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State of Illinois Boiler Certificate

Arranged By:   Chronological by year
Application Number:   89-23
Item Number:   340.01

Purpose

This record series consists of a single form which is utilized to document state inspections of the Heating Plant boiler.  All public institutions of the state must submit boilers to certified appraisal by the Office of the State Fire Marshal (Ill. Rev. Stat. 1989, ch.111½, par. 3201 et seq.). Specific contents of the record series include date of inspection, allowable pressure, State of Illinois number, expiration date, and appropriate signatures.

Procedure

Retain form until superseded by a new certificate, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipate.

Daily Log Sheet-Boiler Operation

Arranged By:   Chronological by day
Application Number:   89-23
Item Number:   340.02

Purpose

This record series consists of a document which documents safety pressure of the Heating Plant's boiler.  The form is also used to chart daily amounts of fluid and vapor needed to maintain an adequate environment.  Contents of the document include amount of gas, amount of steam, amount of water, header pressure, water temperature, steam switch, and air conditioner control.

Procedure

Retain in office for seven (7) 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.

Daily Boiler Water Test

Arranged By:   Chronological
Application Number:   89-23
Item Number:   340.03

Purpose

This record series consists of a record of daily checks of the water standards of each boiler.

Procedure

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Circular Charts (Outdoor Temperature)

Arranged By:   Chronological by week
Application Number:   89-23
Item Number:   340.04

Purpose

This record series consists of a form which reveals external temperature at the University.  The document is a result of circular etchings from graphic recordings.  Readings are checked three times daily and incorporated into a weekly report.  Contents of the record series comprise dates of readings, actual temperatures of the outside environment, and appropriate initials.

Procedure

Retain in office for six (6) months, 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.
Circular Graphs-Boiler Pressure

Arranged By:   Chronological by day
Application Number:   89-23
Item Number:   340.05

Purpose

This record series consists of circular charts that reflect the amount of pressure produced by the Heating Plants boiler.  The graphs are used to document the precise number of pounds emitted by the boiler on an hourly basis.  Contents of the graph include date of reading, hour of reading, amount of vapor pressure, and appropriate initials.

Procedure

Retain in office for six (6) months, 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.

Ledger Sheets-Accounts Payable

Arranged By:   Chronological by year
Application Number:   89-23
Item Number:   340.06

Purpose

This record series consists of documents which serve to reference fiscal entries and balance payable accounts.  Contents of the sheets reveal vendor name, amount of purchase, purpose of acquisition, and date of entry.  The series is original to the Heating Plant as a duplicate copy is distributed to the Office of Business and Operations.

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.

Utility Ledger and Payment File

Arranged By:   Chronological
Application Number:   89-23
Item Number:   340.07

Purpose

This record series consist of gas, water, and electric use monitoring shown for dormitories and all campus buildings.  Shown is energy used and charge for it.  Included in this are copies of bills, checks, and vouchers.

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.

Meter Readings

Arranged By:   Chronological
Application Number:   89-23
Item Number:   340.08

Purpose

This record series consists of electric and condensate meter readings.

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.

Mileage Report

Arranged By:   Chronological
Application Number:   89-23
Item Number:   340.09

Purpose

This record series consists of mileage reports for those vehicles used by the Heating Plant employees.  Included in this is vehicle number, miles driven, and date used.

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.

Personnel Record Files

Arranged By:   Alphabetical by name
Application Number:   89-23
Item Number:   340.1

Purpose

This record series consists of individual case files which are utilized to document employment histories of Heating Plant workers.  Contents of the files comprise evaluations, disciplinary action reports, sick leave records, letters of complaint or compliment, and emergency phone numbers.  Prior to 1980, the Heating Plant maintained the original document and directed the duplicate series to the Personnel Office.  Currently, the original document is sent to the Personnel Office as the Heating Plant retains the duplicate document.

Procedure

If documents are original, retain permanently. If documents are duplicate, retain in office for five years following termination of employment, 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.

Annual Utilities Reports

Arranged By:   Chronological
Application Number:   89-23
Item Number:   340.11

Purpose

This record series consists of annual reports of utility use and efficiency.

Procedure

Retain in office for two (2) years or until administrative value has expired, whichever is longer, then dispose of.

Requisitions File

Arranged By:   Chronological
Application Number:   89-23
Item Number:   340.12

Purpose

This record series consists of requisitions for supplies.  Information contained includes item number, when item was received, and from what fund it was paid for.

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.

Steam Pressure Chart File

Arranged By:   Chronological
Application Number:   89-23
Item Number:   340.13

Purpose

This record series consists of a continuous record of the steam pressure of each boiler.

Procedure

Retain in office for two (2) years, then dispose of provided no litigation is pending or anticipated.

Payroll Timecards

Arranged By:   Chronological by year, then Alphabetical by name
Application Number:   89-23
Item Number:   340.14

Purpose

This record series consists of a document which reflects the number of employment hours and earned salaries for Heating Plant workers.  In addition, the form documents cumulative histories for staff vacations, sick time, and overtime.  Each payroll timecard contains the name of employee, social security number, department of work, source of earnings (e.g. type of funding), number of days employed, number of hours, and appropriate signatures.  The Heating Plant maintains the duplicate copy as the original series is directed to the Office of Payroll.

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