SCHOOL OF FORESTRY, WILDLIFE, AND FISHERIES

 

ACCOUNTANT REFERENCE FILES

This series contains all or some of the following: photocopies of campus and off-campus correspondence, campus and off-campus near-print informational material, procedural guidelines received from campus offices, file notes, file lists, annotated computer-generated Lists of Object Codes, Charges Sent for Approval Log sheets, computer-generated Invoices Paid During the Period reports received from Accounting Services, Direct Charges Log sheets, and computer-generated Electronic Purchase Orders sent to Louisiana Agricultural Experiment Station.

RETENTION: Logs, Purchase Orders, and reports: Retain 3 years in office, then destroy by recycling. All other contents:

Retain in office while active or until superseded, then destroy by landfill.

 

ACCOUNTANT WORKING FILES

This series contains photocopies of campus correspondence, computer-generated monthly ledger sheets received from Accounting Services, NCR Transmittal Forms sent to Office of Bursar Operations, and computer-generated reports.

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 All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

ACCOUNTING FILES

This series contains campus correspondence, Purchase Order Numbers log sheets, photocopies of Requests for Budget Adjustments sent to Accounting Services, photocopies of Internal Transactions sent to Accounting Services, invoices received from off campus, photocopies of Purchase Orders sent to Purchasing, NCR copies of requisition sent to Purchasing, photocopies of Back Order Forms sent to Louisiana Agricultural Experiment Station, computer-generated Monthly Statements received from Office Supply, NCR copies of Blanket Orders sent to Accounting Services, photocopies of Requests for Cancellation of Purchase Orders sent to Accounting Services, photocopies of checks sent off campus, computer-generated Monthly Printout of Ledgers, file lists, computer-generated Age List of Outstanding Purchase Orders received from Office of Business Affairs, photocopies of credit card receipts sent off campus, photocopies of Travel Expense Vouchers sent to Louisiana Agricultural Experiment Station, and worksheets.

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

 

ACCOUNTING LEDGERS

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

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

 

ACCREDITATION FILES

This series contains campus and off-campus correspondence,

Doctoral Program in Research pamphlet, and accreditation reports

received from Society of American Foresters.

RETENTION: Retain in office while active, then transfer to

University Archives.

 

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.

 

BILLING FILES

This series contains campus correspondence, computer-generated Monthly Statements received from Science Supply, file lists, and photocopies of Transmittal Forms sent to Louisiana Agricultural Experiment Station.

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

 

BLUEPRINTS

This series contains blueprints received from off campus.

RETENTION: Retain permanently in office.

 

BUDGET TRANSACTIONS FILES

This series contains computer-generated budget worksheets, expenditure lists, and file lists.

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

 

BUDGET UPDATES

This series contains computer-generated Budget Updates received

from Budget and Planning.

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

 

BUILDING FILES

This series contains campus and off-campus correspondence, floor plans received from off campus, specifications received from off campus, schematics received from off campus, equipment inventories received from off campus, and dedication ceremony agenda.

RETENTION: Retain permanently in office.

 

CHECK-OUT LOG

This series contains Seminar Room, Conference Room, and Faculty

Check- out Log sheets.

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

 

CIVIL SERVICE POSITION FILES

This series contains photocopies of job descriptions received from off campus, photocopies of PER-26s sent to Human Resource

Management, photocopies of PER-28s sent to Human Resource Management, and pay scales 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.

 

COORDINATOR WORKING FILES

This series contains photocopies of campus and off-campus correspondence, campus near-print informational material, file lists, computer-generated Lists of Students Majoring in FORM received from Office of the Dean, computer-generated Registration Schedule of Classes received from Student Records and Registration, file notes, photocopies of Graduate School Calendar received from Graduate School, resumes received from off campus, computer-generated Enrollment Management Reports received from Student Records and Registration, and organizational charts. RETENTION: computer-generated reports: Retain in office 1 year after term distributed, then destroy by shredding then landfill.

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

This series contains carbon copies of Midterm Grade Sheets sent to Student Records and Registration, carbon copies of Final Grade Sheets sent to Student Records and Registration, computer-generated Course Of fering Reports received from Student Records and Registration, and Class Lists received from Student Records and Registration.

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

 

DEPARTMENTAL RESEARCH FILES

This series contains photocopies of proposals sent to Louisiana

Agricultural Experiment Station.

RETENTION: Retain in office 3 years after termination of

contract, then destroy by shredding then recycling.

 

FACULTY 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 sent to Human Resource Management, photocopies of PER-3 Personnel Status Changes sent to Human Resource Management, Change-in-Status Reports of Continuation or Separation sent to Human Resource Management, photocopies of employee withholding tax statements sent to Human Resource Management, job applicant letters of reference received from off campus, photocopies of publications, vitae received from off campus, photocopies of Insurance Waivers sent to Human Resource Management, and photocopies of Loyalty Oaths 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.

 

FACULTY RECRUITMENT FILES

This series contains file notes and evaluations received from

Office of the Dean.

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

then landfill.

 

FACULTY REVIEW OF GRADUATE STUDENT APPLICATION FILES

This series contains photocopies of applications and file notes.

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

destroy by shredding then landfill.

 

FORESTRY PUBLICATIONS

This series contains "LSU Forestry Notes" and "Wood Utilization Notes".

RETENTION: Retain in office while active, then transfer to University Archives.

 

GEORGIA FOREST RESEARCH COUNCIL REPORTS

This series contains Georgia Forest Research Council Reports received from off campus.

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

 

GRADUATE ASSISTANTSHIPS AND STUDENT ASSISTANT PERSONNEL FILES

This series contains campus correspondence, photocopies of PER-17 turn-around documents sent to Human Resource Management, file notes, reports received from students, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, photocopies of W-4s, Loyalty Oaths, photocopies of drivers' licenses received from students, and photocopies of Social Security cards received from students.

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

 

GRADUATE PROGRAM LETTERS OF INQUIRY

This series contains letters received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

 

GRADUATE STUDENT FILES

This series contains student examinations, GRE reports received from off campus, requests for examination, correspondence, photocopies of Programs of Study sent to Graduate School, photocopies of Degree Audits received from Student Records and Registration, resumes, photocopies of Credentials Analysis received from Admissions, photocopies of transcripts received from off campus, photocopies of grade reports received from Student Records and Registration, and theses proposals.

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

 

GRADUATE RECOMMENDATION FILES

This series contains letters of recommendation received from off campus and Credentials Analysis received from Graduate School.

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

 

INFORMATION ON LEGISLATIVE INITIATIVE FOR FOREST PRODUCTS FILES

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

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

 

LOUISIANA CLIMATOLOGICAL DATA

This series contains Louisiana climatological data received from off campus.

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

 

LSU AGRICULTURAL CENTER BUDGET UPDATES

This series contains computer-generated LSU Agricultural Center

Budget Updates received from Louisiana Agricultural Experiment

Station.

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

 

LSU GENERAL LEDGER SYSTEM NOTEBOOK

This series contains LSU General Ledger System guidelines received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

LSU SYMPOSIUMS

This series contains "LSU Symposium" received from Louisiana

Agricultural Experiment Station.

RETENTION: Retain in office while active, then destroy by

landfill.

 

MAINTENANCE WORKING FILES

This series contains photocopies of campus correspondence, newspaper clippings received from off campus, photocopies of Purchase Orders sent to Purchasing, computer-generated Equipment Inventories received from Property Control, file lists, file notes, and drawings of tables built.

RETENTION: Purchase orders: Retain 3 years in office, then destroy by recycling. Inventories: Retain 1 year in office, then destroy by landfill. All other contents: Retain in office while active, then destroy by recycling.

 

MASTER THESES

This series contains theses.

RETENTION: Retain permanently in office.

 

MISCELLANEOUS TRAVEL FILES

This series contains file notes, file lists, Advance Travel

Authorizations, photocopies of Travel Expense Vouchers sent to Louisiana Agricultural Experiment Station, photocopies of checks received from Accounting Services, and Checks Received Signing Forms.

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

Center, 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.

 

OFFICE SUPPLY CATALOG

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

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

 

OPERATING BUDGET FOR FISCAL YEAR

This series contains computer-generated Operating Budgets for Fiscal Years received from Budget and Planning.

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

 

PAYROLL FILES

This series contains photocopies of student assistant timesheets sent to Payroll, timesheets, photocopies of Payroll Check Distribution Reports received from Payroll, and photocopies of Payroll Vouchers sent to Payroll.

RETENTION: Retain 7 years in office, then destroy by shredding then landfill.

 

PAYROLL LOG

This series contains Payroll Log sheets.

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

 

PERSONNEL ACTIVITY REPORTS

This series contains NCR copies of Personnel Activity Reports

received from Human Resource Management.

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

 

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.

 

PROJECTS FILES

This series contains campus correspondence, photocopies of proposals sent off campus, and photocopies of Grant Applications sent off campus.

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

 

READING LIBRARY CARD FILE

This series contains bibliographic cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

RECEPTIONIST REFERENCE FILES

This series contains photocopies of campus correspondence, campus near-print informational material, and file notes.

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

 

RECEPTIONIST WORKING FILES

This series contains photocopies of campus and off-campus correspondence, master forms, campus and off-campus near-print informational material, procedural guidelines received from Graduate School, job applicant resumes received from off campus, carbon copies of Grade Sheets received from Student Records and Registration, NCR copies of Class Lists received from Student Records and Registration, NCR copies of Field Fee Slips sent to Office of Bursar Operations, boat registration received from off campus, computer-generated Institution Codes received from off campus, photocopies of Louisiana State Traveler Profile sent to Louisiana Agricultural Experiment Station, file notes, file lists, photocopies of Requests for Group Excuses sent to Louisiana Agricultural Experiment Station, photocopies of Long Distance Access Codes received from Telecommunications, photocopies of key deposits sent to Louisiana Agricultural Experiment Station, and photocopies of key refund slips sent off campus.

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

 

REJECTED FACULTY RECRUITMENT FILES

This series contains file notes, correspondence, and vitae received from off campus.

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

 

REQUESTS FOR REPRINTS OF PUBLICATIONS

This series contains requests for reprints of publications received from off campus.

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

 

RESEARCH BUDGETS

This series contains computer-generated Research Budgets received

from Louisiana Agricultural Experiment Station.

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

 

RESEARCH REPORTS

This series contains research reports.

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

 

RESEARCH REPORTS, 1930-1980 (OBSOLETE)

This series contains research reports received from off campus.

RETENTION: Retain permanently in office.

 

SCHOLARSHIPS, LOANS, AND GRANTS FILES

This series contains photocopies of ledgers received from Accounting Services and photocopies of award letters sent off campus.

RETENTION: Scholarship records: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill. All other contents: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

 

SECRETARY WORKING FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of Internal Transactions sent to Louisiana Agricultural Experiment Station, file lists, file notes, Pond Assignments, Master Key Check-Out Sheets, photocopies of job announcements sent off campus, and NCR copies of Work Requests sent to Facility Services.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Internal transactions, Work Requests, and logs: Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

SIGN-OUT LOG

This series contains Sign-Out log sheets.

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

 

SOUTHEAST FOREST EXPERIMENT STATION REPORTS

This series contains Southeast Forest Experiment Station Reports received from off campus.

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

 

STAFF AND FACULTY LEAVE FILES

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

 

STAFF AND RESEARCH ASSOCIATE PERSONNEL FILES

This series contains photocopies of resumes received from off campus, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, photocopies of evaluations, photocopies of step increase forms received from Human Resource Management,

photocopies of letters of recommendation received from off campus, photocopies of job descriptions sent to Human Resource Management, photocopies of Change-in-Status Reports of Continuation or Separation sent to Human Resource Management, photocopies of employee withholding tax statements sent to Human Resource Management, and photocopies of insurance forms 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 WORKING FILES

This series contains file notes, file lists, and NCR copies of leave slips sent to Human Resource Management.

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

Retain in office while active, then destroy by recycling.

 

STUDENT INFORMATION FILES

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

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

 

TEACHING AND RESEARCH FILES

This series contains photocopies of annual reports sent to Louisiana Agricultural Experiment Station, campus and off-campus correspondence, photocopies of meeting minutes, campus and off-campus near-print informational material, photocopies of employee withholding tax statements sent to Human Resource Management, photocopies of 1-9 Employee Eligibility Verifications sent to Human Resource Management, photocopies of PER-l Requests for Permission to Fill a Vacancy sent to Louisiana Agricultural Experiment Station, photocopies of accident reports sent to Louisiana Agricultural Experiment Station, photocopies of Requests for Group Excuses sent to Louisiana Agricultural Experiment Station, computer-generated Equipment Inventory received from Property Control, schematics, photocopies of Auto Accident Loss Form As sent to Louisiana Agricultural Experiment Station, file lists, photocopies of Out-of-State Trip Requests sent to Louisiana Agricultural Experiment Station, and photocopies of Requests for Authorization to Travel sent to Louisiana Agricultural Experiment Station.

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. Travel records: Retain 3 years in office, then destroy by shredding then landfill.

Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, 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.

 

TRAINING NOTEBOOKS

This series contains photocopies of campus correspondence, campus near-print informational material, and file notes.

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

 

UNDERGRADUATE STUDENT FILES

This series contains photocopies of Grade Reports received from Student Records and Registration, curriculum guide, photocopies of class schedules received from Student Records and Registration, photocopies of Degree Audits received from Student Records and Registration, and file lists.

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

 

VEHICLE LOG

This series contains Vehicle Log sheets.

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.

 

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.

 

WORLD AQUACULTURE CONFERENCE FILES

This series contains campus and off-campus correspondence, file

notes, and file lists.

RETENTION: Retain 5 years in office, then transfer to university

Archives.