IDs and Records


You may email her by clicking on her name.
Alice Barnhart, Manager
847-635-1777
Office hours are 8:15 a.m.-5:00 p.m.
The ID's and Records department is responsible for:


Name Badge Order Form Letterhead and Envelope Order Form

Services
ID / Parking Cards ID / parking cards are issued for faculty, staff and administrators to be able to access the gated Parking Lot C on the Des Plaines Campus. An initial visit is made to the office in room 1540 for a photo to be taken and a card issued. If the cards becomes de-magnetized, a new card can be printed and sent to your in-house mailbox. There is no need for a second photo to be taken.

Photo ID's are also taken for Oakton's Nursing and PTA students for identification when those students are doing their clinical rotations at the various area hospitals and nursing homes. Student photo ID's must first be authorized by the Nursing and PTA program chairs. If lost, the replacement fee is $5.00.
Letterhead and Envelopes
Name Badges		 To place an order for Oakton Community College letterhead and envelopes and name badges, click on the corresponding link.
Records The College must keep certain records for a pre-determined length of time. In most cases this can range from two years to ten years. After this length of time, they can be destroyed. There are some records that can never be destroyed. When the records retention program first started, each department was initially responsible for identifying what type of records to keep. Then the State of Illinois informed us as to how long we must keep each record.

We store our records off-site at a company called Iron Mountain. Beginning in late 2004, we began a project to properly identify each box according to the State recognized description. Therefore, when you are ready to send a box to storage, please contact Alice Barnhart at x1777 or email Alice Barnhart in order to get valuable information needed to complete your label. After speaking with Alice, you are now ready to fill out the label (available from Alice).

Each label must include:
  1. Oakton customer ID number GK206.
  2. Customer name is Oakton Community College
  3. Customer box number to be determined and tracked by your office.
  4. Department ID as assigned by Alice
  5. Date range / from and date range / to indicating the dates of the records in the box.
  6. Create date is the date the label was created.
  7. Alpha / numeric range-from and alpha / numeric range-to is optional. Please discuss with Alice
  8. Reference #1 is optional.
  9. Major description - very important - the State recognized name as pre-determined by Alice
  10. Minor descripton is your departments common name for the items in the box.
  11. Destroy date - very important - determined by the State. Alice will provide this information.
  12. Finalizing the label; please include the preparer's full name, date, department ID, and telephone number.
Once a label has been properly completed;
  1. Make a copy of the label for your records.
  2. Peel off and affix the bar code label to the end of the box.
  3. Place the pink copy in the corresponding box.
  4. Send the white and yellow copies to Alice.
  5. After verifying the label, Alice will make the arrangements for pick-up.
  6. If there is an error on your label, it will be returned for correction.
If records need to be retrieved;
Call the ID and Records office, x1777, with the bar code number from the Iron Mountain label of the box(es) needed. Request for boxes must be received by 3:00 p.m. for delivery the next business day. In an emergency, a retrieval can be made for the same day.

PLEASE REMEMBER;
  • Call Alice at x1777 before you begin your storage project.
  • Be sure to order your storage boxes from Corporate Express. Item # FEL12770 (carton of 12).
  • Press firmly using a black or blue ball point pen when completing the label. You are making three copies.
Web site coordinator for Business Services Alice Barnhart serves as the web site coordinator for all of the Business Services departments. If you have any general questions or comments about this web site please contact Alice at x1777 or email Alice Barnhart

Business Services Home

Prospective Students | Current Students | Community | Continuing Education | Corporate Training | Faculty & Staff
Oakton Home | Search | Online Services

Questions and comments about the Business Services pages should go to Stella Pillay, stella@oakton.edu.

General information about Oakton and this web site: Contact Oakton.
© Copyright 2005 Oakton Community College. Last update 05/20/2008 .