Public Records Index
- Art Auction Houses — Every art auction house shall annually register with the Secretary of State. They must file a statement declaring the bank in which it maintains a separate account for customer funds. There is no fee for registration.
- Bank, Savings Bank and Corporate Fiduciary Organization — The minimum capital, surplus and reserves for operating expenses for new organizations are determined by the Commissioner of Banks and Trusts and is recorded.
- Credit Services Organizations — "Credit Repair Agencies" must register with the Secretary of State. A $100 registration fee is required. Those which collect fees in advance, must also file a $100,000 surety bond.
- Dance Studio Bonds — Studios that require or receive payment of more than $50 per month must file a bond in the amount of 10% of preceding fiscal year gross income or $10,000 minimum.
- Invention Developer Bond — Developers are required to file a bond in the amount of 5% of preceding fiscal year gross income or $25,000 minimum.
- Ticket Brokers — All Ticket Brokers are required to register with the Index Department. They must provide, with such registration, a Code of Conduct, an 800 Consumer Complaint hotline, a procedure for binding resolution of consumer complaints and proof of $100,000 in a consumer protection rebate fund.
- Proposed Amendment Explanatory Pamphlets — Pamphlets containing the present form of the Constitution, the proposed form, arguments for and against and the form of ballot are printed and mailed to each Residential Customer of the Illinois Postal Authority.
- Proposed Amendment Newspaper Publication — Notice of the proposed amendment is published in at least two newspapers in every county in the State. The notice must be published at least 30 days prior to the election and is repeated for three consecutive weeks.
- Amendment Enrolled — If a proposed amendment is adopted by the voters, the amendment is enrolled, certified by the Secretary of State and attached to the original copy of 1970 Illinois Constitution.
- Proclamation Published — When a proposed amendment is adopted, the Governor's proclamation is published in two newspapers at the seat of government.
- Initiative Petitions — A petition proposing an amendment to Article IV, The Legislature, may be filed with the Secretary of State. All other proposed amendments must originate in the General Assembly by means of a Joint Resolution.
- Constitutional Convention — If the question of whether a Convention should be called is not submitted during any twenty year period, the Secretary of State shall submit such question at the general election in the twentieth year following the last submission. (Last submission 1988) A seven volume "Record of Proceeding of the Sixth Illinois Convention" was published in 1971.
- State-wide Propositions Other Than Proposed Constitutional Amendments — Whenever any proposition required by law to be voted upon before its adoption, the Secretary of State prepares a statement and suggestions as may be necessary for a proper understanding of the proposal. The statement and suggestions, approved by the Attorney General, are forwarded to the County Clerks for publishing and posting at the polling places.
- United States Constitution — When the Illinois General Assembly ratifies an amendment, the Administrator of General Services, Washington D.C. is notified.
- Appointments and Commissions — By law, copies of all Governor's appointments are filed and a record maintained.
- Senate confirmation — A record of appointees confirmed by the Senate is maintained by the Index Department.
- Certificates of Incumbency — Certificates are issued or attached documents which have been signed by a Governor's appointee.
- Extraditions and Requisitions or Arrest — By tradition, requisitions and warrants for arrest documents are prepared after approval by the Governor. A record is maintained.
- Pardons — By tradition, pardon certificates are prepared after approval by the Governor. A record is maintained. Commutation of Sentence. By tradition, a certificate is prepared after approval of the Governor. A record is maintained.
- Executive Orders and Proclamations — Orders and Proclamations are filed, recorded and published in the Illinois Session Laws and Illinois Register. A record is maintained.
- Fiscal Control Act Designations — Not later than April 1 of each odd-numbered year, the Governor shall designate State agencies that are to comply with the Act.
- Purchasing Act Exemptions — When in the best interest of the State, the Governor can file an exemption for individuals or firms from the purchasing act requirements. A record is maintained.
- Judicial Retention — When an elected judge decides to seek to succeed himself or herself in office, the judge must file a declaration of candidacy. Retention withdrawals are also filed.
- Oaths of Office — All judges are required to file an oath. The oaths are obtained by the Office of the Court Administrator and filed in the Index Department.
- Filing of bills — All House and Senate bills acted upon by the Governor are filed with the Index Department. Public Act numbers are assigned to those which are approved. Bills that are vetoed, amendatorily vetoed or contain reduced appropriation items are transmitted to the General Assembly on the first day of the next session. A list of the "Governor's Action on Bills" is printed and distributed each day that bills are filed. Copies are provided to any person upon request and payment in advance of the statutory fee of 50 cents per page. There is no charge to any governmental unit.
- Session Laws — The Laws of Illinois are published and distributed annually. The Laws contain public acts, joint resolutions, Governor's executive orders and proclamations, a table of statutes amended and index. Camera ready copy for the Laws is prepared by the department utilizing the copy of bills stored in the Legislative Information System (LIS) mainframe computer. Text of the information not contained in the LIS database is entered by department staff.
- Special Sessions — If the Governor or the legislative leaders call the legislature into a special session then this call is filed and the members notified by the Index Department.
- Legislative Floor Debates — The Constitution of 1970, for the first time, requires the House and Senate to maintain a transcript of floor debates. A copy of the debate is filed with the Index, where it is made available for inspection and copying. Copy of floor debate on a particular bill is provided by the department.
- Drawing for length of terms of State Senators — After each legislative redistricting the Secretary of State conducts the drawing to determine the length of terms of State Senators. The districts are divided into three groups. The Senators will be elected for terms consisting of 4-4-2, 4-2-4 and 2-4-4 year terms.
- Failure to redistrict — In the event no reapportions bill becomes law an eight member redistricting commission is formed. If the commission does not reapportion, the Secretary of State conducts a lottery to place a ninth member on the commission.
- Oaths of Office — The oaths of office of all General Assembly members and the elected officers are filed.
- Vacancies in the General Assembly — Whenever a vacancy occurs, the certificate of appointment of a new member is filed and a copy transmitted to the Clerk of the House or Secretary of the Senate.
- Legislative Boards and Commissions — A copy of the appointment of members to these boards and commissions is filed in the department and a record of the membership of the boards is maintained.
- Appointment to "Special Districts" — Whenever any member of the General Assembly is authorized to make appointments of individuals to special districts, i.e., Sanitary Districts, a copy of the appointment is filed.
- Secretary of State to organize House of Representatives — On the second Wednesday of January in each odd numbered year the Secretary of State has the constitutional duty to preside over the House until the members elect a Speaker.
- Municipal Incorporation Proceedings — The original incorporation documents of Illinois municipalities are filed and recorded. There has been 1,492 such incorporations. Of these incorporated municipalities, 1299 are active and 193 are defunct. Certificates of Incorporation are issued to new municipalities.
- Proposed Names for New Municipalities — If a name is not currently used by another municipality a "Certificate of Availability" is issued.
- Municipal Form of Government — Authorities are required to report a change in the form of the municipal government.
- Census — All census in Illinois must be taken by the federal government. Certified copy of the decennial census taken by the U.S. Department of Commerce, Bureau of the Census is filed. The census figures are certified to each of the 1291 active incorporated municipalities in the State. The census is also certified to 32 agencies for official use, i.e., Department of Revenue for distribution of tax money on a per-capita basis and the Department of Transportation for allotment of motor fuel tax funds.
- Special, Corrected or Revised Census — Subsequent to the decennial census, special, corrected or revised figures are received from the Bureau of the Census. Agencies are notified.
- Local Option Reports — When a referendum is held regarding the sale of alcoholic beverages, notices and results are filed.
- Home Rule Referendum — The county of Cook and municipalities over 25,000 population are automatically home rule units. Other municipalities may elect by referendum to become home rule units. Notices and results are filed. A municipality may also elect to not be a home rule unit.
- Joint Action Municipal Agencies — Municipalities or parts of municipalities may, by agreement, form Electric Power, Natural Gas, Waste or Water Agencies. The creating ordinances, additions to or withdrawal from and dissolutions are filed.
- County Officers — When required by law bonds, oaths and certificates of qualification are filed and commissions are issued.
- Civic Centers — The oaths of office of all civic center or exposition authority board members are filed.
- Municipal Zoo Authority — The oaths of office of all board members are filed.
- Port Districts — The appointment and oath of office of all port district board members are filed.
- Public Administrator and Guardians — The appointment and oath of all public administrators and Guardians is administered by the Index Department.
- Enterprise Zones — A depressed area may be designated as an enterprise zone by the Department of Commerce and Community Affairs. This designation helps to stimulate business and industrial growth and stimulate neighborhood revitalization by means of tax incentives in those areas. Certificates and amendments are filed.
- Mass Transit Districts — Copies of the organization document, annexations, dissolutions and annual audit reports are filed.
- Airport Authorities — Court orders establishing the authorities are filed and a Certificate of Incorporation issued.
- Hospital Districts — Court orders establishing the districts are filed and a Certificate of Incorporation issued.
- Metro-East Solid Waste Disposal and Energy Producing Service — Certified copies of the resolutions of participation are filed.
- Sanitary Districts — Maintain a record of all sanitary district names and issues "Certificate of Availability" for proposed districts.
- State Officers — Bonds and oaths of state officers are filed and a record is maintained. Certificates of Incumbency are issued.
- State Owned Real Property and Leases. The deeds to all state owned properties are required to be filed. Leases or purchase contracts for real property by any state agency must also be filed.
- State Seal — The Constitution provides for the Secretary of State to be keeper of the Great Seal of the State.
- Service of Process — Service is filed pursuant to 13 different Acts, which state that; "when any person who incurs tax liability under this Act and who removes from this State or conceals his whereabouts, shall be deemed thereby to appoint the Secretary of State his agent for service of process or notice in any judicial or administrative proceeding". There were 6,819 such notices filed by Illinois agencies in 1997.
- Compensation Review Board — The appointments of members of the board and their reports are a record of the department.
- Disagreement or Deviations - Professional Regulation — When the Director of the Department of Professional Regulation disagrees or deviates from the recommendation of a disciplinary committee, written documentation is filed.
- Facsimile Signatures — Public officials whose signatures appear on public securities or instruments of payment are required to file a copy of their manual signature.
- Funeral or Burial Funds — Prepayment funds must be deposited in an institution within 50 miles of the State. If out of state institution, then it must register with the Secretary of State for purposes of service of process.
- Guardianship Administrator Signature Authorizations — The Director of the Department of Children and Family Services may by administrative order designate officers of the department to affix the signature of the Guardianship Administrator.
- Illinois Development Finance Authority — Annual financial report is required to be filed.
- Illinois Educational Facilities Authority — The Bonds of officers of the authority are filed.
- Illinois Health Facilities Authority — Bond resolutions of the authority are required to be filed.
- International Will Information Registration — An international agreement provides for the form of an international will. Information regarding the safekeeping of such a will may be filed.
- Lincoln Park Plan — The original boundaries and any changes are required to be filed with the Secretary of State.
- Mental Health and Welfare Institution Bonds — Ownership of these bonds originally issued in 1975 may be recorded.
- Nuclear Waste Compacts — Must be filed with the Secretary of State at least 30 days prior to being approved by the General Assembly.
- Presidential Electors Meeting — The Secretary of State presides over the meeting until a chairperson is chosen. His office then certifies the results of the voting to the appropriate federal offices.
- State Board of Education — The Bonds of the members are filed.
- Statues Certified or Exemplified — Statutes are certified or exemplified if to be used out of state.
- Workers' Compensation Statistical Plan — The Director of the Department of Insurance is required to approve plan for rate making proposed by insurance companies. The approved plan is filed with the Secretary of State.
- Reapportionment Commission — The Secretary will conduct a drawing to select a ninth member if the Commission fails to agree on a reapportionment plan.
- State Senators — After reapportionment, the Secretary of State will conduct a drawing to determine the length of the terms of State Senators.
- Initiative Petitions — The Secretary files initiative petitions to amend Article IV of the Constitution.
- Presidential Electors — The Secretary presides over the meeting until a chairperson is chosen and certifies the results of the voting.
- House of Representatives — The Secretary presides over the organization of each new House of Representatives until a Speaker is elected.