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90_HB2864enr
50 ILCS 205/7 from Ch. 116, par. 43.107
Amends the Local Records Act. Provides that a local
records commission shall establish standards for the
reproduction of the public records by digitized electronic
format. Provides that these standards shall not be so
restrictive as to unduly prevent officers or agencies from
using this reproduction method.
LRB9010049PTsb
HB2864 Enrolled LRB9010049PTsb
1 AN ACT to amend the Local Records Act by changing Section
2 7.
3 Be it enacted by the People of the State of Illinois,
4 represented in the General Assembly:
5 Section 5. The Local Records Act is amended by changing
6 Section 7 as follows:
7 (50 ILCS 205/7) (from Ch. 116, par. 43.107)
8 Sec. 7. Disposition rules. Except as otherwise provided
9 by law, no public record shall be disposed of by any officer
10 or agency unless the written approval of the appropriate
11 Local Records Commission is first obtained.
12 The Commission shall issue regulations which shall be
13 binding on all such officers. Such regulations shall
14 establish procedures for compiling and submitting to the
15 Commission lists and schedules of public records proposed for
16 disposal; procedures for the physical destruction or other
17 disposition of such public records; and standards for the
18 reproduction of such public records by photography,
19 microphotographic processes, or digitized electronic format.
20 Such standards shall relate to the quality of the film to be
21 used, preparation of the public records for filming or
22 electronic conversion, proper identification matter on such
23 records so that an individual document or series of documents
24 can be located on the film or digitized electronic form with
25 reasonable facility, and that the copies contain all
26 significant record detail, to the end that the copies will be
27 adequate. Any public record may be reproduced in a digitized
28 electronic format. Those records for which the Commission
29 has given or does give written approval for disposal after a
30 retention period of 10 years or less may be digitized and
31 disposed of providing: (i) the reproduction process forms a
HB2864 Enrolled -2- LRB9010049PTsb
1 durable medium that accurately and legibly reproduces the
2 original record in all details and that does not permit
3 additions, deletions, or changes to the original document
4 images, (ii) the reproduction is retained for the prescribed
5 retention period, and (iii) the Commission is notified when
6 the original record is disposed of and also when the
7 digitized record is disposed of. Those records for which the
8 Commission has given or does give written approval for
9 disposal after a retention period of more than 10 years or
10 for which the Commission has required or does require
11 permanent retention may be digitized and disposed of
12 providing: (i) the reproduction process forms a durable
13 medium that accurately and legibly reproduces the original
14 record in all details and that does not permit additions,
15 deletions, or changes to the original document images, (ii)
16 the records are also reproduced in a microfilm format that is
17 in compliance with Commission regulations and that is
18 retained for the written retention period, and (iii) the
19 Commission is notified when the original record is disposed
20 of and also when the microfilmed record is disposed of.
21 Such regulations shall also provide that the State
22 archivist may retain any records which the Commission has
23 authorized to be destroyed, where they have a historical
24 value, and that the State archivist may deposit them in the
25 State Archives, Library or State Historical Library, or a
26 university library, Museum or with a historical society,
27 museum, or library.
28 (Source: P.A. 89-272, eff. 8-10-95.)