE GRANTS FILES

This series contains campus and off-campus correspondence and photocopies of Records of Grant Establishment received from Grants and Contracts and Agricultural Center.

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

 

COMPUTER DISK BACKUP LISTS NOTEBOOK

This series contains sheets noting faculty name, title of

document, and document summary.

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

 

COMPUTER-GENERATED REPORTS

This series contains computer-generated reports received from

Student Records and Registration.

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

 

COOPERATIVE STATES RESEARCH SERVICES REPORTS

This series contains carbon copies and photocopies of annual reports sent off campus.

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

 

COPIER MANAGEMENT METER CARDS

This series contains photocopies of Copier Management meter cards sent to Graphic Services.

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

 

CURRICULUM FILES

This series contains photocopies of campus correspondence, photocopies of text book orders sent to LSU Union Bookstore, worksheets, computer-generated Faculty Assignment Reports received from Student Records and Registration, and computer-generated Enrollment Management Reports received from Student Records and Registration.

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

 

DEPARTMENT GRADUATES CARD FILE

This series contains graduate cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

DROP/ADD SLIPS

This series contains photocopies of Drop/Add slips.

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

destroy by shredding then 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 INVENTORY CARD FILE

This series contains equipment inventory cards giving equipment description, inventory number, and faculty custodian name.

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

 

FACILITY SERVICES WORK REQUEST LOG

This series contains Work Request Log sheets noting date of call, services requested, and employee requesting service.

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

 

FACULTY APPLICANT FILES

This series contains correspondence.

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

then landfill.

 

FACULTY FILES, 1977-1979 (OBSOLETE)

This series contains carbon copies of correspondence, newspaper clippings, and photocopies of experimental plots annual reports sent to research farm directors.

RETENTION: Destroy by shredding then recycling.

 

FACULTY MEETING MINUTES NOTEBOOK

This series contains faculty meeting minutes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

FACULTY PROMOTION AND TENURE DOCUMENTATION 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.

 

FEDERAL AND STATE PROJECTS FILES

This series contains photocopies of annual reports sent to Agricultural Center and Cooperative State Research Systems, campus and off-campus correspondence, and procedural guidelines received from Agricultural Center.

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

 

FISCAL VOUCHERS REPORTS

This series contains computer-generated Fiscal Vouchers reports received from Payroll.

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

 

GENERAL LEDGER SYSTEM USER GUIDE NOTEBOOKS

This series contains General Ledger System User Guides received from Accounting Services.

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

 

GRADUATE APPLICANT CHECKLISTS

This series contains Graduate Student Applicant Checklists.

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

destroy by shredding then landfill.

 

GRADUATE APPLICANT FILES

This series contains correspondence, GRE reports received from off campus, letters of recommendation received from off campus, photocopies of transcripts received from off campus, personal data sheets received from applicants, transcript requests received from applicants, and TOEFL reports received from off campus.

RETENTION: Attending student records: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. Not attending student records: Retain in office 1 year after application term, then destroy by shredding then landfill.

 

GRADUATE ASSISTANTSHIP FILES

This series contains photocopies of campus correspondence and photocopies of PER-17 turn-around documents sent to Human Resource Management and the Graduate School.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

GRADUATE INFORMATION FILES

This series contains campus and off-campus correspondence, photocopies of procedural guidelines received from Graduate School, carbon copies of Grade Sheets received from Student Records and Registration, and computer-generated Graduate School Applicants by Department and Curricula received from Graduate School.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Grade Sheets: Retain in office 1 year after term distributed, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by recycling.

 

GRADUATE STUDENT FILES

This series contains campus and off-campus correspondence, newspaper clippings, acceptance letters, photocopies of applications for admission sent to Graduate School, photocopies of GRE reports sent to Graduate School, letters of recommendation received from off campus, photocopies of transcripts received from off campus, photocopies of changes of course sent to Graduate School, photocopies of class schedule cards received from Graduate School, photocopies of Grade Reports received from Graduate School, graduation authorization received from Graduate School, personal data sheets received from off campus, photocopies of transcript requests sent to Graduate School, and photocopies of transcript credit evaluations sent to Graduate Admissions.

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

 

GRANT BUDGET FILES

This series contains photocopies of Records of Grant

Establishment received from Agricultural Center or Grants and

Contracts, photocopies of check deposit requests sent to

Agricultural Center, and photocopies of faculty grant proposals.

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

 

GRANT PROCEDURES FILES

This series contains procedural manuals received from off campus and file notes.

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

 

GRANT PROPOSALS

This series contains photocopies of faculty grant proposals.

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

 

GREENHOUSE WORK REQUESTS NOTEBOOK

This series contains work requests.

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

 

INTERNAL TRANSACTIONS

This series contains photocopies of Internal Transactions sent to

campus offices.

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

 

INVOICES PAID DURING THE PERIOD REPORTS BINDERS

This series contains computer-generated Invoices Paid During the

Period Reports received from Accounting Services.

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

 

JOB ANNOUNCEMENT NOTEBOOKS

This series contains photocopies of job announcements received from off campus.

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

 

LEAVE CARDS

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 SLIPS

This series contains NCR copies of Leave Slips sent to Agricultural Center and 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.

 

LSU BUSINESS PROCEDURES MANUAL

This series contains Business Procedures Manual received from

Business Affairs.

RETENTION: Retain in office while active or until superseded,

then destroy by recycling.

 

LSU DIRECT CHARGES LOG

This series contains log sheets with date, invoice number, amount, item purchased, etc.

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

 

LSU GRADUATE CATALOGS

This series contains LSU Graduate Catalogs.

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

 

MISCELLANEOUS INFORMATION FILES, 1987-1990 (OBSOLETE)

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

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

 

MONTHLY ACCOUNTS REPORTS

This series contains computer-generated monthly accounts reports.

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

 

MONTHLY CHARGES BY ACCOUNT NUMBER REPORTS

This series contains computer-generated Monthly Charges By

Account Number Reports received from Agricultural Center.

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

 

MONTHLY LEDGERS

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

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

 

OFFICE PROCEDURAL GUIDELINES NOTEBOOKS

This series contains photocopies of procedural guidelines received from campus offices and photocopies of sample forms.

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

 

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity

Reports received from Human Resource Management.

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

 

PERSONNEL FILES

This series contains campus and off-campus correspondence, newspaper clippings, job applicant letters of reference received from off campus, job applicant resumes received from off campus, photocopies of Change-in-Status Reports of Continuation or Separation sent to Office of the Dean and Agricultural Center, photocopies of employee performance evaluations sent to Office of the Dean and Agricultural Center, photocopies of employee withholding tax statements sent to Office of the Dean and Agricultural Center, photocopies of 1-9 Employee Eligibility Verifications sent to Office of the Dean and Agricultural Center, carbon copies of PER-25s sent to Office of the Dean and Agricultural Center, carbon copies of PER-40s sent to Office of the Dean and Agricultural Center, and NCR copies of the following sent to Human Resource Management: LSU-l Personnel Actions, PER-1 Requests for Permission to Fill a Vacancy, PER-2 Personnel

Appointments, PER-3 Personnel Status Changes, PER-17 turn-around documents, and PER-40 Contracts for Unclassified Employees.

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

 

POLICY STATEMENTS NOTEBOOK

This series contains policy statements received from Office of the Chancellor.

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

 

PRESIDENTIAL MEMORANDA

This series contains Presidential Memoranda received from Office of the President.

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

 

PUBLICATION ROUTING SHEETS

This series contains photocopies of publication routing sheets

sent to Agricultural Center.

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

 

PURCHASE ORDERS

This series contains photocopies of Purchase Orders received from

Agricultural Center.

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

 

RECRUITING VIDEOTAPES

This series contains videotapes.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

REGISTRATION FILES

This series contains photocopies of campus correspondence, photocopies of procedural guidelines received from Student Records and Registration, file notes, worksheets, Registration Schedule of Classes Proof received from Student Records and Registration, and photocopies of computer-generated Course Offering Reports received from Student Records and Registration.

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

 

REJECTED GRADUATE APPLICATIONS FILES

This series contains prospective student evaluations, correspondence, transcripts received from off campus, photocopies of applications for admission sent to Graduate School, computer-generated Credentials Analyses received from Graduate School, photocopies of GRE reports received from Graduate School, and photocopies of TOEFL reports received from Graduate School.

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

 

REQUISITIONS

This series contains photocopies of requisitions sent to

Purchasing.

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

 

SELF-STUDY REPORT DRAFT NOTEBOOK

This series contains Self-Study Report drafts.

RETENTION: Retain in office while active1 then destroy by

recycling.

 

STUDENT ASSISTANT FILES

This series contains photocopies of 1-9 Employee Eligibility Verifications sent to Payroll or Agricultural Center, computer-generated Payroll Check Distribution Reports received from Payroll, student assistant timesheets, Student Employment Processing forms, and photocopies of payroll vouchers sent to Payroll or Agricultural Center.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

STUDENT ASSISTANT TIME VOUCHERS FILES

This series contains student timesheets and photocopies of

student payroll vouchers sent to Agricultural Center or Payroll.

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

Center, then destroy by shredding then landfill.

 

STUDENT PAYROLL PROCEDURES FILES

computer-generated This series contains photocopies of campus correspondence and photocopies of procedural guidelines received from Human Resource Management.

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

 

THESES AND DISSERTATIONS

This series contains theses and dissertations.

RETENTION: Retain permanently in office.

 

TRAVEL AND HONORARIUM FILES

This series contains campus and off-campus correspondence, photocopies of travel advance forms sent to Accounting Services, photocopies of Requests for Authorization to Travel sent to Agricultural Center and Office of the Dean, and photocopies of Travel Expense Vouchers sent to Agricultural Center and Office of the Dean.

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

 

TRAVEL FILES, 1985-1990 (OBSOLETE)

This series contains photocopies of campus and off-campus

correspondence, photocopies of Travel Expense Vouchers sent to

Agricultural Center, and photocopies of Requests for

Authorization to Travel sent to Agricultural Center.

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

 

VIDEOTAPES

This series contains videotapes received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

 

WAGE VOUCHERS REPORTS

This series contains computer-generated Wage Vouchers reports received from Payroll.

RETENTION: Retain in office until superseded, 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.

 

WORK REQUESTS

This series contains NCR copies of Facility Services Work

Requests sent to Facility Services.

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