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Ethics and Compliance Office
Office of the President

  1. Ethics and Compliance Office
  2. Records Management
  3. Records Retention Schedules
  4. Physical Plant-Environmental Health and Safety

Physical Plant-Environmental Health and Safety

Building Inspection Files

Arranged By:   Alphabetical by building
Application Number:   89-23
Item Number:   320.01

Purpose

This record series consists of the building inspection files maintained by the Office of the Physical Plant/Environmental Health and Safety.  The records contain routine inspection reports which are specifically designed to examine potential health and safety hazards (e.g. frayed wiring, rusted plumbing) in all university-owned buildings.

Procedure

Retain permanently in office.

Environmental Audits

Arranged By:   Chronological
Application Number:   89-23
Item Number:   320.02

Purpose

This record series consists of the environmental audits maintained by the Office of the Physical Plant/Environmental Health and Safety.  The records contain environmental audits (test results) of air quality in university-owned buildings and facilities (e.g. checks for asbestos contamination).

Procedure

Retain permanently in office.

Illinois Department of Labor Correspondence

Arranged By:   Chronological
Application Number:   89-23
Item Number:   320.03

Purpose

This record series consists of the Illinois Department of Labor correspondence files maintained by the Office of the Physical Plant/Environmental Health and Safety.  The records contain:  all correspondence between N.I.U. and the Illinois Department of Labor regarding health and safety inspections; copies of work orders done at the request of the Department of Labor; and related correspondence between N.I.U. and O.S.H.A. (Occupational Safety and Health Administration).

Procedure

Retain in office permanently.

Illinois Hazardous Waste Manifest Files

Arranged By:   Chronological
Application Number:   89-23
Item Number:   320.04

Purpose

This record series consists of the Illinois Hazardous Waste Manifest files maintained by the Office of the Physical Plant/Environmental Health and Safety.  The records contain all correspondence with the amount and type of material Northern Illinois University sends to disposal companies for disposal, copies of the state and federal Environmental Protection Agency (EPA) manifests that are necessary for out-of-state shipments and any related documentation.  The Illinois EPA retains its agency record copies of "Special Waste Hauling Manifests" for twenty-five (25) years at the State Records Center in the form of microfilm with manifests as per State Records Application 84-47M, Item 1.

Procedure

Retain permanently in office.

Insurance Files

Arranged By:   Chronological
Application Number:   89-23
Item Number:   320.05

Purpose

This record series consists of the insurance files maintained by the Office of the Physical Plant/Environmental Health and Safety.  The records contain inspection reports (e.g. fire risks) completed for insurance purposes on all bond revenue buildings on campus.

Procedure

Retain in office for five (5) years or until all administrative/legal value has expired, whichever is longer, then dispose of provided no litigation is pending or anticipated.

Material Safety Data Sheets

Arranged By:   Random
Application Number:   89-23
Item Number:   320.06

Purpose

This record series consists of the Material Safety Data Sheets maintained by the Office of the Physical Plant/Environmental Health and Safety.  Material Safety Data Sheets are maintained in compliance with the "Toxic Substance Disclosure to Employees Act" Ill. Rev. Stat., 1989, Ch. 48, par 1401 et seq.  The records include data sheets summarizing all general characteristics, properties and potential hazards of toxic substance used on campus, including possible acute/chronic health effects and the correct procedures for safe handling and storage.  The Illinois Department of Labor retains Material Safety Data Sheets on a permanent basis as per Application 86-101M, Item 1.

Procedure

Retain in the office permanently.

Contact Us

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