Arranged By: By account number and fiscal year
Application Number: 89-25
Item Number: 140.02
Purpose:
The series includesinvoice vouchers, purchase requisitions, and purchase orders. Originals are maintained with the University Accounting Office and 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.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.04
Purpose:
This record series consists of duplicate NIU Council on Instruction minutes used in updating the NIU Under-graduate catalog on a yearly basis.
Procedure:
Retain in office for five (5) years, then dispose of provided all administrative value has expired.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.05
Purpose:
The series contains work orders generated from university departments for the design, creation, and mounting of signs (e.g., parking space designations). Information on the orders includes name of the department making the request; lettering; location of the sign; and all charges to the department.
Procedure:
Retain in office for two (2) years, then dispose of provided all administrative value has expired and all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.06
Purpose:
This record series is comprised of various computer runs generated for tracking job progress through completion. The printouts are produced daily and monthly and show general operational activities of the office, inter-departmental billing transactions, customer and labor inventory listings (referred to by the office as "master file" printouts), labor cost accounting data (referred to by the agency as "labor files") and "work-in-progress" summaries.
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: Chronological
Application Number: 89-25
Item Number: 140.07
Purpose:
These service requisitions document printing jobs completed dating from 1980. Requisitions are copied with the University's Accounting Office and will be scheduled for disposition from that 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 anticipate.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.08
Purpose:
These printouts show yearly cumulative job production statistics detailing quantities of materials used for jobs, labor cost estimates with related data, operational charges by job, and vendor charges. The agency requests a six (6) year retention period for this series to provide for adequate documentation for audits as this printout is a composite and a more detailed summary of the data contained in the latter file series item.
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.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.09
Purpose:
This record series consists of requisitions for duplicating jobs performed by the office. Requisitions are copied with the University's Accounting Office and will be scheduled for disposition from that 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.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.1
Purpose:
This file contains source documents used for the compilation of much of the latter computer printouts.
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: Chronological
Application Number: 89-25
Item Number: 140.11
Purpose:
University record copies of purchase orders are maintained by the Purchasing Office administered under the Vice President for Business and Operations. The record copy will be scheduled for disposition from that office accordingly.
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: Chronological
Application Number: 89-25
Item Number: 140.12
Purpose:
These accounting runs are duplicates received from and maintained by General Accounting. General Accounting's copies will be scheduled as the copy of record.
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: Alphabetical
Application Number: 89-25
Item Number: 140.13
Purpose:
These are the office's copies of personnel forms applicable to its employment of student workers. File series contents consist of Work Study Authorizations, student employment applications with supporting documents and Student Employment Certification Forms. Central student worker personnel files are maintained by the Student Employment Office.
Procedure:
Retain in office for five (5) years after separation from employment and/or the date of the student's last attendance at the University, 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.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.14
Purpose:
This record series consists of original job cost sheets maintained by the Office of Publications and Printing.
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: Chronological
Application Number: 89-25
Item Number: 140.15
Purpose:
The series contains copies of billing adjustments and related documentation including copy center production/consumption printouts, transfer of funds printout, copy center cost sheets, and property control (inventory) listings.
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 anticipate.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.16
Purpose:
Originals are maintained with the University's Office of Accounting.
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 anticipate.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.17
Purpose:
Copy Machine Readings, Charges and Usage Reports
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: Chronological
Application Number: 89-25
Item Number: 140.18
Purpose:
Originals are retained by the Office of the Bursar as the record copy documentation of receipts generated by work performed by the 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.
Arranged By: Chronological
Application Number: 89-25
Item Number: 140.19
Purpose:
The series contains index cards, duplicated from printing green sheets, which serve as a visual display of the status of jobs (i.e., printing requests) in progress.
Procedure:
Retain in office for one (1) year following completion of job or until administrative value has expired, whichever is longer, then dispose of.
