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Fine Arts Insurance Files

Arranged By:   Chronological
Application Number:   89-23
Item Number:   220.01

Purpose

This record series consists of the Fine Arts Insurance files maintained by the Office of Insurance.  The records contain listings of university art items (e.g. paintings, sculptures) which are on permanent exhibit and/or on loan from various artists.  The listings further include tallies of the total amount of value of the artwork exhibited, which is forwarded to the respective insurance carrier each month.

Procedure

Retain in office for ten (10) years or until administrative value has expired, whichever is longer, then dispose of.

Notary Bond Files

Arranged By:   Chronological
Application Number:   89-23
Item Number:   220.02

Purpose

This record series consists of the notary bond files maintained by the Office of Insurance.  The files contain duplicate applications of persons seeking certification as notary publics.  Further examples of records include copy of the invoice of the insurance company processing the application; check stubs from applicants', checks to the state and insurance company; copies of renewals; and all related correspondence. The original application is retained with the insurance company and the bond is retained with the Secretary of State's Index Department on permanent retention as per Application 83-40M.

Procedure

Retain in office until superseded and/or all administrative value has expired, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Payroll Deduction Registers

Arranged By:   Chronological by pay period
Application Number:   89-23
Item Number:   220.03

Purpose

This record series consists of the Payroll Deduction Registers maintained by the Office of Insurance/Health, Life, and Retirement.  The records contain a listing of university employees and the amount of insurance premiums deducted from the payroll for their respective companies (e.g. Aetna, Northwestern).  Original registers are maintained with the University's Payroll Office.

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.

Contact Us

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