ࡱ> _b^a bjbj gbAbAb^^$PN,z".fZ(]]]!!!!!!!$4#%!]]]]]!!]R!]! %Mvq!!0"&%&& ]]]]]]]!!]]]"]]]]&]]]]]]]]]^B :  APPLICATION FOR AUTHORITY Application No. 10-12  TO DISPOSE OF STATE RECORDS Page 1 of 3 STATE OF ILLINOIS STATE RECORDS COMMISSION STATE RECORDS UNIT ILLINOIS STATE ARCHIVES SPRINGFIELD, IL 62756 (217)782-2647 AGENCY   DIVISION Agency Wide  SUBDIVISION   Pursuant to the provisions of the State Records Act (5 ILCS 160/1 et seq.), I hereby request authority to dispose of state government records according to the schedule which follows. I certify that those records to be disposed of will not be needed in the transaction of current business nor will they be of sufficient administrative, legal, or fiscal value to warrant further retention by this agency. I also certify that any microfilm or digitized copies will be made in accordance with the standards of the State Records Commission and will be adequate substitutes for the original records. signature of agency head Date  ACTION TAKEN BY THE STATE RECORDS COMMISSION David A. Joens CHAIRMAN Thomas F. Schwartz, by G.S. SECRETARY April 21, 2010 DATE RECORDS LISTED ON THIS APPLICATION MAY BE DISPOSED OF PROVIDING: - the individual retention period is complete; - all audits have been completed under the supervision of the Auditor General and no litigation is pending or anticipated; - the items are correctly listed on a Records Disposal Certificate submitted to and approved by the State Records Commission 30 days prior to disposal. Certain records, as stipulated on this application, may be microfilmed or digitized and the original hardcopy record disposed of if the record is microfilmed or digitized in accordance with the standards of the State Records Commission Rules and if the film or digitized copy is retained for the prescribed retention period. Disposal of records after microfilming or digitizing must be noted on a Records Disposal Certificate. THIS APPLICATION AND ANY RELATED RECORDS DISPOSAL CERTIFICATES ARE TO BE RETAINED PERMANENTLY. 100.01 Credit Card Files (Originals) (Hardcopy and Electronic) Dates:2003- Volume:300 cu.ft./15 GB Annual Accumulation:50 cu.ft./2.5 GB Arrangement:Chronological by year   This record series consists of original departmental invoices and/or paid receipts, departmental credit card logs, credit card commercial card statements, and miscellaneous supporting documents created by each university department for purchasing goods or services following EIU Internal Governing Policy. The Purchasing card (PCard) system was implemented by the Purchasing Office in March 2003 and transferred the ownership of the original documents to each department allowed to utilize this option. This item supersedes item 1300.13 of State Records Application 84-66 and partially supersedes item 210.02 of State Records Application 92-78M in order to incorporate the Original Mastercard Statements and P-card invoices into this new application for agency-wide records (No change in the overall retention period is requested). Recommendation:Retain in the office for six (6) years, then destroy in a secure manner or delete from the system providing all audits have been completed and no litigation is pending or anticipated.  Disposition Approved as Amended 4/21/10 Use 3 not 100.02  10-12A Employee Search Committee Files for Hires and Non-Hires (Hardcopy and Electronic) A new Employee Search Committee File went into effect 12/15/21 See 10-12A (3 year retention period versus 5 year) Dates:1990- Volume:100 Cubic Feet /5 GB Annual Accumulation:50 Cubic Feet /2.5 GBArrangement:Alphabetical by candidates last name  This record series consists of all materials relating to the search for any employee position at the University specifically covering Faculty and/or Administrative/Professional positions (Civil Service positions are hired directly through the Human Resources Office). The applicants submit various requested materials during the recruiting process, depending upon the specific search criteria. These documents may be submitted in either hardcopy or electronic format. The Search Committee Procedural files are also retained in this series and include the search checklist forms and related supporting documents as required under the Universitys Internal Governing Policies for conducting employee searches. This item supersedes item 690.14 of State Records Application 96-32 in order to incorporate the record series into this new application for agency-wide records. (No change in the overall retention period is requested).Recommendation:Retain in the office for five (3) years after the date the vacancy is filled, then destroy in a secure manner or delete from system provided all audits have been completed and no litigation is pending or anticipated.Disposition Approved 4/21/10       APPLICATION FOR AUTHORITY Application No. 10-12 TO DISPOSE OF STATE RECORDS Page  PAGE 2 of  NUMPAGES \* MERGEFORMAT 3 (continued) Item No.Record Series Title, Description and RecommendationAction Taken 01345R]^_         ! # . / 1 2 4 5 7 Z k    & * 8 9 @ B 7 < ѧ ho}5 h $$Ifa$$$$dIfNa$ > ? @ A B 7 8 uuhuuuuuuu $$d N a$ $d N ~kd$$IflF.D*X     4 lap -./$If $$Ifa$gd-2k $$d N a$ $d N  ()+,-DEGHVfgijU_k~ !",123»ܵܭܑ hw5CJhkho}5jhkho}5Uhkhk5 hkCJ h@>*CJhho}>*CJ h@CJjho}CJU ho}CJjho}5CJU h-2k5CJ ho}5CJho}9/012345xoiiii$If $$Ifa$kd$$Iflr8$$R&r,h ,4 layto}5678?IJKxoi[Mii$If^`l $If^l `$If $$Ifa$kdC$$Iflr8$$R&r,h ,4 layto}KLMNVkle\VH:V$If^`l $If^l `$If $$Ifa$kd$$Iflֈ8$$R&r, h ,4 layto}lmnop_VH? $Ifgdo}l $If^l ` $$Ifa$kdO$$Iflֈ8$$R&r, h ,4 layto}$If_VH7$If^`gd@l $If^l ` $$Ifa$kd$$Iflֈ8$$R&r, h ,4 layto}$If_V $$Ifa$kdi$$Iflֈ8$$R&r, h ,4 layto}$IfxoiWBii$ P $Ifa$gd;$ P $Ifa$$If $$Ifa$kd$$Iflr8$$R&r,h ,4 layto} !"#xoiiii$If $$Ifa$kdu$$Iflr8$$R&r,h ,4 layto}#$%&6xoi[LLLi$ $Ifa$d$If^`d$If $$Ifa$kd$$Iflr8$$R&r,h ,4 layto}!"389 \PPGGGG $Ifgdo} $$Ifa$gd-2kkds$$Iflֈ8$$R&r, h ,4 layto} $$Ifa$34679@   #$&'IJLMxyz}ĸzzztndhaWhJJ>*CJ haWCJ h;CJ hCJjho}CJU h@CJ ho}CJhUho}5B*CJph%jhUho}5B*CJUphhT5B*CJphhU5B*CJphhUhU5B*CJph hU5CJ hw5CJ ho}5CJjho}5CJU'  oc $$Ifa$gdo}kd$$Iflr8$$R&r,h ,4 layto} $Ifgdo}()*xlcRAcc$If^`gdo}l $If^l `gdo} $Ifgdo} $$Ifa$gdo}kd$$Iflr8$$R&r,h ,4 layto}*+,-5NOPeYP?PPPl $If^l `gdo} $Ifgdo} $$Ifa$gdo}kd$$Iflֈ8$$R&r, h ,4 layto}PQRSh~eYP?6P $Ifgd@l $If^l `gdo} $Ifgdo} $$Ifa$gdo}kd$$Iflֈ8$$R&r, h ,4 layto}\P?l $If^l `gdo} $$Ifa$gdo}kd$$Iflֈ8$$R&r, h ,4 layto} $Ifgdo}K? $$Ifa$gdo}kd$$Iflֈ8$$R&r, h ,4 layto} $Ifgdo}$If^`gdo}ocNNN$ P $Ifa$gd $$Ifa$gdo}kd2 $$Iflr8$$R&r,h ,4 layto} $Ifgdo}nopqrE9 $$Ifa$gdo}kd $$Iflr8$$R&r,h ,4 layto} $Ifgdo}$ P $Ifa$gdaW$ P $Ifa$gd013mnwcͿӡӝ}}pgpho}h;0Jjho}h;0JU h;CJ h;5CJ h;5CJh]jh]UhPG|jho}CJU hk5CJjhkhk5Uhkhk5 hUCJ hkCJ ho}CJ hCJ haWCJhaWhaWCJ haW>*CJhaWhaW>*CJ'rstuvwxyocRd$If^`dgdo} $$Ifa$gdo}kd0 $$Iflr8$$R&r,h ,4 layto} $Ifgdo}bc><<kd $$Iflֈ8$$R&r, h ,4 layto} $$Ifa$gdk $Ifgdo}$ $Ifa$gdU%&'()*+ $$Ifa$$a$   !(  !(h]hgdo}&hPG|h]h; h;5CJ h;5CJ h;CJjh;0JCJU*hThT0JmHnHu*jh;0JCJUh;0JCJjho}h;0JU*hT0JmHnHu*+,56jkxE<<<<< $$Ifa$kd< $$Iflr(#6$*f)f 24 lap2xyz{|}~E<<<<< $$Ifa$kd, $$Iflr(#6$*f)f 24 lap2~E@>>>$a$kd $$Iflr(#6$*f)f 24 lap20PP/ =!"#$% 30PP/ =!"#$% $$If!vh#v#v#vX :V l 555X / / 4p}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}}$$If!vh#v#v#v#vh#v :V l,5555h5 4yto}$$If!vh#v#v#v #v#vh#v :V l,555 55h5 4yto}$$If!vh#vf#v#v)#v#vf:V l 25f55)55f4p2$$If!vh#vf#v#v)#v#vf:V l 25f55)55f4p2$$If!vh#vf#v#v)#v#vf:V l 25f55)55f4p2s666666666vvvvvvvvv666666>6666666666666666666666666666666666666666666666666hH6666666666666666666666666666666666666666666666666666666666666666662 0@P`p2( 0@P`p 0@P`p 0@P`p 0@P`p 0@P`p 0@P`p8XV~ 0@ 0@ 0@ 0@ 0@ 0@ 0@ 0@ 0@ 0@ 0@ 0@ 0@ 0@_HmH nH sH tH H`H Normal5$7$8$9DH$_HmH sH tH DA`D Default Paragraph FontVi@V 0 Table Normal :V 44 la (k ( 0No List .)@.  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