AUTHORITY: Implementing Section 21 and authorized by Section 2 of the State Library Act [15 ILCS 320].

SOURCE: Filed effective December 21, 1967; rules repealed, new rules adopted and codified at 8 Ill. Reg. 319, effective December 27, 1983; amended at 10 Ill. Reg. 4555, effective July 1, 1986; amended at 27 Ill. Reg. 219, effective January 1, 2003; amended at 33 Ill. Reg. 4169, effective February 27, 2009; amended at 34 Ill. Reg. 19115, effective November 22, 2010; amended at 36 Ill. Reg. 3248, effective February 16, 2012; amended at 37 Ill. Reg. 18918, effective November 7, 2013; amended at 41 Ill. Reg. 3937, effective March 20, 2017; amended at 44 Ill. Reg. 1986, effective January 7, 2020.

SUBPART A: DEPOSIT OF PUBLICATIONS

 

Section 3020.100  Definitions

 

The following definitions apply to this Part:

 

"Access" means the allowance or liberty to make use of publications deposited in a depository or exchange library.

 

"Core list" means State agency publications that the Government Documents Section has designated as required in a tangible format.

 

"Depositories" means those libraries and/or resource centers that have Illinois publications deposited in their collections for citizen availability by agreement with the Secretary of State.

 

"Electronic depository" means the depository that provides permanent public access to publications of the State of Illinois in an electronic format.

 

"Ephemeral material" means any material that is of a short duration, for example, an announcement of a conference or seminar, applications and forms.

 

 

"Metadata" means structured information that describes content, origin, format and other key characteristics of data for the purpose of information management.

 

"Metadata generator" means the Web-based resource used by State agencies to submit URLs, metadata and electronic versions of published materials to the Illinois State Library.

 

"Microforms" means any medium bearing microimages, such as microfiche or microfilm.

 

"Publications" means all formats of media, including microforms, recordings, and other printed material paid for in whole or in part by funds appropriated by the General Assembly or issued at the request of a State agency, excepting however, correspondence, interoffice memoranda, and confidential publications.  Publications to be deposited with the Illinois State Library and the electronic depository include, but are not limited to, the following:

 

Annual Reports

Bulletins/Circulars

Handbooks/Manuals

Laws/Rules/Decisions

Maps/Charts

Newsletters

Pamphlets/Brochures/Fact Sheets

Press Releases Issued by Constitutional Officers

Technical/Research/Statistical Reports

 

"Published material" means publications in print and electronic formats duplicated by any means of duplication, including material downloaded from a publicly accessible electronic network.

 

"Recordings" means anything, other than printing on paper, on which sound or visual images have been recorded, including cassettes, records, slides, films or electronic storage media.

 

"Secure transfer protocol" means the method for transfer of the deposited electronic files shall be as resistant as possible to corruption or outside interference to maintain the integrity of the file content.

 

"State agencies " means every State office, officer, department, division, section, unit, service, bureau, board, commission, committee, and subdivision thereof of all branches of the State government and which agencies expend appropriations of State funds, regardless of the amount. This includes state universities.

 

"Superseded material" means any publication cumulated in later issues, issued in later revised editions, or separates, replaced by final bound volumes.

 

"URL" or "Uniform Resource Locator" means the address for a resource or site (usually a directory or file) on the World Wide Web and the convention that Web browsers use for locating files and other remote services.

 

(Source:  Amended at 36 Ill. Reg. 3248, effective February 16, 2012)

 

Section 3020.110  State Agency Publications

 

a)                  Within one week after an agency receives copies of publications it intends to issue, the agency shall send 2 copies of all publications, priced and non-priced, to the Government Documents Section, Illinois State Library.  The agency shall send 26 copies of publications on the core list.  The issuing agency shall include information containing the address of the agency and, if applicable, the price of each item so that it may appear on the list of State of Illinois publications issued by the State Library.

 

1)         In addition to the copies submitted to the Illinois State Library, the agency shall submit to the Illinois State Library an electronic copy of the publication via the Illinois State Library's metadata generator using a secure transfer protocol.

 

2)         Submissions in the metadata generator will be deposited in the electronic depository.

 

3)         Electronic deposit is required for copyrighted and priced publications. Internet availability of copyrighted and priced publications will be determined by the depositing State agency.

 

b)         The issuing agency shall notify the Illinois State Library of all electronic-only publications by submitting the publication and metadata describing the publication to the electronic depository via the Illinois State Library's metadata generator.

 

c)         One electronic copy shall be provided to the Illinois State Library of all published materials as defined in this Part in a format acceptable to the Illinois State Library, including, but not limited to, the following:

 

1)         Microsoft Office

 

2)         Plain text

 

3)         Adobe Acrobat

 

4)         Video (mpeg) or sound (wav)

 

5)         Image files (JPEG, TIFF)

 

6)         Formats in compliance with the Illinois Information Technology Accessibility Act Standards (see http://www.dhs.state.il.us/IITAA/ IITAAStandards.html)

 

d)         In formats where applicable (such as HTML), electronic-only publications shall include metadata embedded in the file posted on a publicly accessible network as submitted to the electronic depository via the Illinois State Library's metadata generator.

 

(Source:  Amended at 36 Ill. Reg. 3248, effective February 16, 2012)

 

Section 3020.120  State University Publications and Presses

 

a)         Within one week after a State university receives publications it intends to issue, the university shall deposit two copies of all priced and non-priced university publications, and two copies of all publications published by the university presses, with the Government Documents Section.  The address of the issuing State university and the price of the publications shall accompany the materials.

 

1)         In addition to two copies of university publications or two copies of university press publications submitted to the Illinois State Library, the State university shall submit to the Illinois State Library an electronic copy of the publication via the Illinois State Library's metadata generator using a secure transfer protocol.

 

2)         Submissions in the metadata generator will be deposited in the electronic depository.

 

3)         Electronic deposit is required for copyrighted and priced publications. Internet availability of the publication will be determined by the depositing State university.

 

b)         The issuing agency shall notify the Illinois State Library of an electronic-only publication by submitting the  publication and metadata describing the publication to the electronic depository via the Illinois State Library's metadata generator.

 

c)         One electronic copy shall be provided to the Illinois State Library of all published materials as defined in this Part in a format acceptable to the Illinois State Library as indicated in Section 3020.110(c) of this Part.

 

d)         In formats where applicable, electronic-only publications shall include metadata embedded in the file posted on a publicly accessible network as submitted via the Illinois State Library's metadata generator.

 

(Source:  Amended at 36 Ill. Reg. 3248, effective February 16, 2012)

 

Section 3020.130  Delivery Cost and Responsibility

 

The issuing State agency shall be responsible for any costs and for the delivery of all published materials to the Government Documents Section.

 

(Source:  Amended at 34 Ill. Reg. 19115, effective November 22, 2010)

 

Section 3020.140  Excess Copies (Repealed)

 

(Source:  Repealed at 33 Ill. Reg. 4169, effective February 27, 2009)

 

Section 3020.150  Administrator of State Agency

 

By July 15 of each year, each State agency shall inform the Government Documents Section in writing of the person, persons, or positions responsible for distribution of publications of that agency.  The Government Documents Section shall be notified within two weeks after any changes.

 

(Source:  Amended at 44 Ill. Reg. 1986, effective January 7, 2020)

 

Section 3020.160  Lists of Published Materials

 

The Government Documents Section and the Library Automation and Technology Division shall prepare and publish a monthly listing of all published materials received.

 

(Source:  Amended at 34 Ill. Reg. 19115, effective November 22, 2010)

SUBPART B: DEPOSITORY LIBRARIES

 

Section 3020.200  Designation of Depositories

 

a)         All libraries serving as depositories as of March 1, 2012 shall continue in that status, unless that status is terminated according to the provisions of Section 3020.240. 

b)         Designation of depositories shall be based on the institution's ability to provide access to the material to the public, the institution's interest in the publications of the State of Illinois, and the institution's geographic location. 

           

(Source:  Amended at 36 Ill. Reg. 3248, effective February 16, 2012)

 

Section 3020.210  Retention and Disposal of Publications

 

a)         The Illinois State Library shall keep all depository materials indefinitely, except for ephemeral materials. The Illinois State Library shall retain one copy of superseded material. The Illinois State Library shall retain ownership of Illinois publications deposited in its depository and exchange libraries.

 

b)         Each depository must keep all publications for five years except superseded and ephemeral materials.  At the end of that time, a depository may send a list of unneeded publications on the Government Documents List to other depository libraries for their selection.  If other libraries request any publications on the list, the discarding library will forward the publications to them, by the least expensive method, at the selecting library's expense.  Publications not selected by other depositories may be disposed of or destroyed.

 

c)         A depository is permitted to replace tangible versions with electronic equivalents of publications provided the electronic version is complete and permanently accessible. The Illinois State Library will provide a list on its website of titles that meet these requirements. 

 

(Source:  Amended at 41 Ill. Reg. 3937, effective March 20, 2017)

 

Section 3020.220  Citizen Access to Publications

 

a)         The depository library must make reference service available not only to the library's primary users but to all Illinois citizens.  Cataloging of the publications is required in order to make State publications easily accessible and retrievable.

 

b)        Depository libraries shall permit all Illinois citizens access to the depository publications in their collection.  Access is "adequate" if it meets the following standards:  Non-circulating material and circulating material that is not currently charged to a patron will be made available within 48 hours after a citizen request; circulating material that is currently charged to a patron will be made available to fill a citizen request within 24 hours after its return to the depository library.

 

c)         The Illinois State Library shall work with issuing State agencies to make published materials available to the public, by means of access, by way of the largest nonproprietary nonprofit cooperative public computer network [15 ILCS 320/7].

 

(Source:  Amended at 36 Ill. Reg. 3248, effective February 16, 2012)

 

Section 3020.230  Inspection of Depositories (Repealed)

 

                       

(Source:  Repealed at 36 Ill. Reg. 3248, effective February 16, 2012)

 

Section 3020.240  Termination of Depository Status

 

a)         A depository has the right to terminate its status as a depository by a letter from the depository’s governing authority to the Director of the Illinois State Library.  The Director may terminate the status of a library as a depository if the requirements of Section 3020.210 and 3020.220 are not met.  At termination, the library will request instructions from the State Library about the disposition of the depository publications on hand.

 

b)        If a depository library wishes to challenge the termination of its depository status, the depository must request a hearing within one month after termination notice from the State Library.  The members of the hearing committee will be the Director of the State Library, the Government Documents Coordinator,  and two representatives from two separate depositories, who have been mutually agreed upon by the Director of the Illinois State Library and the depository library challenging termination. The majority decision of this committee concerning the termination of the depository library will be final.

 

(Source:  Amended at 36 Ill. Reg. 3248, effective February 16, 2012)