HR0417 97TH GENERAL ASSEMBLY

HR0417 LRB097 12122 JDS 56115 r

HOUSE RESOLUTION

WHEREAS, It is the policy of the State of Illinois to promote the electronic storage and transmission of State records and to support efforts to implement efficiencies in the creation, transmittal, and use of electronic files in order to reduce State government's unnecessary use of natural resources; and

WHEREAS, House Bill 1373, if enacted, will abolish the Electronic Records Advisory Board and, thus, eliminate an important voice in addressing specific State electronic records management issues, including: the identification of records created or managed through web-based environments, the preservation of electronic files of long-term value, the management of electronic files in a network environment, and the identification of record-keeping issues related to information system development; therefore, be it

RESOLVED, BY THE HOUSE OF REPRESENTATIVES OF THE NINETY-SEVENTH GENERAL ASSEMBLY OF THE STATE OF ILLINOIS, that the Task Force on Electronic Information and Records Management is created (i) to review current policies, procedures, and guidance provided to State agencies by the State Records Commission as they apply to electronic files and information systems and (ii) to make recommendations to the State Records Commission concerning the identification and use of electronic files as State records; and be it further

RESOLVED, That the Task Force shall consist of the following 9 members:

(1) the Secretary of State or his or her designee;

(2) the Director of Central Management Services or his or her designee;

(3) the Director of Revenue or his or her designee;

(4) the Chief Information Officer of the University of Illinois or his or her designee;

(5) the Chief Financial Officer of the University of Illinois or his or her designee;

(6) the University Archivist of the University of Illinois or his or her designee;

(7) the Executive Director of the Illinois Student Assistance Commission or his or her designee;

(8) an individual, appointed by the Governor, to represent the interests of State agencies; and

(9) an individual, appointed by the Governor, to represent the interests of businesses in the State; and be it further

RESOLVED, That members of the Task Force shall serve without compensation and shall not be reimbursed for travel expenses; and be it further

RESOLVED, That the Task Force shall meet no fewer than 3 times and at its first meeting, which shall take place no sooner than 60 days after the adoption of this resolution, select a chairperson from among its members; and be it further

RESOLVED, That the Task Force shall identify record-keeping issues related to information system development and also produce and deliver a report to the State Records Commission recommending policies, guidelines, and best practices for addressing the following:

(1) the identification of electronic files as records;

(2) the management of information identified as electronic records created or distributed through web-based environments;

(3) the preservation of electronic files of long-term value; and

(4) the management of electronic files in a network environment; and be it further

RESOLVED, That we urge the Secretary of State to post the Task Force's recommendations on the websites of the State Archives and the State Records Commission within 45 days after their receipt; and be it further

RESOLVED, That the Task Force shall have all necessary administrative assistance provided to it by the University of Illinois; and be it further

RESOLVED, That copies of this resolution be delivered to the Secretary of State, the Director of Central Management Services, the Director of Revenue, the Chief Information Officer of the University of Illinois, the Chief Financial Officer of the University of Illinois, the University Archivist of the University of Illinois, and the Executive Director of the Illinois Student Assistance Commission.