LSU AgCenter Data Retention Plan: Frequently Asked Questions

Effective October 30, 2017, the LSU AgCenter will adopt a data retention policy to establish compliance with federal, state, regulatory, and contractual requirements. This document has been published to the most common questions associated with the new data retention plan.

General Questions

What is a data retention plan?

The purpose of a data retention plan is to ensure that digital assets associated with business operations are preserved for future access.

What is the retention period for data subject to the new retention plan?

Data will be retained seven (7) years from the date it is deleted.

Why has a data retention plan been adopted by the LSU AgCenter?

The data retention plan has been adopted by the LSU AgCenter to satisfy data retention requirements defined by the Louisiana State Archives as well as numerous federal organizations such as the Department of Health and Human Services (DHS), the Internal Revenue Service (IRS), and

Who is subject to the new data retention plan?

The data retention plan applies to all employees, current and former, as well as any affiliates who have been assigned a LSU AgCenter mailbox during their term of service. In addition, the retention policy will apply to functional mailboxes such as those assigned to parish offices or specialized services provided on behalf of the LSU AgCenter.

What LSU AgCenter services are subject to the new data retention plan?

The new data retention plan will apply to any individual who has been assigned an LSU AgCenter mailbox. This includes, but is not limited to, the following:

  • Contacts
  • Calendar Items
  • Electronic Mail
  • OneDrive Accounts
  • Teams Conversations
  • SharePoint Sites

Who will be able to access my data under the retention plan?

Access to your data, regardless of retention status, is restricted to authorized entities. In order to obtain access, the requestor must (a) provide a written request that details specific criteria as well as a justification for the access and (b) have completed the appropriate legal or internal process for such a request. Any request for access must be approved by either (a) the owner of the account or (b) Human Resource Management.

The following entities may request access to your LSU AgCenter mailbox and any information assets contained therein:

  • Law Enforcement
  • Public Record Requests
  • The Louisiana State Archives
  • Human Resource Management

I have personal information in my mailbox, will that be retained?

Information stored in your LSU AgCenter mailbox, regardless of classification, will be retained after the adoption of the new retention plan on October 31, 2017. It is recommended that you separate your personal and business assets to ensure that only digital resources associated with LSU AgCenter business are stored in your LSU AgCenter mailbox.

I need help separating my personal and business assets, who can I contact?

The LSU AgCenter help desk can be contacted by telephone at (225)578-8534 or via e-mail at

Last updated on 3/31/2021 by Adam Woerner

8/10/2022 7:15:06 PM
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