reglab/statecodes huggingface dataset:
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 2600 - STATE BOARD OF ELECTIONS PROCUREMENT RULES › Subpart N - MISCELLANEOUS PROVISIONS OF GENERAL APPLICABILITY › Section 2600.1310 - Inspections

Current through Register Vol. 48, No. 28, July 12, 2024
a) Inspection of Plant
				or Site
SBEL may enter, or authorize CMS to enter, a vendor's or
				  subcontractor's plant or place of business to:
1) inspect supplies or services for
				acceptance by SBEL pursuant to the terms of a contract;
2) audit the books and records of any vendor
				or subcontractor;
3) investigate an
				action to debar or suspend a person from consideration for award of contracts
				pursuant to the Code;
4) determine
				whether the standards of responsibility have been met or are capable of being
				met;
5) determine if the contract
				is being performed in accordance with its terms; and
6) accomplish any other purpose permitted by
				law.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 2600 - STATE BOARD OF ELECTIONS PROCUREMENT RULES › Subpart N - MISCELLANEOUS PROVISIONS OF GENERAL APPLICABILITY › Section 2600.1315 - Records and Audits

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				Retention of Books and Records
Books and records that relate to performance of a contract,
				  including subcontracts, and that support amounts charged to SBEL, shall be
				  maintained:
1) by the agency, for
				three years, in the procurement file. The procurement file shall include
				substantive documents and records of communications that pertain to the
				procurement and resulting contract, Procurement Bulletin postings, vendor
				responses, evaluation material, modification or withdrawal of bids, and
				contractor reviews, any protest documents, and a record of the successful
				bidder. The solicitation document and contract, as well as any amendments,
				renewals or extensions to those documents, must also be included.
2) by a vendor, for three years from the date
				of final payment under the prime contract;
3) by a subcontractor, for at least three
				years from the date of final payment under the subcontract; and
4) by a vendor and subcontractor for such
				longer period of time as is necessary to complete ongoing or announced
				audits.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 2600 - STATE BOARD OF ELECTIONS PROCUREMENT RULES › Subpart N - MISCELLANEOUS PROVISIONS OF GENERAL APPLICABILITY › Section 2600.1320 - Written Determinations

Current through Register Vol. 48, No. 28, July 12, 2024
a) When the Code or this Part requires a
				written determination, the officer required to prepare the determination may
				delegate its preparation, but the responsibility for and the execution of the
				determination shall not be delegated.
b) Each written determination shall set out
				sufficient facts, circumstances, and reasoning as will substantiate the
				specific determination that is made.
c) While an officer is responsible for the
				execution of the written determination, other SBEL personnel, particularly
				technical personnel, are responsible for furnishing to the cognizant official,
				in an accurate and adequate fashion, the information pertinent to the
				determination. When requested, the information shall be furnished in writing to
				the cognizant official who shall have the authority to decide the final form
				and content of the determination and to resolve any questions or conflicts
				arising with respect to the determination.
d) The CPO is authorized to prescribe methods
				and operational procedures to be used in preparing written
				determinations.
e) Each written
				determination shall be filed in the solicitation or contract file to which it
				applies, shall be retained as part of that file for so long as the file is
				required to be maintained, and, except as otherwise provided by statute or
				rule, shall be open to public inspection.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 2600 - STATE BOARD OF ELECTIONS PROCUREMENT RULES › Subpart N - MISCELLANEOUS PROVISIONS OF GENERAL APPLICABILITY › Section 2600.1325 - Subcontractors

Current through Register Vol. 48, No. 28, July 12, 2024
All competitive sealed proposals, including proposals for
				  professional and artistic services, shall include a provision to require each
				  offeror to identify, either in its proposal or prior to award, the identity of
				  any subcontractor that will be used in the performance of the contract, as well
				  as the amounts expected to be paid to each subcontractor. For purposes of this
				  Section, subcontractors are those specifically hired to perform all or part of
				  the services or to provide the supplies requested by the
				  State.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 2600 - STATE BOARD OF ELECTIONS PROCUREMENT RULES › Subpart N - MISCELLANEOUS PROVISIONS OF GENERAL APPLICABILITY › Section 2600.1330 - Domestic Products

Current through Register Vol. 48, No. 28, July 12, 2024
Nothing in this Part shall be construed to contravene the
				  Purchase of Domestic Products Act [30 ILCS 517 ].
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4000 - LOCAL RECORDS COMMISSION › Section 4000.10 - General

Current through Register Vol. 48, No. 28, July 12, 2024
a) The Local Records
			 Commission (the Commission) for agencies comprising counties of less than
			 3,000,000 inhabitants shall
consist of a county board
			 chairperson/president, a mayor/president of a city, village or incorporated
			 town, a county auditor, a State's Attorney (all of whom shall be appointed by
			 the Governor), the State Archivist and the State Historian.
[50 ILCS
			 205/6 ] The chairperson/president of the county board
			 shall be the chairman of the Commission. A member of the Commission may
			 designate a substitute.
b) The
			 Commission shall meet at 10:00 a.m. on the first Tuesday of each month. If the
			 first Tuesday falls on a holiday, the Commission shall meet on the first
			 Wednesday.
c) All meetings of the
			 Commission shall be open to the public and will be held in the John Daly
			 Conference Room, Margaret Cross Norton Building, Springfield, Illinois unless
			 otherwise stated in the publicly posted notice of the meeting.
d) The Commission shall determine what
			 records no longer have administrative, legal, fiscal, research, or historical
			 value; determine what records should be destroyed or otherwise disposed of; and
			 authorize and approve the destruction or other disposal of records. The State
			 Archivist may deposit records in the State Archives, State Library or State
			 Historical Museum, or with a local historical society, museum or
			 library.
e) No public record,
			 except as otherwise provided by law, shall be disposed of by any officer or
			 agency, unless written approval of the Commission is first obtained.
f) The Commission reserves the rights to
			 review, modify or revoke approved records disposal schedules after due notice
			 is given to the agency and an open meeting on the subject is held.
g) The presiding judge of any court of record
			 or the head of each agency shall provide for compliance with this Part. In the
			 case of a violation of the Local Records Act [50 ILCS 205 ] or of this Part
			 discovered by the Commission, the Attorney General and the county's State's
			 Attorney will be notified.
h)
			 Non-record materials may be destroyed at any time by the agency in possession
			 of those materials without the prior approval of the Commission. Whenever there
			 is doubt that certain items are non-record materials, the agency should
			 consider them to be records until their status is determined.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4000 - LOCAL RECORDS COMMISSION › Section 4000.22 - Incorporations by Reference

Current through Register Vol. 48, No. 28, July 12, 2024
a) No
			 incorporation by reference in this Part includes any amendment or edition later
			 than the date specified.
b) The
			 following materials are incorporated in this Part:
1) ANSI/AIIM MS23 (2004) - Recommended
			 Practice - Production, Inspection, and Quality Assurance of First Generation,
			 Silver Microforms of Documents.
2)
			 ANSI/AIIM MS62 (1999) - Recommended Practice for COM (Computer Output
			 Microfilm) Recording System Having an Internal Electronic Forms Generating
			 System - Operational Practices for Inspection & Quality Control.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4000 - LOCAL RECORDS COMMISSION › Section 4000.30 - Procedures for Compiling and Submitting Lists and Schedules of Records for Disposal

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 The presiding judge of any court of record or the head of each agency shall
			 submit to the Commission lists or schedules of public records in his or her
			 custody that are not needed in the transaction of current business and that do
			 not have sufficient administrative, legal or fiscal value to warrant their
			 further preservation.
b) New lists
			 or schedules are required whenever the informational content of a record series
			 is changed.
c) An original and one
			 copy of all Applications for the Authority to Dispose of Local Records shall be
			 submitted to the Commission on forms available from the Commission, Margaret
			 Cross Norton Building, Springfield, Illinois, 62756.
d) Nonrecord materials may be destroyed at
			 any time by the agency in possession of the materials without the prior
			 approval of the Commission. However, whenever the head of any agency doubts
			 whether certain papers are nonrecord materials, he or she should presume that
			 they are records.
e) The Archivist
			 shall be the local records advisor and shall appoint such assistants as
			 necessary to assist local governments in carrying out the purposes of the Local
			 Records Act [50
			 ILCS 205/5 ], including the preparation of lists and
			 schedules of records.
f)
			 Applications for the Authority to Dispose of Local Records must be received in
			 the office of the Local Records Unit of the Illinois State Archives at least 5
			 business days before a scheduled Commission meeting to be placed on the agenda
			 of that meeting. If received after that time, applications will be placed on
			 the agenda of the next Commission meeting.
g) The Commission will consider all
			 applications presented at each meeting. The Commission may approve, amend, deny
			 or defer approval of an application pending clarification, modification or
			 deletion of information presented on any portion of the application. Once
			 approved, applications are non-expiring.
h) During the review of each application, the
			 Commission will consider if the description of the record series is complete
			 and easily understandable with regard to how and why the record was created,
			 what purpose it serves, where else the information can be found, and if the
			 proposed retention is appropriate in light of the record's administrative,
			 fiscal, legal, research or historical value.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4000 - LOCAL RECORDS COMMISSION › Section 4000.40 - Procedures for the Physical Destruction or Other Disposition of Records Proposed for Disposal

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 Subject to statutory provisions, agencies may dispose of records authorized for
			 destruction by the Commission.
b)
			 All records for which disclosure is prohibited by law that contain social
			 security, driver's license or State identification numbers, or that identify a
			 person by name and birth date, must be destroyed by a lawful, secure manner
			 that does not allow for the reconstruction or reuse of the original record
			 information.
1) Approved methods of
			 destruction for paper based records for which disclosure is prohibited by law
			 or that identify a person include: burning; shredding, in which either a
			 crosscut shredder cutting to a maximum width of 3/8 inches or an industrial
			 sized strip cut shredder is used, if it is incorporated with a baler or the
			 shredded paper is further destroyed; pulping using standard wet process
			 pulpers; or pulverizing using a dry destruction process that may include the
			 use of hammer mills, choppers, huggers or disintegrating equipment.
2) Approved methods of destruction for
			 non-paper based records for which disclosure is prohibited by law or that
			 identify a person include: burning in a pyrolytic furnace or other incinerator
			 or incendiary device; destroying in a dry pulverizing system; shredding;
			 grinding, which is defined as abrading through the surface of an optical disc
			 (compact disc); milling; knurling; disintegration; or degaussing. Computer
			 software or hardware must be overwritten, erased or wiped/sanitized in a manner
			 that prevents retrieval.
3) The
			 handling and transportation of the records designated for destruction must be
			 done in a reasonably secure manner that is designed to prevent public access to
			 the records.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4000 - LOCAL RECORDS COMMISSION › Section 4000.50 - Standards for the Reproduction of Records by Microphotographic and Electronic Microimaging Processes with a View to the Disposal of the Original Records

Current through Register Vol. 48, No. 28, July 12, 2024
a) Records proposed for
			 microfilming or electronic microimaging with a view to disposal of the original
			 records must be on a list or retention schedule approved by the
			 Commission.
b) In submitting lists
			 or schedules of records scheduled for permanent retention for which microfilm
			 copies are to be substituted, the head of each agency shall certify that
			 microfilm copies, made in accordance with standards of the Commission, will be
			 adequate substitutions for the original records.
c) Quality of the Film Used. The film stock
			 must be silver halide and the processing of the film shall comply with the
			 minimum standards of quality required by the Commission as set forth in Section
			 4000.60.
d) Preparation of the Records for Filming or
			 Electronic Microimaging
1) All documents in
			 the file shall be microfilmed, unless their size or physical form prevents
			 microfilming, in which case an explanation of their omission shall be
			 microfilmed at the appropriate point on the roll of film and be worded
			 substantially as follows:
"(Item Description) was omitted from this roll of film because
				____________________________________. It may be located
				_____________________________."
2) Any records not filmed shall be maintained
			 by the agency under terms specified on the approved records retention
			 schedule.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4000 - LOCAL RECORDS COMMISSION › Section 4000.60 - Minimum Standards of Quality for Permanent Record Photographic Microcopying Film

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 These standards are concerned with both raw stock for permanent record films
			 and with the processed films ready for storage. They are not restricted to
			 microfilm but apply equally to motion picture films, roll films, and sheet
			 films. They reflect incorporations listed in Section
			 4000.22.
b) All such film stock shall be of approved
			 permanent type polyester based film that includes an anti-halation dye system
			 that meets the minimum specifications of ANSI/AIIM MS23.
c) Each frame of microfilm shall be exposed
			 and processed so that every line and character on the document appears on the
			 microfilm with sufficient clarity to permit reproducibility through three
			 successive generations of reproduction. With regard to operational procedures,
			 inspection and quality control of silver gelatin microfilm, ANSI/AIIM MS23
			 shall apply.
d) The background
			 photographic densities must be appropriate to the type of documents being
			 filmed. Appropriate background densities are as follows:
Classification
Description of Documents
Background Density
Group 1
High-quality, high-contrast printed books and
						  periodicals; black type face; fine-line originals; black opaque pencil writing;
						  and documents with small, high-contrast print...................
1.00 to
						  1.30
Group 2
Pencil and ink drawings; faded and very small print
						  (for example, footnotes at the bottom of a printed page); scenic checks;
						  documents with printed pictorial images; and
						  newspapers........................................
0.90 to
						  1.10
Group 3
Low-contrast manuscripts and drawings; graph paper with
						  pale, fine-colored lines; letters typed with a worn ribbon; poorly printed,
						  faint documents.........................................
0.80 to 1.00 (1:24 reduction or less)
Group 4
Very low-contrast (worst case) documents can require
						  extremely low background density...................
0.75 to 0.85 (1:24 reduction or less)
Group 5
COM.................................................
1.50
						  to 2.00
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4000 - LOCAL RECORDS COMMISSION › Section 4000.80 - Management of Electronic Records

Current through Register Vol. 48, No. 28, July 12, 2024
a) Born-digital Records. Born-digital records
			 shall be subject to the same record schedules as those records originally
			 created in other media.
b)
			 Databases. Databases or components of databases may or may not be considered
			 records, depending upon their function and contents. An agency's Records
			 Retention Schedule, as approved by the Commission, will be used to make such a
			 determination.
c) Permanent
			 Records. Records scheduled for permanent retention must be stored in file
			 formats approved by the Commission (see Appendix A) at the time the records are
			 permanently removed from the active system, at the time of active system
			 decommissioning, or at the request of the Commission.
d) Storage Media. Electronic records may be
			 stored on a hard disk, magnetic tape, networks using a combination of these, or
			 other media approved by the Commission (see Appendix B). Stored records must be
			 regularly migrated to new media in accordance with current industry best
			 practices, such as, but not limited to, ANSI/ARMA 16-2007, The Digital
			 Preservation Coalition's Digital Preservation Handbook and the University of
			 Illinois' "Best Practices for Media Selection and Migration". If agencies are
			 uncertain as to whether they are following appropriate best practices, they
			 should consult with the Illinois State Archives.
e) Access. Electronic records must be
			 maintained in such a way that each record is individually accessible for the
			 length of the scheduled retention.
f) Backup Copies. A minimum of two total
			 copies of all electronic records must be preserved for the length of scheduled
			 retention. Copies must be stored according to current industry best practices
			 for geographic redundancy, such as, but not limited to, NIST Special
			 Publication 800-34 Rev. 1 - Contingency Planning Guidelines for Federal
			 Information Systems and the New York State Archives' "Record Advisory:
			 Electronic Records Disaster Preparedness and Recovery". If agencies are
			 uncertain as to whether they are following appropriate best practices, they
			 should consult with the Illinois State Archives.
g) External Vendors
1) Agencies may contract with external
			 vendors for the storage or management of electronic records. Vendors must
			 comply with this Section. Contracting agencies will remain responsible for the
			 proper management of records in the custody of vendors.
2) Contracts for the storage of electronic
			 records by external vendors must allow for the return of all electronic data
			 files and indexing information to the agency at the expiration of the contract
			 or, in the case of vendor failure, in a format complying with the requirements
			 of subsections (c) and (e).
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.10 - General

Current through Register Vol. 48, No. 28, July 12, 2024
a)
The State
			 Records Commission
(Commission)
shall consist of the following
			 State officials or their authorized representatives: the Secretary of State,
			 who shall act as chairman; the State Historian, who shall serve as secretary;
			 the State Treasurer; the Director of Central Management Services; the Attorney
			 General; and the State Comptroller.
[5
			 ILCS 160/16 ]
b)
The Commission shall meet whenever
			 called by the chairman, who shall have no vote on matters considered by the
			 Commission.
[5 ILCS
			 160/16 ]
c) All meetings of the Commission shall be
			 open to the public and will be held in the John Daly conference room of the
			 Margaret Cross Norton Building, Springfield, Illinois, unless otherwise stated
			 in the publicly-posted call for the meeting.
d)
It is the duty of the Commission
			 to determine what records no longer have administrative, legal, fiscal,
			 research, or historical value and should be destroyed or disposed of
			 otherwise.
[5 ILCS 160/16 ]
e)
No record shall be disposed of by
			 any agency of the State, unless approval of the State Records Commission is
			 first obtained.
[5
			 ILCS 160/17 ] This includes original source documents
			 that have been reproduced to another format via scanning, electronic
			 microimaging or microfilming, as well as the reproductions themselves when they
			 serve as the official record.
f)
			 The Commission reserves the right to review, modify, or revoke approved records
			 schedules if any changes occur in the records' administrative, legal, fiscal,
			 research or historical value after initial scheduling for destruction. Reviews,
			 modifications and revocations of existing records schedules may only take place
			 after the head of each agency involved receives written notice two weeks prior
			 to the Commission meeting stating time, date, and place of meeting and the
			 reason for the proposed review. Commission meeting date, times and locations
			 will be posted in the Margaret Cross Norton Building two weeks prior to each
			 meeting and will be publicized in accordance with the Open Meetings Act [5 ILCS
			 120 ].
g) Non-record materials may
			 be destroyed at any time by the agency in possession of those materials without
			 the prior approval of the Commission. Whenever there is doubt that certain
			 items are non-record materials, the agency should consider them to be records
			 until their status is determined
h)
			 The head of each agency shall provide for compliance with provisions of this
			 Part.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.22 - Incorporations by Reference

Current through Register Vol. 48, No. 28, July 12, 2024
a) No
			 incorporation by reference in this Part includes any amendment or edition later
			 than the date specified.
b) The
			 following materials are incorporated in this Part:
The American National Standards Institute/Association for
				Information and Image Management
1819 L Street, NW
Suite 600
Washington, DC 20036
1) ANSI/AIIM MS23 (2004) - Recommended
			 Practice - Production, Inspection, and Quality Assurance of First-Generation,
			 Silver Microforms of Documents
2)
			 ANSI/AIIM MS62 (1999) - Recommended Practice for COM Recording System Having an
			 Internal Electronic Forms Generating System - Operational Practices for
			 Inspection & Quality Control
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.25 - Record Management

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 The Act [5 ILCS 160 ] places with the Secretary of State the responsibility to
			 provide the expertise and technical assistance necessary for State agencies to
			 properly manage their records. The Secretary provides this service through the
			 Illinois State Archives - Records Management Section.
b) The Act places three major
			 responsibilities on State agencies:
1) No
			 record shall be disposed of by any State agency unless the approval of the
			 State Records Commission is first obtained.
2) The head of each agency shall establish
			 and maintain an active, continuing program for the economical and efficient
			 management of records of the agency.
3) The head of each agency shall submit to
			 the Commission lists or schedules of records in his or her custody that are not
			 needed in the transaction of public business and do not warrant further
			 preservation. Any person who knowingly and without lawful authority alters,
			 destroys, defaces, removes, or conceals any public record is guilty of a Class
			 4 felony as provided in Section 11 of the Act and Section 32-8 of the Criminal
			 Code of 2012 [720 ILCS
			 5/32-8 ].
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.30 - Procedures for Compiling and Submitting Lists and Schedules of Records for Disposal

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 The head of each agency shall submit to the Commission lists or schedules of
			 records in his or her custody that are not needed in the transaction of current
			 business and that do not have sufficient administrative, fiscal, legal,
			 research or historical value to warrant their further preservation.
b) New lists or schedules are required
			 whenever the informational contents of a records series are changed.
c) An Application for Authority to Dispose of
			 State Records shall be submitted to the Commission on forms available from the
			 State Records Commission, Margaret Cross Norton Building, Springfield, Illinois
			 62756.
d) The Secretary of State
shall appoint such assistants, who shall be technically qualified and
			 experienced in the control and management of archival materials and in records
			 management practices and techniques, as are necessary to carry out his
or her
duties
[5
			 ILCS 160/6 ], including the preparation of lists and
			 schedules of records.
e)
			 Applications for Authority to Dispose of State Records must be received in the
			 office of the State Records Unit of the Illinois State Archives at least five
			 working days before a scheduled Commission meeting to be placed on the agenda
			 of that meeting. If received after that time, applications will be placed on
			 the agenda of the next Commission meeting.
f) The Commission will consider all
			 applications presented at each meeting. The Commission may approve, amend, deny
			 or defer approval of an application pending clarification, modification or
			 deletion of information presented on any portion of the application. Once
			 approved, applications are non-expiring.
g) During the review of each application, the
			 Commission will consider if the description of the records series is complete
			 and easily understandable with regard to how and why the record was created,
			 what purpose it serves, where else the information can be found, and if the
			 proposed retention is appropriate in light of the records' administrative,
			 fiscal, legal, research or historical value.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.40 - Procedures for the Physical Destruction or Other Disposition of Records Proposed for Disposal

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 Subject to statutory provisions, agencies may dispose of records authorized for
			 destruction by the Commission.
b)
			 All records for which disclosure is prohibited by law that contain social
			 security, driver's license, or State identification number or that identify a
			 person by name and birth date must be destroyed by a lawful, secure manner that
			 does not allow for the reconstruction or reuse of the original record
			 information.
1) Approved methods of
			 destruction for paper based records for which disclosure is prohibited by law
			 or that identify a person include: burning; shredding, in which either a
			 crosscut shredder cutting to a maximum width of 3/8 inches or an industrial
			 sized strip cut shredder is used, if it is incorporated with a baler or the
			 shredded paper is further destroyed; pulping using standard wet process
			 pulpers; or pulverizing using a dry destruction process that may include the
			 use of hammer mills, choppers, huggers or disintegrating equipment.
2) Approved methods of destruction for
			 non-paper based records for which disclosure is prohibited by law or that
			 identify a person include: burning in a pyrolytic furnace or other incinerator
			 or incendiary device; destroying in a dry pulverizing system; shredding;
			 grinding, which is defined as abrading through the surface of an optical disc
			 (compact disc); milling; knurling; disintegration; or degaussing. Computer
			 software or hardware must be overwritten, erased or wiped/sanitized in a manner
			 that prevents retrieval.
3) The
			 handling and transportation of the records designated for destruction must be
			 done in a reasonably secure manner that is designed to prevent public access to
			 the records.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.50 - Standards for the Reproduction of Records by Microphotographic and Electronic Microimaging Processes with a View to the Disposal of the Original Records

Current through Register Vol. 48, No. 28, July 12, 2024
a) Records proposed for
			 microfilming or electronic microimaging with a view to dispose of the original
			 records must be on a list or retention schedule approved by the State Records
			 Commission.
b) In submitting lists
			 or schedules of records scheduled for permanent retention for which microfilm
			 copies are to be substituted, each agency shall certify that microfilm copies,
			 made in accordance with standards of the Commission, will be adequate
			 substitutes for the original records.
c) Computer Output Microfilm (COM) of born
			 digital data is to be considered an original record and not a copy of an
			 original record. Therefore, authentication requirements for source document
			 microfilm as found in subsections (f) and (g) do not apply to COM. COM of
			 scanned (electronic microimaging) digital images must include resolution charts
			 as recommended in ANSI/AIIM MS62.
d) Quality of the Film Used. The film stock
			 used must be silver halide and the processing of the film shall comply with the
			 minimum standards of quality required by the Commission as set forth in Section
			 4400.60.
e) Preparation of the Records for Filming or
			 Electronic Microimaging.
1) All documents in
			 the file shall be microfilmed or scanned, unless their size or physical form
			 prevents microfilming or scanning, in which case an explanation of their
			 omission shall be microfilmed or scanned at the appropriate point on the roll
			 of film and be worded substantially as follows:
"
(Item Description)
was omitted from this roll of film because
.
It may be located
."
2) Any
			 records not filmed shall be maintained by the agency or transferred to the
			 Archives under terms specified on the approved records retention
			 schedule.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.60 - Minimum Standards of Quality for Permanent Record Photographic Original Microfilm

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 These standards are concerned with both raw stock for permanent record films
			 and with the processed films ready for storage. They are not restricted to
			 microfilm but apply equally to motion picture films, roll films, and sheet
			 films. They reflect incorporations listed in Section
			 4400.22.
b) All such film stock shall be of approved
			 permanent type polyester based film that includes an anti-halation dye system
			 that meets the minimum specifications of ANSI/AIIM MS23.
c) Each frame of microfilm shall be exposed
			 and processed so that every line and character on the document appears on the
			 microfilm with sufficient clarity to permit reproducibility through three
			 successive generations of reproduction. With regard to operational procedures,
			 inspection, and quality control of silver gelatin microfilm, ANSI/AIIM MS23,
			 shall apply.
d) The background
			 photographic densities must be appropriate to the type of documents being
			 filmed. Appropriate background densities are as follows:
Classification
Description of Documents
Background Density
Group 1
High-quality, high-contrast printed books and
						  periodicals; black type face; fine-line originals; black opaque pencil writing;
						  and documents with small, high-contrast print.
1.00 to
						  1.30
Group 2
Pencil and ink drawings; faded and very small print
						  (for example, footnotes at the bottom of a printed page); scenic checks;
						  documents with printed pictorial images; and newspapers.
0.90 to
						  1.10
Group 3
Low-contrast manuscripts and drawings; graph paper with
						  pale, fine-colored lines; letters typed with a worn ribbon; poorly printed,
						  faint documents.
0.80 to 1.00
(1:24 reduction or less)
Group 4
Very low-contrast (worse case) documents can require
						  extremely low background density.
0.75 to 0.85
(1:24 reduction or less)
Group 5
COM
1.50
						  -2.00
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.80 - Management of Electronic Records

Current through Register Vol. 48, No. 28, July 12, 2024
a) Born-digital Records - Born-digital
			 records shall be subject to the same records schedules as those records
			 originally created in other media.
b) Databases - Databases or components of
			 databases may or may not be considered records, depending upon their function
			 and contents. An agency's Records Retention Schedule, as approved by the
			 Commission, will be used to make such a determination.
c) Permanent Records - Records scheduled for
			 permanent retention must be stored in file formats approved by the State
			 Records Commission (see Appendix E) at the time the records are permanently
			 removed from the active system, at the time of active system decommissioning or
			 at the request of the Commission.
d) Storage Media - Electronic records may be
			 stored on a hard disk, magnetic tape, networks utilizing a combination of
			 these, or other media approved by the Commission (see Appendix F). Stored
			 records must be regularly migrated to new media in accordance with current
			 industry best practices, such as, but not limited to, ANSI/ARMA 16-2007, The
			 Digital Preservation Coalition's Digital Preservation Handbook and the
			 University of Illinois' "Best Practices for Media Selection and Migration". If
			 agencies are uncertain as to whether they are following appropriate best
			 practices, they should consult with the Illinois State Archives.
e) Access - Electronic records must be
			 maintained in such a way that each record is individually accessible for the
			 length of the scheduled retention.
f) Backup Copies - A minimum of two total
			 copies of all electronic records must be preserved for the length of scheduled
			 retention. Copies must be stored according to current industry best practices
			 for geographic redundancy, such as, but not limited to, NIST Special
			 Publication 800-34 Rev. 1 - Contingency Planning Guideline for Federal
			 Information Systems and the New York State Archives' "Records Advisory:
			 Electronic Records Disaster Preparedness and Recovery". If agencies are
			 uncertain as to whether they are following appropriate best practices, they
			 should consult with the Illinois State Archives.
g) External Vendors -
1) Subject to the Illinois Procurement Code,
			 agencies may contract with external vendors for the storage or management of
			 electronic records. The vendors must comply with all rules in this Section.
			 Contracting agencies will remain responsible for the proper management of
			 records in the custody of vendors.
2) Contracts for the storage of electronic
			 records by external vendors must allow for the return of all electronic data
			 files and indexing information to the agency at the expiration of the contract
			 or upon vendor failure to comply with subsections (c) and (e).
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4500 - LOCAL RECORDS COMMISSION OF COOK COUNTY › Section 4500.10 - General

Current through Register Vol. 48, No. 28, July 12, 2024
a) The Local Records
			 Commission for agencies comprising counties of more than 3,000,000 inhabitants
			 shall be known as the Local Records Commission of Cook County (Commission) and
			 shall consist of the president of the Cook County Board, the mayor of the City
			 of Chicago, the Cook County State's Attorney, the Cook County Comptroller, the
			 State Archivist and the State Historian. The president of the Cook County Board
			 shall be the chairman of the Commission. A member of the Commission may
			 designate a substitute.
b) The
			 Commission shall meet at 11:00 a.m. on the second Tuesday of each month. If the
			 second Tuesday falls on a holiday, the Commission shall meet on the second
			 Wednesday.
c) All meetings of the
			 Commission shall be open to the public and will be held at a location
			 designated by the Commission within Cook County as stated in the publicly
			 posted notice of the meeting.
d)
			 The Commission shall determine what records no longer have administrative,
			 legal, research or historical value; determine what records should be destroyed
			 or otherwise disposed of; and authorize and approve the destruction or other
			 disposal of records. The State Archivist may deposit records in the State
			 Archives, State Library or State Historical Museum, or with a local historical
			 society, museum or library.
e) No
			 public record, except as otherwise provided by law, shall be disposed of by any
			 officer or agency unless written approval of the Commission is first
			 obtained.
f) The Commission
			 reserves the right to review, modify or revoke approved records retention
			 schedules after due notice is given to the agency and an open meeting on the
			 subject is held.
g) The presiding
			 judge of any court of record, or the head of each agency, shall provide for
			 compliance with this Part. In case of a violation of the Local Records Act [50
			 ILCS 205 ] or of this Part discovered by the Commission, the Attorney General
			 and the Cook County State's Attorney will be notified.
h)
Nonrecord materials may be
			 destroyed at any time by the agency in possession of such materials without the
			 prior approval of the Commission.
[50 ILCS 250/8 ]Whenever there is
			 doubt that certain items are nonrecord materials, the agency should consider
			 items to be records until their status is determined.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4500 - LOCAL RECORDS COMMISSION OF COOK COUNTY › Section 4500.22 - Incorporations by Reference

Current through Register Vol. 48, No. 28, July 12, 2024
a) No
			 incorporation by reference in this Part includes any amendment or edition later
			 than the date specified.
b) The
			 following materials are incorporated in this Part:
1) ANSI/AIIM MS23 (2004) - Recommended
			 Practice - Production, Inspection, and Quality Assurance of First Generation,
			 Silver Microforms of Documents.
2)
			 ANSI/AIIM MS62 (1999) - Recommended Practice for COM Recording Systems Having
			 an Internal Electronic Forms Generating System - Operational Practices for
			 Inspection & Quality Control.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4500 - LOCAL RECORDS COMMISSION OF COOK COUNTY › Section 4500.30 - Procedures for Compiling and Submitting Lists and Schedules of Records Proposed for Disposal

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 The presiding judge of any court or the head of each agency or both shall
			 submit to the Commission, in accordance with this Part, lists or schedules of
			 public records in his or her custody that are not needed in the transaction of
			 current business and that do not have sufficient administrative, legal, or
			 fiscal value to warrant their further preservation.
b) New lists or schedules are required
			 whenever the informational content of a record series is changed.
c) An original and one copy of all
			 Applications for the Authority to Dispose of Local Records shall be submitted
			 to the Commission on forms available from the Commission, Margaret Cross Norton
			 Building, Springfield, Illinois 62756.
d) The Archivist shall be local records
			 advisor and shall appoint such assistants as necessary to assist local
			 governments in carrying out the purposes of Section 5 of the Act, including the
			 preparation of lists and schedules of records.
e) Applications for the Authority to Dispose
			 of Local Records must be received in the office of the Local Records Unit of
			 the Illinois State Archives at least 5 business days before a scheduled
			 Commission meeting to be placed on the agenda of that meeting. If received
			 after that time, applications will be placed on the agenda of the next
			 Commission meeting.
f) The
			 Commission will consider all applications presented at each meeting. The
			 Commission may approve, amend, deny or defer approval of an application pending
			 clarification, modification or deletion of information presented on any portion
			 of the application. Once approved, applications are non-expiring.
g) During the review of each application, the
			 Commission will consider if the description of the record series is complete
			 and easily understandable with regard to how and why the record was created,
			 what purpose it serves, where else the information can be found, and if the
			 proposed retention is appropriate in light of the record's administrative,
			 fiscal, legal, research or historical value.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4500 - LOCAL RECORDS COMMISSION OF COOK COUNTY › Section 4500.40 - Procedures for the Physical Destruction or Other Disposition of Records Proposed for Disposal

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 Subject to statutory provisions, agencies may dispose of records authorized for
			 disposal by the Commission.
b) All
			 records for which disclosure is prohibited by law that contain social security,
			 driver's license or State identification numbers, or that identify a person by
			 name and birth date, must be destroyed by a lawful, secure manner that does not
			 allow for the reconstruction or reuse of the original record information.
1) Approved methods of destruction for paper
			 based records for which disclosure is prohibited by law or that identify a
			 person include: burning; shredding, in which either a crosscut shredder cutting
			 to a maximum width of 3/8 inches or an industrial sized strip cut shredder is
			 used, if it is incorporated with a baler or the shredded paper is further
			 destroyed; pulping using standard wet process pulpers; or pulverizing using a
			 dry destruction process that may include the use of hammer mills, choppers,
			 huggers or disintegrating equipment.
2) Approved methods of destruction for
			 non-paper based records for which disclosure is prohibited by law or that
			 identify a person include: burning in a pyrolytic furnace or other incinerator
			 or incendiary device; destroying in a dry pulverizing system; shredding;
			 grinding, which is defined as abrading through the surface of an optical disc
			 (compact disc); milling; knurling; disintegration; or degaussing. Computer
			 software or hardware must be overwritten, erased or wiped/sanitized in a manner
			 that prevents retrieval.
3) The
			 handling and transportation of the records designated for destruction must be
			 done in a reasonably secure manner that is designed to prevent public access to
			 the records.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4500 - LOCAL RECORDS COMMISSION OF COOK COUNTY › Section 4500.50 - Standards for the Reproduction of Records by Microphotographic and Electronic Microimaging Processes with a View to the Disposal of the Original Records

Current through Register Vol. 48, No. 28, July 12, 2024
a) Records proposed for
			 microfilming or electronic microimaging with a view to disposal of the original
			 records must be on a list or retention schedule approved by the
			 Commission.
b) In submitting lists
			 or schedules of records scheduled for permanent retention for which microfilm
			 copies are to be substituted, the head of each agency shall certify that
			 microfilm copies, made in accordance with standards of the Commission, will be
			 adequate substitutions for the original records.
c) Quality of the Film Used. The film stock
			 must be silver halide and the processing of the film shall comply with the
			 minimum standards of quality required by the Commission as set forth in Section
			 4500.60.
d) Preparation of the Records for Filming or
			 Electronic Microimaging
1) All documents in
			 the file shall be microfilmed, unless their size or physical form prevents
			 microfilming, in which case an explanation of their omission shall be
			 microfilmed at the appropriate point on the roll of film and be worded
			 substantially as follows:
"(Item Description) was omitted from this roll of film
because ____________________________________.
It may be located
				_____________________________."
2) Any records not filmed shall be maintained
			 by the agency under terms specified on the approved Records Retention
			 Schedule.