Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By: Alphabetical By building and individual
Application Number: 89-23D
Item Number: 310.08

Purpose:

This record series consists of paper based and born digital documentation of all individuals who are assigned keys to any building on campus from the Key Control Shop. This information is maintained by the Office of the Physical Plant/Key Control Shop. The files contain a record of all the to the keys issued to university personnel by individual’s name, employee ID (if available), key number, issuing department, and issuing authority.

This item supersedes State Records Application 89-23 item 310.01 to update the description and to change the retention from “permanent” to “ten (10) calendar years.

Procedure:

Retain for (10) calendar years after the key is returned or otherwise accounted for, then destroy in a secure manner or delete from system provided all audits have been completed, if necessary, and no litigation is pending or anticipated.

Arranged By: --
Application Number: 89-23
Item Number: 310.02

Purpose:

This record series consists of the Labor Cards maintained by the Office of the Physical Plant/Building Maintenance. The records include a breakdown of charges of labor, materials used etc. for all building craftsmen (e.g. plumbers, electricians).

Procedure:

Retain in office for two (2) 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: By year and by building
Application Number: 89-23
Item Number: 310.03

Purpose:

This record series consists of duplicate copies of maintenance contracts with outside vendors for glass repair, elevator repair, etc. The original copy is maintained in the Purchasing Office.

Procedure:

Retain in office for two (2) years after expiration of contractual obligation, 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: --
Application Number: 89-23
Item Number: 310.04

Purpose:

This record series consists of the supplemental labor contracts maintained by the Office of the Physical Plant/Building Maintenance.  The records contain copies of contracts of persons hired as supplemental labor (by bid process) for university projects.  Original contracts are maintained with the University Office of Purchasing.

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.

Arranged By: Numerical
Application Number: 89-23
Item Number: 310.05

Purpose:

This record series consists of cost estimates for outside supplemental labor made by the Physical Plant regarding various remodeling projects.

Procedure:

Retain in office for two (2) 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: By Building, Numerical by work order number
Application Number: 89-23
Item Number: 310.06

Purpose:

This record series consists of the Work Orders maintained by the Office of the Physical Plant/Building Maintenance. This file series is now exclusively maintained in computerized disc/tape format.

Procedure:

Retain in office for two (2) years, then reuse and/or 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: By building, Numerical by work order number
Application Number: 89-23
Item Number: 310.07

Purpose:

This record series consists of the Work Order Requests maintained by the Office of the Physical Plant/Building Maintenance.

Procedure:

Retain in office for two (2) 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.