Descriptive Inventory of the Archives of the State of Illinois,
Second Edition (1997)

This on-line version of the Descriptive Inventory of the Archives of the State of Illinois, Second Edition, is a continuation of the efforts of the Illinois State Archives to make its records holdings as fully known and accessible as practicable. The Descriptive Inventory covers state governmental records as well as some related federal governmental records held by the State Archives at the Margaret Cross Norton Building in Springfield. State Archives holdings of local governmental records in its regional depository system are itemized elsewhere in A Summary Guide to Local Governmental Records in the Illinois Regional Archives (1992) and on-line at the IRAD Local Governmental Records Database.

The first edition of the Descriptive Inventory (1978) addressed 1,794 record series from 107 separate agencies of government. Its Supplement (1985) included an additional 345 record series descriptions, another 37 record groups or governmental agencies, and 66 modifications of existing record series descriptions. This current second edition carries descriptions of 2,443 individual record series from 191 record groups and 85 additional modifications of pre-existing series.

Use of the Descriptive Inventory
Record Groups. Each record group control number consists of three digits followed by a decimal point and three zeros. Each record group entry includes an administrative history which describes the agency's creation, its major functions or responsibilities, transfers of functions to or from the agency, and its dissolution if no longer in existence. In most cases citations are given to laws which effected change.

Record Series. A record series is a body of documents sharing common arrangement and function. Record series are ordered under record groups or governmental agencies. Series control numbers consist of the first three numerals of the record group number followed by a decimal point and three digits of sequentially ordered numbers. Each series description includes a series title, inclusive dates, physical quantity, indication if a series specific index exists, and a narrative description of the series itself. The goal in drafting series descriptions was to include all types of data contained in series. In preparing the descriptions the language used in the records themselves was retained, even when such language was obsolete, racist, or sexist by today's standards. Impositions of current terms would only be subject to constantly changing contemporary usages.

Restricted Records. In cases where access to records has been restricted by law, statements to this effect have been inserted in italics immediately following administrative histories. While such restrictions usually are imposed to protect individuals' rights to privacy, the terms of the restrictions vary from group to group and series to series. Persons interested in gaining access to specific record series in record groups which have restriction clauses should direct inquiries to the State Archives.

Suggested Form for Citations to the Descriptive Inventory
When making citations to records listed in this inventory, the following information should be provided: record group name, record series title and control number, and name of depository.