Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4400 - STATE RECORDS COMMISSION › Section 4400.20 - Definitions

Current through Register Vol. 48, No. 28, July 12, 2024
Act - The State Records Act [5 ILCS 160 ].
Administrative Value - Those aspects of records containing
				facts concerning an agency's administrative decisions that an agency needs for
				its immediate day-to-day function. This value almost always diminishes and is
				lost over time.
Agency -
All parts, boards, and commissions of the
				executive branch of the State government, including but not limited to all
				departments established by the Civil Administrative Code of Illinois.
[5 ILCS 160/2 ]
Analog Records - Records created and maintained on a physical
				medium. Examples include paper documents, analog motion picture film, analog
				photographs and analog audio tape.
Application for Authority to Dispose of State Records - Also
				referred to as a records retention schedule, the document stating the official
				retention, maintenance and disposition requirements for a record series, or
				type of record, based on administrative, fiscal, legal or archival values for
				the scheduled records. This schedule is of no force unless approved by the
				Commission (see Section 17 of the Act).
Authentic Copy - A reproduction of a record that duplicates the
				content of the original record and that has been certified as authentic by the
				creating agency so that it may be submitted as legal evidence.
Born-Digital Records - Records created in a digital format, as
				opposed to those created in other media and then converted to digital
				surrogates. Examples include word processing documents, electronic spreadsheets
				and digital photographs.
Chairman - Chairman of the State Records Commission.
Commission or SRC - The State Records Commission created by
				Section 16 of the State Records Act to determine what State agency records no
				longer have any administrative, fiscal, legal, research or historical value and
				should no longer be retained.
Database - A collection of data elements organized in such a
				way that a computer program can select desired pieces of data. A database is
				typically used as an electronic filing system through which users can quickly
				sort and retrieve data as necessary.
Digital Surrogate - A reproduction of content on analog media
				that has been scanned, photographed, encoded or otherwise converted to a
				digital file that, when printed, viewed or played, replicates the original
				content.
Digitization Process - The methods, tools and procedures by
				which a digital surrogate is created for an original record. Examples include
				scanning and encoding of audio/video signals into digital data.
Electronic Microimaging - Any process in which digital
				documents or images (scanned or born-digital) are converted to permanent record
				microfilm.
Electronic Record - A record generated, communicated, received
				or stored by electronic means. Both born-digital records and digital surrogates
				of analog records are considered electronic records. Databases or components of
				databases may or may not be considered records, depending upon their function
				and contents. Electronic records can be contained in various storage
				media.
Field Representative - A representative in the State Records
				Unit of the Office of the Secretary of State.
Fiscal Value - Those aspects of records containing monetary
				information that accounts for the receipt or expenditure of funds.
Geographic Redundancy - The practice of replicating business
				data at two or more geographically distinct sites in order to protect against
				catastrophic data loss. Geographic redundancy can be provided through duplicate
				storage systems in different locations, or through contracting with vendors for
				remote or "cloud" storage.
Illinois State Archives - Department of the Archives and
				Records, Office of the Secretary of State, established pursuant to the State
				Records Act [5 ILCS 160].
Legal Value - Records that contain evidence of legally
				enforceable rights or obligations of the State, such as legal decisions and
				opinions; fiscal documents representing agreements, such as leases, titles and
				contracts; and records of actions in particular cases, such as claim papers and
				legal dockets.
List - An Application for the Authority to Dispose of State
				Records that have accumulated.
Metadata - Commonly referred to as "data about data";
				structured data that describes, explains, locates or otherwise makes it easier
				to retrieve, use or manage an information resource. Metadata is typically
				organized into distinct categories, such as administrative, descriptive,
				preservation or structural.
Non-record Material - Types of non-record material include, but
				are not limited to:
Material not filed as evidence of administrative activity or
				for its informational content.
Extra copies of documents preserved only for convenience of
				reference.
Stocks of printed or reproduced documents kept for supply
				purposes, where file copies have been retained for record purposes.
Books, periodicals, newspapers, posters, and other library and
				museum materials made or acquired and preserved solely for reference or
				exhibition purposes.
Private materials neither made nor received by a State agency
				pursuant to State law or in connection with the transaction of public
				business.
Perforated, magnetized and photographically coded cards and
				tapes, provided that documents containing the same information have been filed
				in the same office and such cards and tapes were not prepared as evidence of
				administrative decisions or transactions subject to audit.
Transitory messages, consisting of material that is created
				primarily to communicate information of short-term value. These can include
				messages sent via email, instant messaging (IM), text messaging (SMS) or paper
				correspondence. Examples of transitory messages include, but are not limited
				to, reminders to employees about scheduled meetings or appointments; most
				telephone messages (whether in paper, voicemail or other electronic form);
				announcements of office events such as holiday parties or group lunches; and
				recipient copies of announcements of agency-sponsored events such as exhibits,
				lectures, workshops, etc. Transitory messages are not intended to formalize or
				perpetuate knowledge and do not set policy, establish guidelines or procedures,
				certify a transaction or become a receipt.
Permanent - To be retained forever.
Permanent Record Film - A photographic camera original, or an
				exact copy of an original film, so composed and treated that the image and
				support will have maximum keeping quality under archival room storage
				conditions of 65-70° F and 30-40% humidity.
Raw Stock - Sensitized photographic material that has not
				undergone the process of development.
Records - All books, papers, digitized electronic
				material, maps, photographs, databases, or other official documentary
				materials, regardless of physical form or characteristics, made, produced,
				executed, or received by any agency in the State in pursuance of State law or
				in connection with the transaction of public business and preserved or
				appropriate for preservation by that agency or its successor as evidence of the
				organization, functions, policies, decisions, procedures, operations, or other
				activities of the State or of the State Government, or because of the
				informational data contained therein.
[5 ILCS
				160/2 ]
Records Disposal Certificate - Same as State of Illinois
				Records Disposal Certificate
Records Retention Schedule or Schedule - Same as Application
				for Authority to Dispose of State Records
Records Series - A group of identical or related documents
				(either as to form or content) that is arranged under a single filing system or
				kept together as a unit because they consist of the same form, relate to the
				same subject, result from the same activity, or have certain common physical
				characteristics (i.e., maps, blueprints, etc.). A series may contain both forms
				and correspondence.
Research, Historical or Archival Value - Records that document
				a specific State program, a unique program, a departure from previous State
				policy, formation of public policy, the activities of an important government
				official, or a trend or movement by the citizenry.
Secretary - The Illinois Secretary of State.
State Archivist - The Illinois Secretary of State.
State of Illinois Records Disposal Certificate - Also known as
				the Records Disposal Certificate, the document on which all State government
				agencies list all records of which they wish to dispose. Agencies must file the
				certificate with the State Records Commission 30 days prior to the destruction
				of any records present on their approved Application for Authority to Dispose
				of State Records. Agencies may not dispose of records until the Ceritification
				has been approved and returned to them.
System Decommissioning - The removal of a system from service,
				such as when a system used to manage business records is shut down when it is
				no longer being utilized or is being replaced by a new
				system.