TITLE 44: GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY MANAGEMENT
SUBTITLE C: GOVERNMENTAL RECORDS
CHAPTER IV: STATE RECORDS COMMISSION
PART 4400 STATE RECORDS COMMISSION
SECTION 4400.20 DEFINITIONS


 

Section 4400.20  Definitions

 

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.

 

Analog Records – Records created and maintained on a physical medium.  Examples include paper documents, analog motion picture film, analog photographs and analog audio tape.

 

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.

 

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 information 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 databasees 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.

 

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 −

 

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.

 

Whenever doubt arises whether certain documents are non-record materials, it should be presumed that they are records. Non-record materials may be destroyed at any time by the agency in possession of the materials without the prior approval of the State Records Commission.

 

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 Retention Schedule – Formally known as the Application for the Authority to Dispose of Records, 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. The schedule is of no force unless approved by the State Records Commission (see Section 17 of the State Records Act).

 

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.

 

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.

 

(Source:  Amended at 37 Ill. Reg. 7798, effective May 22, 2013)