Section 1240.535  Recordkeeping Requirements

a)         Each employer licensed under the Act shall maintain a file on each employee pursuant to Section 35-30 of the Act.  The employee file shall be maintained by the agency for 5 years after termination of the employee, shall be accessible to duly authorized representatives of the Division with 24 hours prior notice (72 hours notice for files more than 2 years old), and shall contain the following information:

1)         A photograph of the employee taken within 10 days after the date the employee commences employment.  The photo shall be replaced every 3 calendar years;

2)         The employee's statement required in Section 35-30(b) of the Act;

3)         All correspondence or documents related to the character and integrity of the employee received by the employer from an official source or law enforcement;

4)         The employee identification card of a terminated employee pursuant to Section 35-30(h);

5)         A copy of the weapons discharge report, if applicable, during the course of the employee's duties or activities;

6)         Application for employment;

7)         Certification of Completion of Basic and/or Refresher Training as provided in Section 1240.505 of this Part;

8)         Certificate of Firearm Training, if applicable (or notarized copy as provided in Section 1240.510 of this Part) verified by the licensee in charge;

9)         Copy of employee's permanent employee registration card and firearm authorization card and active Firearm Owner's Identification Card (FOID), if applicable;

10)         Certification or certified copy of requalification  (Section 1240.510);

11)         Copy of the verification of fingerprint processing from the Illinois Department of State Police or from one of the Illinois State Police designated agents;

12)         A copy of the Division's webpage (www.idfpr.com) showing that an applicant has no criminal conviction pursuant to the Illinois Department of State Police criminal history check for individuals employed prior to issuance of the permanent employee registration card; and

13)         For active peace officers, the agency employee file shall include a copy of the current police identification card and, within 14 days after employment  a signed letter from the peace officer's chief of police or his/her designee (or Division verification of employment form) indicating current status as a peace officer, as well as items set forth in subsections (a)(1), (4), (5) and (6).  The agency shall annually re-verify and maintain proof of the employee's qualifications for the peace officer exemption.

b)         Private alarm contractors who provide monitoring services shall maintain a separate roster of the names of all licensed agencies and/or individuals, including license number, from whom they accept monitoring contracts or assignments.  The roster shall be made available to the Division upon 24 hours notice.  It shall be considered unprofessional conduct, subject to discipline by the Division, for a licensed alarm contractor or agency to accept monitoring contracts or assignments from an unlicensed entity.