Record Title
Senior Administrative Committee
Series Number
0305-10
Schedule Number
99-0038
Description
This record series documents the activities and decisions of the Committee. The Committee oversees promotions for University-wide executive management positions. The series duplicates material at the Office of Human Resources which maintains the record copy of Committee actions. Records include notes and the management questionnaire written by the staff member requesting promotion.
Confidential
Yes
Electronic Record
No
Vital
No
Record Copy
Purchasing and Human Resources
Update
3/17/2003
Retention
Retain 5 years and then confidentially destroy.
Confidential Issues
Bullard - Plawecki Act
Record Title
Payroll Records - Purchasing
Series Number
0305-11
Schedule Number
99-0037
Description
This record series documents the daily work schedule of all staff including students for the offices of Purchasing, Central Receiving, and Risk Management. Includes detailed information that is not maintained by the Office of Human Resources. Records include, but are not limited to, time sheets, summary copy to payroll, daily attendance sheet, overtime justification, record of official time away from the office, and medical visits.
Confidential
Yes
Electronic Record
No
Vital
No
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain 4 years and destroy, provided no audit pending.
Comment
Internal Auditor conducts a yearly audit that includes review of this material.
Confidential Issues
Social Security Number and Bullard - Plawecki Act.
Record Title
Minority Business Report
Series Number
0305-12
Schedule Number
99-0039
Description
This record series documents the total amount paid to minority firms doing business with the University. The information is sent to the Michigan Minority Purchasing Council and summarized on FRS. The series consists of a form that includes the total amount purchased and the number of firms doing business with the University, a computer printout from FRS with information that identifies whether or not the vendor is minority owned.
Confidential
No
Electronic Record
No
Vital
No
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain 4 years and destroy.
Record Title
Purchase Order Working Records
Series Number
0305-13
Schedule Number
99-0040
Description
This record series documents the management process of the acquisition of goods and services from vendors doing business with the University. The series includes, but is not limited to, traces, handwritten notes, memos, back-up information and written justifications, original requisition request, correspondence, audit permission, copy of bid summary, change orders, and purchase orders.
Confidential
No
Electronic Record
No
Vital
Yes
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain 3 years in office and transfer to the University Records Center for a total retention of 7 years.
Comment
Review destruction with the University Archivist to identify individual files for permanent retention.
Office Practice
If the record becomes a bid, the data is converted to a purchase order and the requisition form is filed with the purchase order document. If no award occurs, the file is marked "no action." The series is filed alpha - numerically.
Vital Records
Record series is judged essential to the continued operation of the office following an emergency.
Record Title
Contract Records
Series Number
0305-14
Schedule Number
99-0041
Description
This record series documents active and inactive contracts for the delivery of goods and services to the University. The contract describes the rights and obligations of both parties to the agreement. The series includes, but is not limited to, the contract, correspondence with vendor, vendor pricing sheets, bid document, addendum, extensions, and change orders. The series also includes an ongoing and updated roster of contracts.
Confidential
No
Electronic Record
No
Vital
Yes
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain 10 years after expiration of contract then transfer to the NMU Archives with authority to weed.
Vital Records
Record is judged to be essential to the continued operation of the office following an emergency.
Record Title
Request for Quotation (RFQ) Records
Series Number
0305-15
Schedule Number
99-0042
Description
This record series documents the process of receiving information and evaluating RFQs. The series also documents the procurement process for equipment and services. Records include, but are not limited to, Bid Condition sheet, summary, roster of those present during opening of bid, original proposal document, all original RFQs from vendors, any discussions, meeting records that document research for rejecting or accepting bids, notes, and correspondence. Series may also contain copy of Purchase Order or requisition.
Confidential
No
Electronic Record
Yes
Vital
Yes
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain 7 years all records of bid.
Vital Records
Record is judged essential to the continued operation of the office following an emergency.
Record Title
Surplus Equipment Records
Series Number
0305-16
Schedule Number
99-0043
Description
This record series documents excess property sold, donated, or auctioned. Records include memorandum, correspondence, copies of Purchase Order, reference material, copies of checks, liability disclaimer, request for quotations, copies of budget and revisions, list of items for sale.
Confidential
No
Electronic Record
No
Vital
No
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain 7 years then destroy provided no audit pending.
Office Practice
Arranged chronologically by year.
Record Title
Property Acquisition Records
Series Number
0305-17
Schedule Number
99-0044
Description
This record series documents the University's purchase of real property, including potential purchases. The series also documents any legal or taxation issues surrounding purchase of the property. Records include, but are not limited to, correspondence, memorandum, record of conversations, meeting notes, appraisal reports, photographs, documentation of legal and miscellaneous expenses, and copies of deeds.
Confidential
No
Electronic Record
No
Vital
Yes
Record Copy
Purchasing / GAD GIS Manager
Update
3/17/2003
Retention
Permanent. Transfer to NMU Archives as needed.
Office Practice
Records are filed by street and the original deed is transferred to GAD GIS Manager.
Record Title
Conflict of Interest Records
Series Number
0305-18
Schedule Number
99-0045
Description
This record series documents current and former employees who have disclosed a potential conflict of interest regarding a contract or purchase. Includes active and inactive status. Records include a memo from the employee noting a potential conflict of interest, reports generated semi-annually for the Board of Control, and conflict of interest summary report.
Confidential
No
Electronic Record
No
Vital
No
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain inactive files 7 years. Retain summary and bi-annual reports permanent and transfer to NMU Archives.
Record Title
Recycling Project Records
Series Number
0305-19
Schedule Number
99-0046
Description
This record series documents the management and administration of NMU's recycling program. The director of purchasing chairs the Recycling Committee. The series documents all material recycled, tracks tonnage, material and value to receive credit from sanitation vendor. Records include, but are not limited to, memos, reports from sanitation vendor, summary reports, billing information, revenue information, seminars, workshops, state information, various reference materials and literature, a history file (correspondence, notes, data, procedures, meeting minutes), and notes on items and materials recycled.
Confidential
No
Electronic Record
No
Vital
No
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain in office 5 years and then transfer to the NMU Archives with authority to weed.
Archivist Appraisal
Important series that retains high evidential and functional values following end of primary values. However, series would require heavy weeding upon receipt at the Archives.
Record Title
Procurement Credit Card Records
Series Number
0305-20
Schedule Number
99-0047
Description
This record series documents the original application requests from departments. The series also documents the management and maintenance of the department credit cards, abuses of the cards, and communications and negotiations between the bank and NMU. Records include summary report of billings to the University, correspondence, memorandum, procedures, and original applications from departments.
Confidential
Yes
Electronic Record
No
Vital
Yes
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain 4 years and then confidentially destroy.
Vital Records
The series is the only record of this activity.
Record Title
American Express Card Records
Series Number
0305-21
Schedule Number
99-0048
Description
This record series documents the employee benefit and all pertinent correspondence. All employees of NMU are eligible for this card, which is provided without an annual fee. Records include roster of participating employees, correspondence documenting contract negotiation and management of the program, application forms, cancellation order, and literature.
Confidential
Yes
Electronic Record
No
Vital
No
Record Copy
Purchasing
Update
3/17/2003
Retention
Retain 5 years once record becomes inactive.