(15 ILCS 415/0.01)

(from Ch. 15, par. 24.9)

Sec. 0.01.

Short title.

This Act may be cited as the

Comptroller's Records Act.

(Source: P.A. 86‑1324.)

(15 ILCS 415/1)

(from Ch. 15, par. 25)

Sec. 1.

Comptroller may destroy records.

After obtaining the approval of the State Records Commission, the State Comptroller may destroy any records made and kept by him. When applying to the State Records Commission for approval to destroy any records, the Comptroller shall accompany his request with a list and a brief description of the records to be destroyed. A copy of this list shall be sent to the Secretary of State before any records are destroyed. The Secretary of State shall examine this list to determine whether any of the records which the Comptroller proposes to destroy are of unusual historic value. If the Secretary of State determines that any of the records are of unusual historic value, he shall inform the Comptroller of his determination, and the Comptroller shall deposit such record in the State Archives rather than destroy them.

Warrants and vouchers shall be retained by Comptroller for at least 3 years after the date thereof and may thereafter be destroyed, but warrants must be reproduced as required by Section 3 before being destroyed.

(Source: P.A. 90‑24, eff. 6‑20‑97.)

(15 ILCS 415/2)

(from Ch. 15, par. 26)

Sec. 2.

"Records" defined.

"Records" as used in this Act means all vouchers, warrants, and contracts, regardless of physical form or characteristics, made or received by the State Comptroller in pursuance of law or in connection with the transaction of public business. Not included within the definition of "records" are library and museum materials made and acquired solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference and stocks of publications and of processed documents, and such material need not be photographed or microfilmed before destruction.

(Source: P.A. 84‑803.)

(15 ILCS 415/3)

(from Ch. 15, par. 27)

Sec. 3.

Records to be photographed or reproduced on film or in any electronic media. The State Comptroller may have any records kept by him photographed, microfilmed, or otherwise reproduced on film or in any electronic media prior to destruction; provided, that prior to the destruction of any warrants, the Comptroller shall have those warrants photographed, microfilmed or otherwise reproduced on film or in any electronic media, in 2 copies.

Reproductions shall be placed in conveniently accessible files and and provisions made for preserving, examining and using them.

(Source: P.A. 90‑24, eff. 6‑20‑97.)

(15 ILCS 415/4)

(from Ch. 15, par. 28)

Sec. 4.

Specifications.

Such photographic film or electronic media retention shall comply with the minimum standards of quality approved by the State Records Commission, and the device used to reproduce records shall be one which accurately reproduces the original thereof in all details.

(Source: P.A. 90‑24, eff. 6‑20‑97.)

(15 ILCS 415/5)

(from Ch. 15, par. 29)

Sec. 5.

Archival copies as original records.

Such photographs, microfilms and reproductions on film or electronic media shall be deemed original warrants and records, for all purposes, including introduction in evidence in all courts or administrative agencies. A transcript, exemplification or certified copy thereof shall for all purposes recited herein be deemed to be a transcript, exemplification or certified copy of the original.

(Source: P.A. 90‑24, eff. 6‑24‑97.)

(15 ILCS 415/7)

(from Ch. 15, par. 31)

Sec. 7.

Certificate of destruction.

Before the destruction of any warrants or records pursuant to this Act, the State Comptroller shall have prepared a certificate setting forth by summary description the warrants or records and the manner, time and place of their destruction. The certificate shall be signed by at least 2 witnesses of such destruction and shall be kept in the permanent files of the Comptroller.

(Source: P.A. 78‑592.)