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General Research and Morgue File

Arranged By:   Chronological and Alphabetical
Application Number:   89-25
Item Number:   160.01

Purpose

This file series contains press releases, faculty background files, copies of campus newsletters, Board of Regents reports, copies of the Northern Star, and a chronological file of all releases.  (Releases dating back to 1969 have been archived.  Most of this file maintained in the offices dates from 1984.).  This file is used as a background research source.

Procedure

Retain in office for one (1) year, then with the assistance of the University Archives staff, review the file and dispose of materials having no further value and transfer materials possessing enough historical value to the University Archives custody after expiration of active office referral activity.

Research Morgue File for Northern Issues

Arranged By:   Alphabetical by event
Application Number:   89-25
Item Number:   160.02

Purpose

This file series contains various manuscript narratives and briefs highlighting career backgrounds of "VIP's" and faculty and background data of special events.  Other research reference materials in the form of news clips, photos, copies of news releases, and cassette tapes of oral interviews are contained within the research morgue file for Northern Issues edited and published by the Public Information Office.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review file and dispose of useless materials and maintain in office until expiration of all research value the balance of the record series, then offer to the University Archives for accessioning.  Any and all series documents in the custody of the Archives found from periodic University Archives staff reviews to lack enough value for further retention are to be disposed of upon such review findings.  All series documents not accepted for Archives accessioning are to be maintained and disposed of in office upon discretion of agency after the lapse of the initial three (3) year retention period as recommended above.

Office Personnel Files

Arranged By:   Alphabetical and by current employment status
Application Number:   89-25
Item Number:   160.03

Purpose

These files document work and employment histories of faculty, professional employees, and student workers.  The series includes files for both active and inactive employees containing resumes, professional biographical narratives, performance evaluations, copies of timecards, computer printout summaries of accrued time ("fringe benefit" reports), copies of applications for employment, and related correspondence.

Procedure

Retain individual employment history files for five (5) years after termination of employment and/or termination of enrollment within NIU, 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.  All time and attendance records and fringe benefit reports maintained apart from individual employment history files are to be maintained in office for five (5) years after the generation date of the records, then disposed of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Budget and Fiscal File

Arranged By:   By line item number
Application Number:   89-25
Item Number:   160.04

Purpose

This budget and fiscal administration file of the Public Information Office is comprised primarily of copies of vouchers, purchase orders, requisitions and service billings from computer affairs.  Central fiscal administration documents are maintained by the University's Accounting Office and the Bursar's Office and will be scheduled for retention 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.

Newspaper Clipping Files

Arranged By:   Chronological
Application Number:   89-25
Item Number:   160.05

Purpose

This record series consists of newspaper clipping files maintained by the Office of Public Information.  The files contain clippings from various state/local newspapers carrying articles covering university related programs, administrative decisions, etc.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, review files and dispose of extraneous materials and transfer any clippings possessing archival value to the University Archives for permanent retention.

Graduation Lists and Lists of Currently Enrolled Students

Arranged By:   Chronological by semester
Application Number:   89-25
Item Number:   160.06

Purpose

The original documentation is maintained by the Office of Registration.

Procedure

Retain in office for three (3) years, then dispose of provided all administrative value has expired.

IBHE Reports

Arranged By:   Chronological
Application Number:   89-25
Item Number:   160.07

Purpose

This record series consists of duplicate IBHE (Illinois Board of Higher Education) reports maintained for general reference.

Procedure

Retain in office for five (5) years, then dispose of provided all administrative value has expired.
Fiscal Administration Files

Arranged By:   Numerical by line item number
Application Number:   89-25
Item Number:   160.08

Purpose

The file contains invoice vouchers and purchase orders (i.e. office supplies and copies of billings from Computer Affairs).

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

Contact Us

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