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Administrative Files, Miscellaneous Correspondence, and Subject Memos

Arranged By:   Chronological by year, Alphabetical by topic
Application Number:   89-22
Item Number:   130.01

Purpose

This record series consists of incoming and outgoing communications between the Government Relations Office, University staff, and individuals outside of the institution.  Specific contents of the record series comprise memos, letters, notes, news releases, policy statements, and program guidelines.  The record series is distributed to designated departments of the University and individuals beyond the institution.

Procedure

Retain in office for three (3) years, then review the file and retain permanently any records possessing legal, historical, administrative or fiscal value and dispose of remaining balance of extraneous materials.  All file series weeding to be done with the assistance of University Archives staff.

Budget Files

Arranged By:   Chronological by fiscal year
Application Number:   89-22
Item Number:   130.02

Purpose

This record series consists of the budget files for the Office of Government Relations.  Included in these are budget papers and supporting documentation along with purchase request and a monthly computer printout of the current status of the budget.  Record copies of budgets are kept in the Office of Finance and Planning as per Application 89-24, item 8.

Procedure

Retain in office for three (3) 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.

Personnel Record Files

Arranged By:   Alphabetical by name
Application Number:   89-22
Item Number:   130.03

Purpose

This record series consists of case files relevant to employees work histories in the Government Relations Office.  The documents are used as criteria for staff promotions or discipline, clarification of job responsibilities, and continual appraisals of job performance.  Contents of the files involve copies of salary increases, evaluation sheets, job descriptions, letters of recommendation, and position reviews.  The original documents are located within the Department of Personnel as the Government Relations Office retains a duplicate series.

Procedure

Retain in office for five (5) years following 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.

Contact Us

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