Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged by: Chronological
Application number: 20-30
Item Number: 1

Purpose:

This record series consists of files and receipts from transactions/purchases made using purchase cards issued to full-time faculty, staff, and graduate student employees as part of Northern Illinois University's (NIU) Commercial Card Program. These cards are designated for the purchase of qualified supplies, small equipment, and/or travel-related expenditures pursuant to the provisions of the State Finance Act (30 ILCS 105 et seq.), Illinois Procurement Code (30 [LCS 500 et seq.), and in accordance with Illinois Higher Education Travel Control Board Regulations (80 Ill. Adm. Code 2900 et seq.) and NIU's Commercial Card Program Policies and Procedures.

Contents of this record series may include but are not limited to: invoices and/or receipts from vendors, transaction slips, packing slips, equipment forms, exception request forms, transaction logs or statement of account, billing reports, and any other related supporting documents and correspondence.

Procedure:

Retain for six (6) years after the date of original transaction, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40, provided all audits have been completed, if necessary; no litigation is pending or anticipated; and upon receipt of an approved State of Illinois Records Disposal Certificate.

Arranged by: Chronological by date; alphabetical by subject
Application number: 22-26
Item number: 100.01

Purpose:

This record series consists of all Northern Illinois University (NIU) senior staff administrative records and correspondence, including email not related to another record series. Senior staff may be designated by the president’s senior leadership team to include the following titles: president; vice presidents; provost; college and library deans; chief of staff; chief financial officer; and chief legal counsel. A breakdown of the file contents would be as follows:

• Administrative records detailing matters of functions, planning, programs, organizational and policy decision-making (e.g., budgets, manuals, organizational charts, policies/procedures, published guidelines, roles and responsibilities lists, etc.)
• Final Administrative Decision documentation in conformance with any university, state or federal rules or regulations
• Published Position papers
• Speeches
• Statistical studies and related documentation
• Any related supporting documents, notes, and correspondence/memoranda

Procedure:

• Retain analog/paper records and photographs in office permanently or until the expiration of all administrative value, then transfer to the University Archives. University Archives staff will review and dispose of all routine documents and non-historical/non-archival material. Any remaining accumulation of the series will be accessioned into the University Archives for permanent retention.
• Retain electronic records (e.g., audio/visual, scanned, born-digital, or other electronic formats) permanently in compliance with 44 Ill. Adm. Code 4400.50, 4400.70 and 4400.80. University Archives staff will review and dispose of all routine records and non-historical/non-archival material. Any remaining accumulation of the series will be accessioned into the University Archives for permanent retention.

Arranged by: Chronological by date; alphabetical by subject
Application number: 22-26
Item number: 100.02

Purpose:

This record series consists of incoming and outgoing routine documents that make up miscellaneous correspondence and documents (paper or electronic) exchanged between Northern Illinois University (NIU) and other internal/external divisions/offices, federal/state agencies, public entities, interested groups and/or individuals (i.e., students, employees, parents, etc.) that do not become part of any file or belong in another record series. Files may also contain: inter-office memoranda; copies of general policies/procedures; copies of circulars, bulletins, or informational memos/outlines; copies of proposals, memoranda, statistical studies, meeting minutes and agenda and progress reports; and any related documents.

Note: Non-general correspondence (paper or electronic correspondence related to an established/active record series) is not part of this record series and is not a stand-alone record. It must be retained by the individual or email account holder until expiration of the approved retention period and approval of a State Records Disposal Certificate in accordance with university policy and state records retention schedules/applications.

Procedure:

Retain three (3) years after date of generation, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40, provided all audits have been completed, if necessary; no litigation is pending or anticipated; and upon receipt of an approved State of Illinois Records Disposal Certificate.

Arranged by: Chronological
Application number: 22-26
Item number: 100.03

Purpose:

This record series consists of the original minutes and agendas for meetings as defined by the Open Meetings Act (5 ILCS 120) and agendas of Northern Illinois University (NIU) campus, commissions, boards and advisory boards. Contents of this record series may include, but are not limited to: original meeting minutes, agendas, supporting documents, and related correspondence. Contents also may include only the portions of closed-session minutes, copies of supporting documents and related correspondence reviewed in closed-session and determined to no longer be confidential.

Closed-session minutes that require confidential treatment and that are not subject to disclosure under the Open Meetings Act [5 ILCS 120/2.06(f)] and the Freedom of Information Act (5 ILCS 140/7) are maintained permanently in a separate file and are reviewed semi-annually pursuant to the provisions of 5 ILCS 120/2.06(d).

Procedure:

Retain until expiration of administrative value, then transfer to the University Archives for permanent retention. The University Archives may microfilm/digitize this record series at its discretion in accordance with 44 Ill. Adm. Code 4400.50 and 4400.70, then destroy analog/paper records after verification of images. [Electronic records must be retained in compliance with 44 Ill. Adm. Code 4400.50, 4400.70 and 4400.80.]

Arranged by: Chronological/alphabetical
Application number: 22-26
Item number: 100.04

Purpose:

This record series consists of departmental copies of timekeeping/attendance records for all salaried and hourly employees of Northern Illinois University (NIU). Contents of this record series may include, but are not limited to: hourly timesheets and summaries, leave requests, time-off slips, benefit usage forms and summaries, daily sign in logs, time and attendance reports, any supporting documentation, and related correspondence. These records provide information that may be entered into an electronic timekeeping system and then reports are generated as needed.

Original/master annual attendance summaries are maintained by Human Resources within the respective employee’s personnel file for sixty-five (65) years after separation from employment.

Procedure:

Retain three (3) years after the date of generation, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40, provided all audits have been completed, if necessary; no litigation is pending or anticipated; and upon receipt of an approved State of Illinois Records Disposal Certificate.