Section 4400.APPENDIX D   Archives Records Transfer Sheet

Receipt is hereby acknowledged of the above records which have been transferred to the Illinois State Archives in accordance with Section 7 of the State Records Act as amended (Ill. Rev. Stat. 1987, ch. 116, par. 43.10), authorizing such transfer, and the rules and regulations of the Illinois State Archives.  These records shall be under the custody of the Archives Division and are not subject to withdrawal except upon Court order.  Any records so transferred may, if experience proves necessary, be reclassified as semi-current records and returned to the jurisdiction of your department, provided that no records covering a date prior to 1880 may be so reclassified and the written assent of the State Archives shall be given to such reclassification.

INSTRUCTIONS

The Archives only accepts records which have been approved for permanent retention by the State Records Commission.  All transferred records must have an approved application number.

No records will be accepted for transfer to the Archives unless accompanied by the completed Records Transfer Sheet.  Any records which arrive without the completed form will be returned to the department of origin.

After the records have been processed and accessioned by the Archives, a copy of the Records Transfer Sheet will be signed and sent to the transferring office thus acknowledging that legal custody of the listed records henceforth rests with the Archives.

Because a legal transfer is involved, the Records Transfer Sheet requires that the records be listed in a certain degree of detail.  This protects the transferring department in that it clearly defines those records for which the department no longer has responsibility.

The appropriate State Records Commission application number should first be listed with each corresponding records title.  Each box or volume should be listed separately by number.  Next to the box or volume number, the titles of the records should be entered along with the inclusive dates. Under the title, the specific contents of the record should be listed. This may take the form of file folder headings, inclusive letters of the alphabet, form numbers or any other information that will give an exact account of what may be found in that record.  A description of the function or purpose of the records may be added when it would yield a clearer understanding of the content listings.

Sample entries:

The Archives will gladly provide assistance to departments in completing this form.  For information call the Illinois State Archives, Inventory Control, extension 2-4866, and ask for the Department Liaison.

ARCHIVES RECORDS TRANSFER SHEET

(supplementary page)

All records to be transferred to the legal custody of the Archives for permanent retention must be accompanied by this form completed in triplicate.

(Source:  Added at 13 Ill. Reg. 7444, effective May 1, 1989)