Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By: Chronological
Application Number: 89-23
Item Number: 110.02

Purpose:

This record series consists of the capital budget expenditure files maintained by the Office of Auxiliary Services. The files contain all documentation retained on the purchase of Capital Budget items and classified by appendix: major repairs-appendix R, equipment approval for purchase-appendix S, and items charged to reserve-appendix T. Specific examples of records include purchase request forms, copies of purchase orders, copies of bid specifications, and related correspondence. Original purchase orders are retained with the University's Office of Purchasing.

Procedure:

Retain in office for six (6) years, then dispose of provided all administrative value has expired, and audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By: Chronological
Application Number: 89-23
Item Number: 110.03

Purpose:

This record series consists of the Capital Budget process files maintained by the Office of Auxiliary Services. The records contain all documentation (i.e. working papers) used to establish the approved capital budget listing including department requests, cost estimates, accounting codes, and copies of final approved listings.

Procedure:

Retain in office for six (6) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By: Alphabetical by residence hall
Application Number: 89-23
Item Number: 110.04

Purpose:

This record series consists of the Residence Hall equipment replacement files maintained by the Office of Auxiliary Services. The records include a computer-generated listing of specific pieces of university owned equipment (e.g. mattresses, bed frames) located in residence halls and the date they are designated to be replaced.

Procedure:

Retain in office until updated and/or superseded, then dispose of.

Arranged By: Chronological by fiscal year
Application Number: 89-23
Item Number: 110.05

Purpose:

This record series consists of the laundry machine operation files maintained by the Office of Auxiliary Services. The files contain a record of all documents used in the operation and maintenance of university owned laundry machines including purchase orders, balance sheets, monthly statements, monthly report of income, monthly report on equipment breakdown, telephone repair requests, and cost studies.

Procedure:

Retain in office for six (6) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By: Alphabetical
Application Number: 89-23
Item Number: 110.06

Purpose:

This record series consists of the personnel files maintained by the Office of Auxiliary Services. The files contain duplicate personnel records for civil service and administrative personnel including: pay classifications, civil service classifications, disciplinary action reports, and performance reviews. Originals are maintained with the University's Office of Personnel.

Procedure:

Retain in office for five (5) years after termination of employment, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By: Chronological by fiscal year
Application Number: 89-23
Item Number: 110.07

Purpose:

This record series consists of the Board of Regents reports maintained by the Office of Auxiliary Services. The records contain reports generated from the Office of the Vice President for Business and Operations and submitted to the Board of Regents which detail: project approval for university remodeling work, bid results, and approval of architects and contractors. Only projects estimated at a cost of over $10,000 must BOR approval.

Procedure:

Retain in office for five (5) years, then dispose of provided that all administrative value has expired.

Arranged By: Chronological by fiscal year
Application Number: 89-23
Item Number: 110.08

Purpose:

This record series consists of the Tri-R-Vending Company files maintained by the Office of Auxiliary Services. The records contain all documentation relating to contracts entered between NIU and Tri-R-Vending Company which supplies all vending machines on campus. Specific examples include original contracts (three-year renewable period), Marketing Department studies on user satisfaction, and all related correspondence.

Procedure:

Retain in office for five (5) years after termination of the contract(s), then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Arranged By: Chronological by fiscal year
Application Number: 89-23
Item Number: 110.09

Purpose:

This record series consists of the furniture repair shop files maintained by the Office of Auxiliary Services. The files contain a record of all documents used in the repair and maintenance of university owned furniture including: purchase orders, monthly reports (e.g. cost of materials, hours of labor), annual personnel analysis (summaries labor hours worked and benefits), and furniture repair order forms from university departments (originals are maintained with the Accounting Office).

Procedure:

Retain in office for six (6) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.