Physical Plant-Assistant Director/Architect

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Building Specifications and Plans

Arranged By:   By project
Application Number:   89-23
Item Number:   290.01

Purpose

This record series consists of original and duplicate copies of building specifications and plans maintained by the Office of the Physical Plant/Architect.  The records further include some photocopies of drawings maintained on microfiche.

Procedure

Retain permanently in the office.

Change Orders

Arranged By:   By project
Application Number:   89-23
Item Number:   290.02

Purpose

This record series consists of the change orders maintained by the Office of the Physical Plant/Architect.  The records contain all change order forms which indicate any changes/alterations in specific construction documents during a project (e.g. relocation of an electrical outlet).  Originals are maintained with the University's Business Office.

Procedure

Retain in office for three (3) years, then dispose of provided all administrative value has expired, and all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Construction Correspondence Files

Arranged By:   By project
Application Number:   89-23
Item Number:   290.03

Purpose

This record series consists of the construction correspondence files maintained by the Office of the Physical Plant/Architect.  The records contain all correspondence concerning University construction projects (e.g. cost estimates) with outside vendors, contractors, etc.

Procedure

Retain in office for five (5) years or until all administrative/legal value has expired, whichever is longer, then dispose of.

Payment Requests

Arranged By:   By project
Application Number:   89-23
Item Number:   290.04

Purpose

This record series consists of the payment requests maintained by the Office of the Physical Plant/Architect.  The records contain contractor's requests for payment for work performed on University construction projects.

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.

Shop Drawings

Arranged By:   By building project
Application Number:   89-23
Item Number:   290.05

Purpose

This record series consists of the shop drawings maintained by the Office of the Physical Plant/Architect.  The records contain shop drawings which more clearly detail the work completed by outside contractors on University buildings.

Procedure

Retain permanently in the office.

Tracings and Reproducibles

Arranged By:   By building
Application Number:   89-23
Item Number:   290.06

Purpose

This record series consists of all tracings and reproducibles of campus buildings maintained by the Office of the Physical Plant/Architect.

Procedure

Retain permanently in the office.

Contact Us

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