Guidelines for Use of the State Records Center

Requesting Files from the Records Center

The State Records Center staff provides ready reference to all state agencies or other authorized persons. Under normal conditions, Records Center staff will pull files on the day of request. The pulled files are then sent out through the daily mail service.

The key to any reference request is the use of the Records Transfer Sheet. By determining the proper Records Center box number (column 13 of the completed Records Center Transfer Sheet), you can tell the Records Center staff exactly in which box the requested file is located.

For all requests, please furnish the following information:

  • Name of your agency.
  • Your name.
  • Name of person to whom the file is to be sent.
  • Address to where the file should be sent.
  • Your telephone number.
  • Records Center box number (for each record request).
  • Specific information required for the Records Center staff to locate each file (i.e., file name, file number, file date) in the box or boxes.

You can request records by telephone, written inquiry, or fax at (217) 524-3783.

Telephone Requests
Ordinarily brief requests should be made by telephone. The requester should call the State Records Center at (217) 782-6809 or (217) 782-6976. The records will be sent to the requester by mail or messenger or held for pick up by the requesting agency.

If you want the information to be read over the phone, a staff member of the Records Center will call back as soon as possible. For security purposes, and to keep the telephone lines open, staff will return your call rather than put you on "hold."

Written Requests
For extensive lists, written requests should be submitted. A form for submitting a written request to the State Records Center is provided in a Adobe Acrobat PDF (Portable Document Format) file which can be viewed, completed and printed using your Web browser and Adobe Acrobat Reader software. Macintosh and Windows versions of Acrobat Reader may be downloaded free of charge from Adobe.
 
[get Acrobat] Click here to find out how to obtain the Adobe Acrobat Reader.
See a sample State Records Center Request Form
 (Requires Adobe Acrobat Reader 3.0 or later).

Records Center Visits
At times it may be necessary for you or another agency representative to personally examine certain records. The Records Center provides a reference work area and personnel to assist you in locating the desired records.

No other persons will be allowed access to your records without a letter of authorization from your agency.

Once again, please make all reference requests as complete and specific as possible.

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