Office of the Assistant Director

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Building Floor Plans

Arranged By:   N/A
Application Number:   89-24
Item Number:   100.01

Purpose

These are building floor plans acquired by the Office during its work in planning capital and space utilization and related budget administration.  Except for floor plans of leased buildings, original floor plans are maintained by the Physical Plant.

Procedure

Retain in office for twenty (20) years, then dispose of providing all administrative and/or research value has expired.

General Facility Files

Arranged By:   By facility and Chronological
Application Number:   89-24
Item Number:   100.02

Purpose

These are informational files pertinent to various campus physical facilities.  File information primarily concerns utilization, utilization scheduling, and remodeling/renovation.  Types of documents contained within the series include correspondence, photographs, sketches of proposed space layouts, blueprints, copies of schedules, occupancy reports, and copies of project documentation for remodeling or renovation.

Procedure

Retain in office for twenty (20) years, then dispose of providing all administrative and/or research value has expired.

Files of Capital Projects for Facilities

Arranged By:   Chronological
Application Number:   89-24
Item Number:   100.03

Purpose

This file series contains original proposals, correspondence, cost estimates, space utilization projections, budget projection papers, and miscellaneous supporting documentation generated or gathered by the Office for its part in planning and coordinating for the University Capital projects for facilities.  Construction phase documents of the projects, such as architectural drawings and specifications, are maintained by the Physical Plant.

Procedure

Retain in office until completion and acceptance of project or the rejection of the project proposal, then with the assistance of the University Archives staff, review files and transfer to University Archives for permanent retention materials possessing archival/ research value and dispose of balance of materials after completion of the foregoing review(s), providing no litigation is pending or anticipated.

Financial and Space Planning and Information File

Arranged By:   Chronological by report type
Application Number:   89-24
Item Number:   100.04

Purpose

This series contains the computer tapes, printouts, and supporting materials/reports setup and maintained by the Office for summarizing both capital and financial planning information.  Primary examples of reports and related working papers summarized and/or included within this series consist of building and classroom utilization and scheduling reports, floor space inventories, space/enrollment matches, Capital Budget Requests, Internal Budget Non-appropriated Funds, Internal Budget Appropriated Funds, Working Papers All Funds, Working Papers (Internal Budget), and RAMP Operations and Grants Resource Requirements.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review files and transfer to University Archives for permanent retention materials possessing archival/ research value and dispose of balance of materials after completion of the foregoing review(s), providing no litigation is pending or anticipated.  (Computer tape data are to be maintained and disposed of upon discretion of the office).  Hard copy documents rejected by University Archives staff for archival preservation are to be disposed of upon rejection.

Source Code Computer Programs for Budget Analysis with Supporting Documents

Arranged By:   Chronological
Application Number:   89-24
Item Number:   100.05

Purpose

This file series contains Finance and Planning's copies of computer programs created to run the various computerized analyses for budget administration and planning.  Supporting documents consist of operational instructions, flow charts, layouts and other documentation of the programs' conceptualization and formulation.

Procedure

Retain in office for ten (10) years following supersede, then dispose of.

Contact Us

Ethics and Compliance Office
Health Services Building, 2nd floor
815-753-5560
eco@niu.edu