The Local Records Act (50 ILCS 205) regulates the preservation or disposal of the records of all units of local government in Illinois.
What is a Record?
A Record is any information which functions as evidence of activities or evidence of intentions within an agency or organization.
Examples of formats that record take include:
- Paper documents;
- Writings, graphs, charts, photographs, sound records, video images;
- Electronic documents: e-mail messages; text messages;
- Back-up tapes, disk, and
- Other digital-based recordkeeping systems that provide input/content for other business records, and raw data in electronic repositories.
It is essential that departments obtain a Retention Schedule from the Local Records Commission in accordance with the Illinois Local Records Act. 50 IL205/4, defining how long agency information must be kept.
Disposition or Destruction of Records
Before disposing or destroying Cook County records, each Cook County department must adhere to the following process:
- Departments must provide an inventory of department records to the Cook County Records Manager and the Illinois Secretary of State's Office.
- The Illinois Local Records Commission reviews the inventory creating an Application for Authority to Dispose of Local Records.
- After approval the state will provide the department’s records retention schedule.
- Each year, departments must follow that schedule to submit a Certificate of Disposal to the Cook County Records Manager.
- The state must approve the disposal certificate prior to the destruction or disposal of the records.
- Each departments Records Point of Contact must work with the County Records Manager for the proper process of disposing of records.