Printing and Publications-Northern Star

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Accounts Receivable Files

Arranged By:   Chronological and by vendor name
Application Number:   89-25
Item Number:   150.01

Purpose

This record series consists of the accounts receivable files for classified and display advertising of the Northern Star.  Documents contained within the series include invoices, computer generated ledgers of daily sales, general ledgers showing all advertising sales and cash receipts, and receipts from the Bursar's Office for money deposited daily by the Northern Star.

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.

Display Advertising Agreements

Arranged By:   Alphabetical by customer
Application Number:   89-25
Item Number:   150.02

Purpose

This record series consists of display advertising agreements in which advertisers agree to purchase a specified number of column inches of advertising space at a specified rate to be used within twelve months of the effective date of the agreement.

Procedure

Retain in office for two (2) years following expiration of contractual agreement, 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.

Credit Application Form

Arranged By:   Alphabetical by name
Application Number:   89-25
Item Number:   150.03

Purpose

This record series consists of credit applications completed by advertisers seeking approval for the purchase of advertising space on credit.

Procedure

Retain in office for three (3) years after the advertiser's account is closed, 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.

Customer Correspondence Files

Arranged By:   Alphabetical by name
Application Number:   89-25
Item Number:   150.04

Purpose

This record series consists of general correspondence exchanged by the Northern Star with advertising customers regarding payment of accounts, problems with ads, etc.

Procedure

Retain in office for three (3) years, then dispose of provided no litigation is pending or anticipated.

General Correspondence Files

Arranged By:   Random
Application Number:   89-25
Item Number:   150.05

Purpose

This general correspondence pertains to the newspaper's daily operation and publication.

Procedure

Retain in office for three (3) years, then dispose of.

Inventory Lists

Arranged By:   Chronological
Application Number:   89-25
Item Number:   150.06

Purpose

This record series consists of yearly inventory lists of all current equipment maintained in the Office of the Northern Star.  The originals are maintained in the Accounting 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.

Log Sheet Forms

Arranged By:   Chronological
Application Number:   89-25
Item Number:   150.07

Purpose

This record series consists of log sheet forms, which are daily listings of all display advertisements that appear in each edition of the Northern Star.  Also maintained with the log sheets are the insertion order forms for advertisements and a copy of each day's newspaper.

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.

Purchasing Records

Arranged By:   Alphabetical by vendor
Application Number:   89-25
Item Number:   150.08

Purpose

This record series consists of purchase orders, payment requests, copies of invoices, etc. which document the purchasing cycle of the Northern Star.  All original documents are maintained in the Accounting Office.

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.

Student Worker Files

Arranged By:   Alphabetical by student
Application Number:   89-25
Item Number:   150.09

Purpose

This record series consists of the personnel files for student workers at the Northern Star newspaper. These records include student work authorization forms and related data from the Student Financial Aid Office.

Procedure

Retain in office for five (5) years following separation from employment, then dispose of providing no litigation is pending or anticipated.

Student Worker Payroll Reports

Arranged By:   By pay period
Application Number:   89-25
Item Number:   150.1

Purpose

This record series consists of bimonthly reports of the wages earned in each pay period by student workers at the Northern Star.

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.

Student Worker Timecards

Arranged By:   Alphabetical by student
Application Number:   89-25
Item Number:   150.11

Purpose

Student worker timecards.

Procedure

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

Subscription Records

Arranged By:   Chronological, then Alphabetical by name
Application Number:   89-25
Item Number:   150.12

Purpose

This record series consists of receipts issued by the Northern Star for subscription payments along with related correspondence regarding subscriptions to the newspaper.

Procedure

Retain in office for three (3) years, then dispose of.

Contact Us

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