SUBTITLE C: GOVERNMENTAL RECORDS
CHAPTER IV: STATE RECORDS COMMISSION
PART 4400 STATE RECORDS COMMISSION
SECTION 4400.APPENDIX A INVENTORY WORK SHEET
Section 4400.APPENDIX A Inventory Work Sheet
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Application No. |
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Secretary of State Archives Division INVENTORY WORKSHEET |
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Date |
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Item Number |
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Record Series |
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Dates |
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Volume |
Annual Accumulation |
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Number and size of files or documents |
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Arrangement |
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Agency |
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Division |
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Subdivision |
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Office Location |
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Representative (Name, Title and Phone) |
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Index or Finding Aid |
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Description (Reason for creation, use, form numbers, duplication, audit)
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Recommendation:
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PLEASE RETAIN THIS CONVERSION CHART TO ASSIST YOU IN COMPUTING THE CUBIC FEET COLUMNS OF THE RECORDS DISPOSAL CERTIFICATE
Records Management Guides
1. Conversion Chart Cubic Feet Measurements:
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Letter-size drawer or box................................................................. |
1.5 |
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Legal-size drawer or box.................................................................. |
2.0 |
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Letter-size 36" shelf.......................................................................... |
2.0 |
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3 x 5 card ten 12" rows................................................................. |
2.5 |
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3 x 5 card five 24" rows................................................................ |
1.0 |
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4 x 6 card six 12" rows................................................................. |
1.0 |
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4 x 6 card three 24" rows.............................................................. |
1.0 |
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5 x 8 card four 12" rows............................................................... |
1.0 |
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Tab card five 14" boxes................................................................ |
1.0 |
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Tab card three 24" boxes.............................................................. |
1.0 |
2. Weights of various types of material:
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Letter-size files..................................................... |
30 lbs. per cubic foot |
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Legal-size files...................................................... |
35 lbs. per cubic foot |
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Books.................................................................. |
20 lbs. per cubic foot |
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X-Rays................................................................ |
96 lbs. per cubic foot |
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Office Supplies..................................................... |
40 lbs. per cubic foot |
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3 x 5 cards........................................................... |
50 lbs. per cubic foot |
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4 x 6 cards........................................................... |
50 lbs. per cubic foot |
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5 x 8 cards........................................................... |
50 lbs. per cubic foot |
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Tab cards............................................................. |
50 lbs. per cubic foot |
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Computer reels..................................................... |
3-5 lbs. per cubic foot |
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Disk Pack............................................................ |
7-8 lbs. per cubic foot |
3. Floor space required for file cabinets:
A. Legal-size 8 sq. ft.
B. Letter-size 6 sq. ft.
(Includes working space and aisles)
4. Volume per cubic foot:
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Number of tabulating cards per cubic foot......................................... |
10,000 |
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Number of 3 x 5 cards per cubic foot............................................... |
12,000 |
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Number of 4 x 6 cards per cubic foot............................................... |
6,000 |
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Number of 5 x 8 cards per cubic foot............................................... |
4,800 |
5. Microfilm Reels - Cubic Feet Equivalency:
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54 Microfilm Reels (35mm).............................................................. |
1.0 |
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108 Microfilm Reels (16mm)............................................................ |
1.0 |
A 16mm reel of microfilm has approximately 2200 frames per reel.
(Source: Section repealed at 10 Ill. Reg. 1965, effective January 8, 1986; new Section adopted at 13 Ill. Reg. 7444, effective May 1, 1989)