The Illinois State Archives only accepts records that have been approved for permanent retention by the State Records Commission. All transferred records must have an approved application number. No records will be accepted for transfer to the Archives unless accompanied by the completed State Records Transfer Sheet. Any records which arrive without the completed form will be returned to the department of origin.

After the records have been processed and accessioned by the Archives, a copy of the State Records Transfer Sheet will be signed and sent to the transferring office thus acknowledging that legal custody of the listed records henceforth rests with the Archives.

Because a legal transfer is involved, the State Records Transfer Sheet requires that the records be listed in a certain degree of detail. This protects the transferring department in that it clearly defines those records for which the department no longer has responsibility.

A State Records Transfer Sheet can be downloaded in Adobe Acrobat format. The form can be completed using Adobe Acrobat Reader 3.0 or later in your web browser or the file can be saved to disk and used with Adobe Acrobat Reader 3.0 outside your web browser. Macintosh and Windows versions of Acrobat Reader may be downloaded free of charge from Adobe.
 

• To use the form in your web browser with Adobe Acrobat Reader 3.0 or later, simply click on the link below.
• To save the file to disk, right click on the link below and choose a download location. After the file has been saved to disk, you can open the form in Acrobat Reader 3.0 or later and complete it at any time.
• If you need help in filling out this form or need a paper copy sent to your agency, call (217) 782-4866.
   

Instructions for Completing a State Records Transfer Sheet

When you open the State Records Transfer Sheet in Adobe Acrobat Reader, the cursor will be located at the first point at which data data should be entered. Use the Tab key to move to the various data entry points or place your cursor where you would like to enter data.

The transferring office is required to fill in all unshaded portions of the form. The Illinois State Archives staff will complete the shaded portions.

Data Entry Points

• Records of: 
  • Agency, Department, Division and Section
    Enter the complete name of the agency, department or division, section or unit whose records are being transferred.
     
  • Date of Transfer
    Enter the date the records were transferred to the Illinois State Archives.

• Records Content Description 
  • State Records Commission Application and Item Numbers
    The appropriate State Records Commission application number and item number should first be listed for each corresponding record title.
     
  • Box or Volume
    Each box or volume should be listed separately by number.
     
  • Dates of Records
    Enter the inclusive dates in this column for each box or volume.
     
  • Titles and Contents of Records
    List the record series title as shown on the Application for Authority to Dispose of State Records. Along with the title the specific contents of the record should be listed. This may take the form of file folder headings, inclusive letters of the alphabet, form number or any other information that will give an exact account of what may be found in that record. A description of the function or purpose of the records may be added when it would yield a clearer understanding of the content listings.
     

Print the completed State Records Transfer Sheet in Adobe Acrobat Reader. Prepare one original and two duplicate copies of the State Records Transfer Sheet. Please use our supplementary page form if you have any additional pages of transfer listings. The supplementary form is the second page of the State Records Transfer Sheet pdf file. The archives staff will gladly provide assistance to state agencies in completing this form. For assistance please call the Inventory Control Section of the Illinois State Archives at (217) 782-4866.

	Click here to find out how to obtain the Adobe Acrobat Reader.
	Download a State Records Transfer Sheet now (Requires Adobe Acrobat Reader 3.0 or later).