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General Correspondence Files

Arranged By:   Alphabetical
Application Number:   89-25
Item Number:   140.01

Purpose

This record series consists of the general correspondence files containing only correspondence of ephemeral value.

Procedure

Retain in office for three (3) years, then dispose of all correspondence no longer possessing any administrative value.

Fiscal Administration Files

Arranged By:   By account number and fiscal year
Application Number:   89-25
Item Number:   140.02

Purpose

The series includes invoice 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.

NIU Graduate Council Curriculum Committee Minutes

Arranged By:   Chronological
Application Number:   89-25
Item Number:   140.03

Purpose

This record series consists of duplicate NIU Graduate Council Curriculum Committee minutes used in updating the NIU Graduate catalog on a yearly basis.

Procedure

Retain in office for five (5) years, then dispose of provided all administrative value has expired.
NIU Council on Instruction Minutes

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.

NIU Sign Orders

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.

Computer Printout Job Progress Tracking Summaries

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.

Requests for Services

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.

"PD"'s (Printing Dailies)

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.

Copy Center Requests

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.

Employee Daily Time Sheets and Summaries of Work Materials Used

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.

Purchase Orders

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.

Computer Printout G.A.S. Reports and Balance/Trial Balance Sheets

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.

Student Worker Personnel Files

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.

Job Cost Sheets

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.

Billing Adjustment Files

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.

Sales Tax Report

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.

Copy Machine Readings, Charges and Usage Reports

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.

Cash Receipts

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.

Production Board Cards

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.

Timecards

Arranged By:   Chronological
Application Number:   89-25
Item Number:   140.2

Purpose

This record series consists of original timecards (i.e., faculty, student workers) maintained by the Office of Publications and Printing.

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