Section 3020.100  Definitions

The following definitions apply to this Part:

"Access" means the allowance or liberty to make use of publications deposited in a depository or exchange library.

"Core list" means State agency publications that the Government Documents Section has designated as required in a tangible format.

"Depositories" means those libraries and/or resource centers that have Illinois publications deposited in their collections for citizen availability by agreement with the Secretary of State.

"Electronic depository" means the depository that provides permanent public access to publications of the State of Illinois in an electronic format.

"Ephemeral material" means any material that is of a short duration, for example, an announcement of a conference or seminar, applications and forms.

"Metadata" means structured information that describes content, origin, format and other key characteristics of data for the purpose of information management.

"Metadata generator" means the Web-based resource used by State agencies to submit URLs, metadata and electronic versions of published materials to the Illinois State Library.

"Microforms" means any medium bearing microimages, such as microfiche or microfilm.

"Publications" means all formats of media, including microforms, recordings, and other printed material paid for in whole or in part by funds appropriated by the General Assembly or issued at the request of a State agency, excepting however, correspondence, interoffice memoranda, and confidential publications.  Publications to be deposited with the Illinois State Library and the electronic depository include, but are not limited to, the following:

Annual Reports

Bulletins/Circulars

Handbooks/Manuals

Laws/Rules/Decisions

Maps/Charts

Newsletters

Pamphlets/Brochures/Fact Sheets

Press Releases Issued by Constitutional Officers

Technical/Research/Statistical Reports

"Published material" means publications in print and electronic formats duplicated by any means of duplication, including material downloaded from a publicly accessible electronic network.

"Recordings" means anything, other than printing on paper, on which sound or visual images have been recorded, including cassettes, records, slides, films or electronic storage media.

"Secure transfer protocol" means the method for transfer of the deposited electronic files shall be as resistant as possible to corruption or outside interference to maintain the integrity of the file content.

"State agencies " means every State office, officer, department, division, section, unit, service, bureau, board, commission, committee, and subdivision thereof of all branches of the State government and which agencies expend appropriations of State funds, regardless of the amount. This includes state universities.

"Superseded material" means any publication cumulated in later issues, issued in later revised editions, or separates, replaced by final bound volumes.

"URL" or "Uniform Resource Locator" means the address for a resource or site (usually a directory or file) on the World Wide Web and the convention that Web browsers use for locating files and other remote services.

(Source:  Amended at 36 Ill. Reg. 3248, effective February 16, 2012)