Section 4000.30  Procedures for Compiling and Submitting Lists and Schedules of Records for Disposal

a)         The presiding judge of any court of record or the head of each agency shall submit to the Local Records Commission lists or schedules of public records in his 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.

1)         Lists are applications for authority to destroy records that have accumulated.

2)         Schedules are applications for continuing authority to destroy records after specified periods of time or the occurrence of specified events.

b)         New lists or schedules are required whenever the informational contents of a record series are changed.

c)         An original and one copy of all applications for authority to destroy records shall be submitted to the Commission on forms available from the Local Records Commission, Archives Building, Springfield, Illinois, 62756.

d)         Applications for authority to dispose of local records must be accompanied only by samples of each record series which the Commission has not previously reviewed.   In the case of confidential records, blank forms and explanatory statements may be submitted in place of originals.

e)         Nonrecord materials may be destroyed at any time by the agency in possession of such materials without the prior approval of the Commission. However, whenever the head of any agency doubts whether certain papers are nonrecord materials, he should presume that they are records.

(Source:  Amended at 15 Ill. Reg. 11932, effective August 6, 1991)