Physical Plant-Grounds

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Administrative Correspondence Files

Arranged By:   Chronological by year/subject
Application Number:   89-23
Item Number:   330.01

Purpose

This record series consists of the administrative correspondence files maintained by the Grounds Office.

Procedure

Retain in the office for three (3) years, then with the assistance of University Archives staff, review the series and transfer any documents possessing archival value to the University Archives for permanent retention and dispose of the remaining balance of extraneous records.

Blueprints

Arranged By:   By Building
Application Number:   89-23
Item Number:   330.02

Purpose

This record series consists of copies of blueprints of university buildings maintained by the Grounds Office.  Originals are maintained with the Office of the Physical Plant/Engineering.

Procedure

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

Easements and Deeds for Property Purchase

Arranged By:   Random
Application Number:   89-23
Item Number:   330.03

Purpose

This record series consists of copies of easements and deeds for property purchase (university acquisitions) maintained by the Grounds Office.  Originals are maintained at the DeKalb County Courthouse.

Procedure

Retain in office permanently.

Mileage Reports

Arranged By:   Chronological
Application Number:   89-23
Item Number:   330.04

Purpose

This record series consists of the mileage reports maintained by the Grounds Office.  The reports contain a record of mileage (e.g. hours logged) for all cars, trucks, and tractors operated by Grounds Maintenance.

Procedure

Retain in office for one (1) year, 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.

Purchase Orders

Arranged By:   Chronological
Application Number:   89-23
Item Number:   330.05

Purpose

This record series consists of duplicate purchase orders maintained by the Grounds Office.  Originals are maintained with the 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.

Timecards

Arranged By:   Chronological
Application Number:   89-23
Item Number:   330.06

Purpose

This record series consists of duplicate employee timecards maintained by the Grounds Office.  Original timecards are maintained with the Payroll Office.

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.

Work Orders

Arranged By:   Chronological
Application Number:   89-23
Item Number:   330.07

Purpose

This record series consists of duplicate work orders maintained by the Grounds Office.  Originals are maintained with the Office of the Physical Plant.

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.

Contact Us

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