Section 4500.30  Procedures for Compiling and Submitting Lists and Schedules of Records Proposed for Disposal

a)         The presiding judge of any court or the head of each agency or both shall submit to the Local Records Commission of Cook County, in accordance with this Part, lists or schedules of public records in their 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.  (Ill. Rev. Stat., 1985, ch. 116, par. 43.110.)

b)         To implement Section 4500.30, agencies should contact the Local Records Unit, Office of the Secretary of State, Illinois State Archives, Springfield, Illinois  62756, (217/782-7076).  The Local Records Unit will assist the agencies in the preparation of Applications for Authority to Dispose of Local Records.  Applications shall consist of lists and schedules of public records and proposed retention schedules.  The original, signed by the agency head, and one copy of each application, shall be submitted to the Commission for review.

c)         Applications for Authority to Dispose of Local Records must be accompanied by samples whenever the Application consists of newly-developed records which the Commission has not previously reviewed.  The samples will be filed as permanent records of the Local Records Commission of Cook County.  In the case of confidential records, blank forms and explanatory statements may be submitted in place of originals.

d)         The Commission shall review each application and approve retention periods for each record series itemized on the application.

e)         Approved applications are nonexpiring, and give agencies continuing authority to dispose of records according to assigned retention periods. No record may be disposed of before the assigned retention period has elapsed, and written approval of the Commission has been obtained.

f)         New applications are required whenever the informational contents of a record series are changed.