Administrative Code Division
A prime responsibility of the Secretary of State is to serve as the filing agency for
all state agency rules and regulations. The Administrative Code Division maintains
a complete library of all such rules, both rescinded and current, dating back to the
1930's. Specific areas of interest include:
Agriculture Housing & Community Development Alcohol Insurance Commerce Labor & Employment Conservation Mental Health Corrections Mining Criminal Justice, Law Enforcement Professions and Occupations Education and Cultural Resources Public Finance, Health and Utilities Elections Revenue Energy Social Services Environmental Protection Transportation Financial Institutions Veterans and Military Affairs Fire Protection Governmental OperationsThe division publishes proposed, adopted, emergency and other rulemaking activities weekly in the Illinois Register. A Cumulative Index and the Sections Affected Index are issued quarterly as a part of this publication. An annual subscription to the Illinois Register is $290 for more information call 217 782-0630.
The division publishes all adopted rules in the Illinois Administrative Code on CD-ROM. An annual subscription to the Illinois Administrative Code is $290 for more information call 217 782-7017.
If you have inquires about rules or ordering a Part, please contact:
Department of Index
Administrative Code Division
111 E. Monroe Street
Springfield, Illinois 62756
(217) 785-7538
Lobbyist Division
This division is primarily responsible for processing the registration and expenditure report filings for Illinois lobbyists and businesses that employ lobbyists. Currently there are approximately 3,050 lobbyists and 1,716 entities registered with the Index Department. From 1994 through 1998, lobbyists have reported on average, annual expenditures of $1.1 million dollars. Three times a year, the lobbyist division updates and distributes a list of registered lobbying entities and lobbyists. This list is updated on this web site in February, May and September of each year. Since Secretary White took office in January 1999, this web site has been updated to include not only the Lobbyist Registration Act, corresponding rules and the lobbyist list, but all of the registration and expenditure reporting forms that are required to be filed with the Index Department.
Future plans include making the Lobbyist Registration and Reporting Guide available on this site, along with electronic filing of registrations and expenditure reports. Secretary White is committed to serving the public by providing exceptional service to the citizens of this State. This division will find innovative creative ways to continue providing you with the service you expect.
Files are in compressed format and are self-extracting.
For questions or publication requests, please contact:
Department of Index
Lobbyist Division
111 E. Monroe
Springfield, Illinois 62756
(217) 782-0643
Notaries Public Division
The 183,158 active notaries public in Illinois have been appointed and commissioned by the Index Department. In addition are the controlling authority for specialty notarization, Certificates of Authority, Certificates of Incumbency and Apostilles.
The purpose of notarization is to prevent fraud and forgery. The notary acts as an official and unbiased witness to the identity of person who comes before the notary for a specific purpose.
Notaries are appointed by the Secretary of State for a term of four years. An applicant for an appointment must (1) be a citizen of the United States or an alien lawfully admitted for permanent residence, (2) be a resident of the State of Illinois for at least 30 days, (3) be at least 18 years of age, (4) be able to read and write the English language, (5) have not been convicted of a felony, and (6) have not had a notary commission revoked during the past 10 years.
An applicant must complete the application form provided by the Secretary of State and must obtain a notary bond valued at $5000 from a bonding or surety company. Once approved the commission will be mailed to the county clerk in which the applicant resides. There it must be recorded before the applicant is officially a notary.
For further information on becoming a notary download the Illinois Notary Public Handbook.(Coming Soon!)
Foreign Adoptions The Secretary of State’s office is committed to helping prospective adoptive parents in foreign adoptions. The Index Department, by affixing the official "Great Seal" of the State of Illinois legalizes needed documents for use in other countries.
Types of Documents needed: A Certificate of Authority certifies the Illinois notary public. Certificates of Authority of notary public may be granted by either the county clerk of the county in which the notary public resides, or the Secretary of State, Index Department.
A Certificate of Incumbency certifies any Illinois County Clerk, Circuit Clerk, or Local Registrar. Certificates of Incumbency for public officials are granted by the Secretary of State, Index Department.
An Apostille certifies any Illinois notary public, County Clerk, Circuit Clerk, or Local Registrar. An Apostille is a certification that is entitled to direct recognition by members of the 1961 Hague Convention.
For a document to receive these forms of certifications it must be a notarized or certified document. Documents should be certified by the official who has custody of the original document, or by the office where the document was officially filed.
Examples: Birth or Death Certificates must be certified by the County Clerk, Local Registrar, or State of Illinois Department of Public Health. Marriage Licenses must be certified by the County Clerk or State of Illinois Department of Public Health. Divorce Decrees must be certified by the Circuit Clerk.
(Documents not included in the above list must be notarized by an Illinois notary public.)
To obtain any of the above certificates from the Index Department you must send to the Department of Index:
- A written request to the Department of Index.
- The original document(s) to be certified, which have already been signed by a certified public official.
- The identity of the country to which the document is to be sent.
- A $2.00 fee per document made payable to the Secretary of State.
- A self-addressed stamped envelope.
- You may also submit pre-paid and prepared express mail, priority mail, Federal Express, United Parcel Service, or Airborne Express that the submitted documents may be returned in that manner
Documents may be forwarded to a third party upon request with an addressed envelope.
Documents may be submitted in person.
Public Documents Division
The division is home to two sections: Governmental Ethics and Public Documents.
The Government Ethics section in administering the Illinois Governmental Act, the Ethics Section maintains the statements of economic interest filings of all elected and appointed governmental officials and state employees who hold decision-making positions in the execution of contracts, spending of public funds and issuing of state licenses and permits.
For questions or further information on Governmental Ethics please contact:
Department of Index
111 E. Monroe
Springfield, Illinois 62756
(217) 782-9785
The Public Documents Section certifies notaries public, circuit clerks, county clerks and state officials through certificates of authority and apostilles.
This section also maintains the state's official records of the Governor's appointments to boards and commissions and a myriad of miscellaneous public documents, including official pardons, municipal incorporations, oaths of office, credit service organization registrations, home rule referendums and mass transit district registrations and audits.
For questions or further information, please contact:
Department of Index
Public Documents Division
111 E. Monroe
Springfield, Illinois 62756