DEPARTMENT OF POULTRY 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 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.

 

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.

 

ADMINISTRATIVE FILES

This series includes but may not be limited to photocopies of

Travel Expense Vouchers sent to Louisiana Agricultural Experiment Station, photocopies of invoices sent to Accounting Services, NCR copies of Internal Transactions, photocopies of Federal Express receipts sent off campus, photocopies of UPS receipts sent off campus, Verifications of Academic Checklists, NCR copies of leave slips sent to Louisiana Agricultural Experiment Station, computer-generated Annual Leave Reports received from Louisiana Agricultural Experiment Station, Check Signature Sheets, computer-generated Payroll Check Distribution Sheets received from Louisiana Agricultural Experiment Station, photocopies of Payroll Vouchers sent to Louisiana Agricultural Experiment Station, and photocopies of Requests for Authorization to Travel sent to Office of the Dean and Louisiana Agricultural Experiment Station.

RETENTION: Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Leave records: 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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

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, 1985-1989 (OBSOLETE)

This series includes but may not be limited to campus correspondence, file notes, statistical worksheets, and the following computer-generated reports received from Student

Records and Registration: Faculty Assignment Reports, Class

Schedule Reports, Course Management Reports, and Comparative

Enrollment reports received from Student Records and

Registration.

RETENTION: Destroy by recycling.

 

COURSE INFORMATION FILES

This series contains photocopies of campus correspondence, campus near-print informational material, course curriculum, course outlines, computer-generated Student Majors in Poultry Science received from Graduate School, NCR copies of Schedule Cards received from Graduate School, and photocopies of project proposals sent to Louisiana Agricultural Experiment Station.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

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.

 

FACULTY RECRUITMENT NOTEBOOKS

This series includes but may not be limited to file notes, NCR copies of PER-l Requests for Permission to Fill a Vacancy, Requests for Authorization to Travel, photocopies of job notices sent to Human Resource Management, and correspondence including letters of reference.

RETENTION: Travel records: Retain 3 years in office, then destroy by landfill. All other contents: Retain 1 year in office, then destroy by shredding then landfill.

 

FACULTY AND STAFF PERSONNEL FILES

This series contains teacher evaluations received from Office of the Dean, vitae received from faculty, photocopies of Graduate Faculty Nominations sent to Graduate Council, and NCR copies or photocopies of the following sent to Louisiana Agricultural Experiment Station: PER-2 Personnel Appointments, PER-3 Personnel Status Changes, and Change-in-Status Reports of Continuation or Separation.

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 APPLICATIONS 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 includes but may not be limited to photocopies of student final examinations, graduate assistantship applications, photocopies of GRE reports received from off campus, requests for examination, correspondence, photocopies of Programs of Study sent to Graduate School, photocopies of Requests for Change in Program of Study sent to Graduate School, photocopies of Credentials Analysis received from Graduate School, and NCR copies of Advisor Cards received from Graduate School.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, 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 Louisiana Agricultural

Experiment Station.

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

then recycling.

 

PURCHASE ORDERS

This series contains NCR copies and photocopies of Purchase

Orders sent to Louisiana Agricultural Experiment Station.

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

 

RECEIPT BOOKS

This series contains NCR copies of receipts.

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

Center, then destroy by shredding then landfill.

 

REJECTED GRADUATE STUDENT FILES

This series includes but may not be limited to photocopies of GRE reports received from off campus, Credential Analysis received from Admissions, and correspondence including letters of application.

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

 

SAFETY FILES

This series contains Vehicle Log sheets, photocopies of Injury

Reports sent to Louisiana Agricultural Experiment Station, and

Driving Records received from Department of Motor Vehicles.

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

then landfill.

 

SPACE INVENTORY FILES

This series contains campus correspondence, photocopies of

diagrams of buildings, computer-generated Inventories By

Buildings and Room sent to Louisiana Agricultural Experiment

Station, photocopies of Change in Room Assignment or Usage sent

to Louisiana Agricultural Experiment Station, computer-generated

Inventory By Department sent to Louisiana Agricultural Experiment

Station, and computer-generated Space Inventory sent to Louisiana

Agricultural Experiment Station.

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

 

STAFF AND FACULTY LEAVE FILES

This series contains campus correspondence, computer-generated monthly Personnel Activity Reports received from Human Resource Management, leave slips, and computer-generated 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.

 

STUDENT ASSISTANT AND GRADUATE ASSISTANTSHIP FILES

This series contains photocopies of employee withholding tax

statements sent to Louisiana Agricultural Experiment Station or Office of the Dean, photocopies of 1-9 Employee Eligibility Verifications sent to Louisiana Agricultural Experiment Station or Office of the Dean, photocopies of student assistant timesheets sent to Payroll or Louisiana Agricultural Experiment Station, photocopies of Applications for Employment sent to Louisiana Agricultural Experiment Station or Office of the Dean, Loyalty Oaths, computer-generated PER-17 turn-around documents, photocopies of Graduate Employment sent to Graduate School, and photocopies of vouchers sent to Louisiana Agricultural Experiment Station.

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 TIMESHEETS

This series contains photocopies of student assistant timesheets sent to Louisiana Agricultural Experiment Station.

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

 

UNDERGRADUATE STUDENTS MAJORING IN POULTRY SCIENCE FILES

This series contains campus and off-campus correspondence, NCR copies of Grade Reports received from Student Records and Registration, photocopies of ACT scores received from off campus, photocopies of Degree Audits received from Student Records and Registration, photocopies of schedule cards received from Student Records and Registration, photocopies of transcrips received from off campus, photocopies of scholarship applications sent to Student Aid and Scholarships, and letters of recommendation received from off campus.

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

 

VENDOR FILES

This series contains photocopies of Internal Transactions sent to

Accounting Services and NCR copies of Purchase Orders sent to

Accounting Services.

RETENTION: Retain 3 years in office, 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.