Illinois Administrative Code

Section 4400.20 Definitions Act − The State Records Act [5 ILCS 160]. Administrative Value – Those aspects of records containing facts concerning an agency's administrative decisions that an agency needs for its immediate day-to-day function. This value almost always diminishes a…

Section 4400.22 Incorporations by Reference a) No incorporation by reference in this Part includes any amendment or edition later than the date specified. b) The following materials are incorporated in this Part: The American National Standards Institute/Association for Informati…

Section 4400.25 Record Management a) The Act [5 ILCS 160] places with the Secretary of State the responsibility to provide the expertise and technical assistance necessary for State agencies to properly manage their records. The Secretary provides this service through the Illinoi…

Section 4400.30 Procedures for Compiling and Submitting Lists and Schedules of Records for Disposal a) The head of each agency shall submit to the Commission lists or schedules of records in his or her custody that are not needed in the transaction of current business and that do…

Section 4400.40 Procedures for the Physical Destruction or Other Disposition of Records Proposed for Disposal a) Subject to statutory provisions, agencies may dispose of records authorized for destruction by the Commission. b) All records for which disclosure is prohibited by law…

Section 4400.50 Standards for the Reproduction of Records by Microphotographic and Electronic Microimaging Processes with a View to the Disposal of the Original Records a) Records proposed for microfilming or electronic microimaging with a view to dispose of the original records …

Section 4400.60 Minimum Standards of Quality for Permanent Record Photographic Original Microfilm a) These standards are concerned with both raw stock for permanent record films and with the processed films ready for storage. They are not restricted to microfilm but apply equally…

Section 4400.70 Digital Reproduction a) Analog records may not be destroyed in favor of digital surrogates unless the digital surrogates are produced in compliance with this Section and unless done pursuant to a retention schedule approved by the Commission. b) In submitting sche…

Section 4400.80 Management of Electronic Records a) Born-digital Records – Born-digital records shall be subject to the same records schedules as those records originally created in other media. b) Databases – Databases or components of databases may or may not be considered reco…

Section 4400.APPENDIX F Reliable Storage Media for Electronic Records − A Guide for Government Agencies Modern computer systems use a wide variety of storage media to store and access electronic data. What media is used depends on a number of factors, but cost, speed of access an…

Section 4500.10 General a) The Local Records Commission for agencies comprising counties of more than 3,000,000 inhabitants shall be known as the Local Records Commission of Cook County (Commission) and shall consist of the president of the Cook County Board, the mayor of the Cit…

Section 4500.20 Definitions Act – The Local Records Act [50 ILCS 205]. Agency – Any court within Cook County; all parts, boards, departments, bureaus and commissions of Cook County; and any municipal corporation or political subdivision within Cook County. [50 ILCS 205/3] Analog …

Section 4500.22 Incorporations by Reference a) No incorporation by reference in this Part includes any amendment or edition later than the date specified. b) The following materials are incorporated in this Part: 1) ANSI/AIIM MS23 (2004) – Recommended Practice – Production, Inspe…

Section 4500.30 Procedures for Compiling and Submitting Lists and Schedules of Records Proposed for Disposal a) The presiding judge of any court or the head of each agency or both shall submit to the Commission, in accordance with this Part, lists or schedules of public records i…

Section 4500.40 Procedures for the Physical Destruction or Other Disposition of Records Proposed for Disposal a) Subject to statutory provisions, agencies may dispose of records authorized for disposal by the Commission. b) All records for which disclosure is prohibited by law th…

Section 4500.50 Standards for the Reproduction of Records by Microphotographic and Electronic Microimaging Processes with a View to the Disposal of the Original Records a) Records proposed for microfilming or electronic microimaging with a view to disposal of the original records…

Section 4500.60 Minimum Standards of Quality for Permanent Record Photographic Microcopying Film a) These standards are concerned with both raw stock for permanent record films and with the processed films ready for storage. They are not restricted to microfilm but apply equally …

Section 4500.70 Digital Reproduction a) Analog records may not be destroyed in favor of digital surrogates unless the digital surrogates are produced in compliance with this Section and unless done pursuant to a retention schedule approved by the Commission. Agencies must certify…

Section 4500.80 Management of Electronic Records a) Born-digital Records. Born-digital records shall be subject to the same record schedules as those records originally created in other media. b) Databases. Databases or components of databases may or may not be considered records…

Section 4500.APPENDIX B Reliable Storage Media for Electronic Records − A Guide for Government Agencies Modern computer systems use a wide variety of storage media to store and access electronic data. What media is used depends on a number of factors, but cost, speed of access an…

Section 5000.100 Authority These rules are promulgated under authority of Illinois Revised Statutes, chapter 127, paragraphs 51, 63b13.2, 63b13.6, 63b13.7, 63b13.10, 63b13.11, 63b13.12, 63b13.13, 63b13.14, 63b13.22, 63b13.24 and 133b10.1.

Section 5000.110 Policy The Department of Central Management Services (DCMS) will lease space in privately owned buildings when space needs cannot be met in State owned space or in other government owned space; will establish standards and criteria for leased space and space assi…

Section 5000.120 Applicability This Part applies to any activity of the Department of Central Management Services pertaining to the acquisition, management or disposal of State owned or leased real property. This Part shall be read in conjunction with applicable provisions of the…

Section 5000.200 General Policy and Responsibility The following policies shall govern the acquisition, assignment and utilization of owned and leased office buildings and other space: a) In providing general purpose space, DCMS will establish and maintain a balance between funct…

Section 5000.210 Requests for Space/Agency Responsibilities a) Agencies shall indicate their space needs by submitting a Space Request form to the DCMS office responsible for the geographic area in which the space is required. b) Agencies shall give the Department of Central Mana…

Section 5000.220 Acquisition Authority a) DCMS will take all necessary action to acquire space for agencies having no acquisition authority. Such action shall be instituted after receipt by DCMS of a written space request. b) When the agency has acquisition authority or has been …

Section 5000.230 General Acquisition Procedures a) DCMS will review State-owned space and space leased by other agencies which may be suitable to fill the agency space request. Such space, because it involves no outside expenditure or because use would avoid unnecessary lease cos…

Section 5000.231 Acquisition of Leases by RFI All leases, except those falling under the exceptions listed in Section 5000.232 or emergency procurements (Section 5000.250) will be acquired as follows. a) All leases will be procured by a Request for Information (RFI). RFIs will co…

Section 5000.232 Leases Acquired by Other Methods a) In accordance with 30 ILCS 500/40-15 following types of leases may be acquired without a formal RFI process. 1) Leases of less than 10,000 square feet as determined by DCMS space measurement standards (see Appendix A). 2) Lease…

Section 5000.233 Renewal or Extension of Lease in Effect Prior to July 1, 1998 Leases in effect prior to July 1, 1998 may be renewed or extended without advertisement or an RFI process if: a) The Director of DCMS determines that the renewal or extension is in the best interest of…

Section 5000.234 Renewal of Leases Entered into After July 1, 1998 a) Leases may be renewed if: 1) The Director of DCMS determines in writing that such renewal is in the best interest of the State. 2) Notice of such renewal is published in the Procurement Bulletin at least 60 day…

Section 5000.235 Purchase Options a) All leases of free standing facilities shall contain an option to purchase exercisable by the State. b) Purchase options may be omitted if: 1) The lease is with a governmental entity or a not-for-profit entity. 2) The Director of DCMS determin…

Section 5000.240 Lease Administration a) DCMS will perform all functions of leasing building space and land. Agencies otherwise authorized to acquire space by lease may request DCMS to perform such leasing functions in specific instances. b) Officials or employees of agencies for…

Section 5000.250 Emergency Lease Procurement Emergency lease procurements may be made pursuant to 44 Ill. Adm. Code 1.2030 of the Standard Procurement Rules. (Source: Amended at 22 Ill. Reg. 20545, effective November 16, 1998) SUBPART C: BUILDING STANDARDS

Section 5000.300 Scope This section outlines requirements for leased buildings in their design, construction, or in improvements thereto.

Section 5000.310 Area Measurement a) Area measurement for the purpose of calculating rentable area will be based on the following standards where the State is the exclusive tenant. (Also refer to subsection (d) below.) [Derived from "Standard Method for Measuring Floor Area in Of…

Section 5000.320 Space Planning Assistance DCMS shall aid agencies in the preparation of the initial space layout. When an agency requires subsequent space layout assistance, a request for such assistance shall be made to DCMS. DCMS will determine the scope of assistance required…

Section 5000.330 Open Space Newly acquired or remodeled space shall, to the extent practical, utilize open space planning and modular partitions. Private offices should be provided only when there is a demonstrated functional need. They should be only large enough for the occupan…

Section 5000.340 Space Allowance and Standards a) In Appendix A, DCMS is providing space standards that support efficient and cost-effective use of facilities, support flexibility, and provide employees with productive work environments. These space standards dictate the allotmen…

Section 5000.350 Office Furnishing a) State agencies are expected to exercise restraint in specifying furnishings and equipping their offices. All alterations and amenities should meet the test of reasonable cost. b) As long as an office is in good repair and suitable to the func…

Section 5000.360 Accessibility Each leased facility shall be accessible to individuals with disabilities. Each lease of office space negotiated by DCMS will contain specifications for accessibility. (Source: Amended at 46 Ill. Reg. 14691, effective August 11, 2022)

Section 5000.370 Vending Facilities/Blind Operators The DCMS will make agency space requests available for inspection by the Department of Rehabilitation Services (DORS). If DORS determines that blind vendors are available and could operate in a particular location, DCMS along wi…

Section 5000.380 Improvements a) It is the policy of DCMS to rent private space that requires minimal improvements to meet State needs. Temporary and permanent improvements may, however, be necessary to make the property appropriate for State use. When necessary, these improvemen…

Section 5000.400 Assignment and Management by DCMS a) DCMS will perform all functions with respect to the assignment and reassignment of space and management in the following buildings and any others transferred to DCMS or placed under the control of DCMS. 1) Peoria Regional Offi…

Section 5000.410 Assignment by Agencies Agencies may perform all internal assignments and reassignments of space within space assigned by DCMS.

Section 5000.420 Reviews and Appeal of Space Assignment Actions a) Agencies may, at any time, request a review of space assignment actions. Space assignment actions include but are not limited to space allowances, measurements, classifications, layouts, delineated areas, recommen…

Section 5000.430 Services Provided In all buildings listed in Section 5000.400 the following services are generally provided. Variations from the lists will be noted to the occupying agency. a) Provided: 1) Heat for comfortable occupancy during normal business hours, 8 a.m. to 6 …